A Records Officer is an employee
designated by their employer to manage the office’s records management program. Their responsibilities include authorizing records destruction via
eRM-3 forms, training other staff members, and acting as the office’s point-person for records management questions. Your Records Officer is the only one able to authorize records destruction.
To designate a Records Officer (RO), please fill out the
RM-25 form. This form can be mailed or emailed to your
assigned records analyst. Just be sure to obtain either handwritten or Docusign signatures.
Yes! We recommend having two Records Officers just in case the primary Records Officer goes on long-term leave.
A Records Technician (RT) is a designation
exclusive to State Records Center (SRC) clients. This person helps the Records Officer (RO) in managing SRC box transfers and
Infolinx management. This person
cannot authorize the destruction of records. This designation is
not required for completing the RM-3 form.
Previously, this designation was called a Records Coordinator. The name changed as of January 1, 2025.
To designate a Records Technician, please fill out the
RM-26 form. This form can be mailed or emailed to your assigned Records Analyst. Just be sure to obtain either handwritten or Docusign signatures.
Records Coordinators (RC) are now called Records Technicians (RT) and have their own form to be designated (RM-26). We did this to cut down on confusion and to declutter the RM-25.
A
retention schedule is a document with guidelines for the retention and disposition of public records. These guidelines are in compliance with state and federal laws and regulations.Â
In general, state and local governments approach the Library for updates to retention schedules. In cases where the General Assembly has enacted legislation that affects the retention schedules, we will update them accordingly to maintain legal compliance.
Schedules are updated quarterly by the
Records Oversight Committee (ROC).
Due to system limitations, the retention schedules are only available in PDF format. We can provide an Excel spreadsheet of our schedules, but cannot at this time provide anything more intensive or specialized than that.
We strongly discourage printing the schedules. The PDF links are live and the schedules are living documents. If you are printing schedules and not checking the live links regularly, you might miss an important update. We recommend only printing the schedules if you are spending a day or two in your records room away from your computer and need to reference the schedules on the move.