Purpose
Authority
Chapter 1: APPLYING EFFECTIVE RECORDS MANAGEMENT PRACTICES
Definition of a Record
The Life Cycle of a Record
Maintaining the "Official Memory" of West Virginia
The Role of The Records Officer
Chapter 2: RETENTION AND DISPOSITION SCHEDULES
Introduction
General Retention Schedules
Specific Retention Schedules
Amending/ Updating the Specific Schedules
Procedure
Introduction
File Arrangement
Alphabetical Filing
Advantages of Alphabetical Filing
Disadvantages of Alphabetical Filing
Numerical Filing
Advantages of Numerical Filing
Disadvantages of Numerical Filing
Alpha-Numeric Filing
Advantages of Alpha-Numeric Filing
Disadvantages of Alpha-Numeric Filing
Access
Direct Access
Advantages of a Direct Access System
Disadvantages of a Direct Access System
Indirect Access
Advantages of an Indirect Access System
Disadvantages of an Indirect Access System
Classification
Indexing Files
Coding Documents
Sorting and Filing
Tracking Files
Filing Cut-Offs
Maintenance
Disposal
Chapter 5: FILING STORAGE EQUIPMENT
Vertical Filing Cabinets
Lateral Filing Cabinets
Open Shelving Equipment
Mobile Aisle Systems
Chapter 6: REFORMATTING AND/OR DUPLICATING RECORDS
Reformatting Records
When To Reformat or Convert
Paper to Film
Optical Disk
Reformatting Equipment
Legal Requirements for Duplicates
Destroying Records After Reformatting
Microfilming and Imaging Contractors
Chapter 7: PROCEDURES FOR DESTROYING PUBLIC RECORDS
Introduction
Destruction Procedure
Methods of Destruction
Recycling
Recycling Locations
Trash
Destroying Electronic Data
Shredding
Burning
Chapter 8: STORING, MOVING, AND TRANSFERRING RECORDS
Introduction
Storing Records in Active Office Areas
Selecting a Storage Site
Selecting Records for Storage
Storage Boxes and Shelving
Packing and Stacking Boxes
Tracking Boxes
Resources for information about how to store inactive records
Transferring Records to the State Archives
Procedure
Chapter 9: RECORDS PRESERVATION
Introduction
Assessing Environmental Conditions
Some well-known enemies of paper and other records
Permanent Paper Preservation
Photographs
Bound Volumes
Conserving Electronic Records
Acquiring Storage Supplies & Contacting Professionals
Chapter 10: PREPARING FOR DISASTER
Quick Tips for Disaster Prevention
Creating a Disaster Plan
Handling Vital Records
Vital Records Protection
The Politics of Budgeting for Disaster Prevention
Chapter 11: ELECTRONIC RECORDS
Introduction
System Analysis
Procedures Manual for Keeping Electronic Records
Creation Documentation
Access Control Procedures
Audit
Verification
Administration
Standards
Maintaining Data
Refresh Recordings
Maintain Access
Format Not Permanent
Destroying Data
Electronic Filing Practices
Classification
Access
Indexing
Retention and Storage
Computer Tapes
3.5-inch Diskettes
CD-ROMs and Optical Disks
Migration Plans
Disposal
Electronic Mail (e-mail)
Retaining E-mail
Internal E-mail Policies
Web Pages
Records Survey Form (PDF)
Records Inventory Form (PDF)
Records Transmittal Form (PDF)
Authorization to Destroy Records Form (PDF)
Records Transfer Form
Electronic Records Inventory Form
Download Free Adobe Acrobat Reader
Created 2 September 2003
All or part of this handbook may be reproduced for
non-commercial educational or training purposes.
Records Management and Preservation Board