Records Management Essentials

Records Management Essentials Certification

This training is for records officers and managers. If you also handle GRAMA requests, please take the GRAMA certification first, then the Records Management certification the next year (or at any time).

• 1. Public Records Management Act (PRMA)
  • 1.1. Definitions
  • 1.2. Records are the property of the state
  • 1.3. Duties of governmental entities
  • 1.4. Records management options for political subdivisions
  • 1.5. Duties of the Division of Archives and Records Service (63A-12-101)
• 2. Basic Records Management Principles
  • 2.1. Benefits of establishing and maintaining a records management program
  • 2.2. Analyzing and assessing your records
  • 2.3. Understanding the functions of your agency and the records you should create and maintain
  • 2.4. Scheduling the lifecycle of your records
  • 2.5. Managing record formats
  • 2.6. Essential records and mitigating against loss
• 3. Ten Steps for Implementing Records Retention
  • 3.1. Find the general retention schedules and your agency's series-specific retention schedules
  • 3.2. Understand the general retention schedules and your agency's series-specific retention schedules
  • 3.3. Inventory your agency's records
  • 3.4. Distribute applicable retention schedules to staff; garner and document staff feedback
  • 3.5. Establish plans for reformatting, data migration, and records storage
  • 3.6. Update and add to your retention schedules as necessary
  • 3.7. Assign recordkeeping responsibilities and train agency staff members
  • 3.8. Organize your records
  • 3.9. Transfer records as necessary
  • 3.10. Destroy records as necessary

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