Preservation of Public Records - Petroleum County Prevention


February 2024

Keeping information for the long term means more than just storing them. Daily news breaks down, permanent magnetic tape deteriorates, glass photography negatives diminish — archivists and conservators have to apply special procedures to stop this out of happening. And they have to report (with photographs, for example) the procedure process hence future archivists can understand what was performed and how come.

A policy describing how and where to access records, what fees might be charged in making copies, and whether requesters need recognition or authorization from an authorized representative may also help. It should be easy to read and available in the same locations exactly where records happen to be kept. It could vital that you have an agenda for handling requests made via email, text or perhaps social media, also.

Strict adherence to record retention schedules helps you to minimize the amount of time that staff spends looking for old paperwork to fulfill OPRA or common law get requests. And it reduces the likelihood of destroying or getting rid of public records before their legitimately mandated end-of-life.

The Bureau of Data Management locations all information on reports preservation schedules, which will list the minimum legal and fiscal time periods they must always be retained by governmental agencies. Working closely with staff from the records-creating agency, a records director determines these kinds of retention times in accordance with talk about laws and regulations, and federal unique codes, statutes, and statutes of limitation. This particular record plan applies to state organizations, local government offices, and community and specialized colleges.

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