1 of 28

Document Retention:

Why?

What?

How?

Ben G. Carter,

Assistant State Librarian

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

2 of 28

Georgia Public Library Service empowers libraries to improve the lives of all Georgians.

​

�

We provide scalable library technology and services; staff training, consulting, and best practices; grant administration and more to create equity in library experience for patrons, no matter where they live.

​

​

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

3 of 28

TODAY’S AGENDA

  • Why?
    • Rationale, reason, rules

​

  • What?
    • Definitions, components, roles

​

  • How?
    • Structure, routines

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

4 of 28

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

5 of 28

The Why

Short Answer: Reasonable Consistency

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

6 of 28

Consistent Records Retention

  • Identify Record Categories
  • Identify Record Systems & Storage
  • Institutional, Not Personal
  • Retention Time
  • Legal Implications

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

7 of 28

Open Records Act

  • See Marti Minor’s Library Law Handbook
  • O.C.G.A. § 50-18-70, et seq.
  • Shorten Research & Response Time

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

8 of 28

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

9 of 28

The What

Shortest Answer: Policy.

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

10 of 28

Records Retention Policy

  • Framework Within Authority
  • USG Policy Example
  • Document Destruction (min. vs. max.)
  • Institutional, Not Personal
  • Complementary Schedule(s)

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

11 of 28

Ideal Records Retention Policy

  • Establish Authority
  • Establish Role of Records Manager(s)
  • Connect to Retention Schedules
    • Specifically Address Local Changes
  • Connect to Procedure
    • Specify Destruction Method

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

12 of 28

Records Retention Schedule

  • Groups Records Into Categories
  • Details Minimum Retention Period
  • Consistent Across Local Government

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

13 of 28

Destruction of Records

  • Supercession
  • Storage Limitations
  • Institutional, Not Personal
  • Security Implications
  • Audit Implications (e.g., E-Rate Documents)

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

14 of 28

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

15 of 28

The How

Short Answer: Make it a job task.

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

16 of 28

Records Manager

  • Does NOT Have To Be Director
  • Multiples, Based On Record Type
  • Acts Within Policy & Procedures
  • Remains Current On Schedules
  • Documents Inventory & Activity

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

17 of 28

Records Manager’s Key Resources

  • Library Policy
  • Library Procedure
  • Institutional Record Inventory & Activity Document
  • Local Government Record Retention Schedules

​

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

18 of 28

Records Manager’s Key Roles

  • Storage/Preservation
  • Managing Additions
  • Disposing
  • Providing Access

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

19 of 28

Training Videos

​

(~12 minutes each)

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

20 of 28

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

21 of 28

The Bonus

Ben’s Quick Takes

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

22 of 28

Do not save memos directing staff as to which copy paper color to use when duplicating a series of forms.

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

23 of 28

“Useful Life” in a retention schedule means local discretion.

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

24 of 28

“Destruction” does not mean toss it into dumpster. Shred paper records!

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

25 of 28

Not every document is worth archiving digitally.

​

Digital archives require work to be properly useful.

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

26 of 28

Just starting?

​

Focus on learning retention schedules, documenting inventory, and securing storage.

​

Reach out with questions!

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

27 of 28

www.georgialibraries.org

Empowering libraries to improve the lives of all Georgians

28 of 28

Thank You!

Ben G. Carter

bcarter@georgialibraries.org

www.georgialibraries.org

facebook.com/georgialibraries

twitter.com/georgialibs