Characteristics of Step 1
Creating Records Management Awareness
Creating Records Management Awareness, is the beginning point
which characterizes records management
as having no order to it. There are no best practices
at this beginning step;
however, be sure to take a look at the practices that do characterize this
- A) Records inventories are out-of-date or do not exist.
- B) The local government has not approved a records management ordinance or resolution
mandating a records program.
- C) There is no agency records officer or records manager.
- D) Records are not retired from active status and disposed of systematically according
to approved retention schedules.
- E) Written records management policies and procedures are out-of-date or do not
- F) The local government is out of compliance with the requirements of the Georgia
Records Act (O.C.G.A. 50-18-90- et seq.)
Agencies at Step 1 should begin by creating awareness that records are an important
resource of the agency that must be managed in compliance with the Georgia Records
Act (O.C.G.A. 50-18-90 et seq). Here are a few recommendations for moving your agency
from Step 1 into Step 2, Building the Records Management Foundation.
- Check out the information available on the Georgia Archives, Records & Information
Management Services web page for advice and/or training opportunities. Records and Information Management Services.
- By resolution or ordinance, obtain approval for a records management plan naming
a person who will coordinate and assume responsibility for records management activities.
Include provisions for maintenance and security of records. Sample ordinance and resolution.
- Find out what's out there! Inventory the types of records that you have and where
they are stored. Instructions and
sample inventory forms.
- Obtain a copy and become familiar with the State-approved retention schedules for
local governments. Have your local government adopt the schedule. Local Government Retention Schedules, City of Gainesville Retention Schedule, City of Berkeley Lake Retention Schedule.
- Implement the schedules. Identify the records in your inventory that have met retention
requirements and destroy them. Methods for Destroying Agency Records, Certificate of Records Destruction.
- Retain records only as long as needed for administrative, fiscal, legal, and historical
purposes and dispose of periodically in accordance with State-approved retention
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