Understanding Records Management: Basic Records Management

Introduction

Implementation of a records management program involves the participation of agency personnel and the agency’s Records Officer, working in cooperation with staff of the Kentucky Department for Libraries and Archives and the State Archives and Records Commission.

Legal Framework

  • KRS 171.410 - 740 establishes the roles and responsibilities that the head of a public agency, the Department for Libraries and Archives, and the State Archives and Records Commission have for ensuring that public records are created and well-managed and that permanently valuable records are preserved, protected, and accessible.
  • KRS 171.410 (1) defines public records as “all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings, and other documentary materials, regardless of physical form or characteristics, which are prepared, owned, used, in the possession of or retained by a public agency.”

Guidance Documents

 

  • Training

    • Introduction to Records and Information Management for State and Local Governments.swf (SWF, 35.3 MB) 

      The Council of State Archivists (CoSA) created this narrated PowerPoint presentation as an introduction to basic records management. You may use it for that purpose only, or to prepare you for CoSA’s IPER webinars. The Intergovernmental Preparedness for Essential Records Project webinars will be released in 2010. You can learn more about this project on the COSA website.

      The presentation requires Adobe’s free ShockWave player, which is a browser plug-in. If you encounter problems with the SWF file, read Technical Issues below for solutions.

      Technical Issues

      When testing the presentation with the files on your computer's hard drive, you may encounter an error message when you first begin regarding your computer's Flash player security. You are given the option to click "OK" or "Settings". If you simply click "OK", you will not be able to test the hyperlinks because Flash player will not launch links from files on your computer without changing the security settings. See the following websites (below) for the solution to this problem and a further explanation of what is occurring.

      Following the simple steps will allow you to test the hyperlinks.

          * http://sorcererstone.wordpress.com/2009/06/19/when-captivate-links-dont/
          * http://www.robowizard.com/RoboWizard/Tutorials/FlashSettings.htm