Records Management 101 - Georgia Department of Public Health

State Office of Vital Records Records Management Webinar September 27, 2017 10- 11am Records Management 101 Presented by: Doug Rollo

Asst. Director, Records Management Georgia State Archives Table of Contents 1. What is Records Management 2. Common Myths 3. Ways to Track Records

4. Records Retention Policy 5. What is a Record Table of Contents Continued 6. Electronic Records 7. Hard Copy Records 8. Records Supplies 9. Destruction

What is Records Management? Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival

preservation) of records. What Records Management Is Records Creation Filing and Storage Tracking Ethical Walls

Destruction What Records Management Is Cont. Anything that has to do with a record during its lifecycle and beyond

What Records Management Can Do ! Save Money Save Time Lessen Liability Common Misperceptions

We are required to keep all records forever What are the requirements? Birth Records 100 years Death Records 75 years More Common Misperceptions

Always have three copies of everything Its better to have the records than not to have them

Common Myths Personal Records Non Records Unofficial Records Tracking Records

1. 2. 3. 4. 5. Records Management Software

Access Excel Notebooks Memory Electronic Records Locations Hard Drives

Tape Drives Thumb Drives Wireless Devices Records Supplies File Folders Shelving

Boxes Labeling Box What information should go on the box? What information should not go on the box? Records Centers

Should active and inactive records be stored together? How should a records room be set up? How is the space to be allocated?

Should departments have their own space? Records Storage Facility Cleanliness

Shelving Critters Weather Security www.georgiaarchives.org Contact Info.

Doug Rollo Asst. Director, Records Management Georgia State Archives [email protected] 404.756.4866 Vital Records Retention Period

Forms Retention Period Drop to Paper 3 years

Long Form Death Report 3 years Paternity Acknowledgement Check GAVERS ( if update is complete destroy)

Amendments Check GAVERS ( if correction is made destroy) Disposition Permits

Permanently Custodial Copies Check GAVERS ( if correction is made destroy) Customer Request Forms (with

fee) 1 year Questions ?????

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