Records Management

Records Management is the professional practice of identifying, classifying, preserving, and disposing the records of an organization, while capturing and maintaining the evidence of an organization’s business activities as well as the reducing the risks associated with it. 

Records Management includes three primary components:

1. Records Management Program
2. Forms Management Program
3. Media Services

Together, these practices make state agencies more efficient, personnel more productive, minimize costs, improve storage and retrieval systems, and protect agencies from litigation risks regarding record-keeping practices.

Records Management Program

The Records Management Program is responsible for the supervision and administration of state records. This includes determining retention periods (based on legal, audit, historical and administrative values), selecting the appropriate retention medium (paper, electronic, etc.), choosing the best retention location (active, inactive, etc.), and selecting the best filing system for the records.

Forms Management Program

The Forms Management Program is responsible for maintaining quality state forms.  This includes maintaining the state form numbering system, maintaining design standards for state forms quality, designing forms that meet the needs of our customers, eliminating duplicate and bootleg forms, and reviewing and analyzing all forms used in state government.

Records Management System

• Frequently Asked Questions
• Forms Coordinator Training
• Records Coordinator Training
• Records Management System Login
• Records Management System User Guide

Media Services

Electronic records are the predominate record type of the future.  However, the hardware and software associated with electronic media can become obsolete, creating a cycle that requires data migration in as little as 5-7 years.  To offset the obsolescence factor of electronic records, roll film remains a viable, low-cost media option for the long-term storage of records that are referenced infrequently when the cost of electronic or physical storage is excessive.

The Standards for Microfilming North Dakota Public Records and the media services offered by ITD continue to play a part in the state's records management program.  While much of the work is outsourced, ITD continues to coordinate media services that include:

• Converting images to microfilm
• Processing roll film
• Duplicating roll film and microfiche
• Creating paper prints or digital images from roll film and microfiche
• Maintaining original microforms

Training

ITD provides customized records management consulting to state agencies and city/county government offices. Training to groups is also available and has historically included topics such as:

• Managing a Successful Records Management Program
• Preservation of Evidence in the State's Records Management Process
• The Basics of Open Records and Meetings
• Records Management for Electronic Records
• Forms Management-Basics
• Electronic Forms

Resources

• Records Management Definitions
• Record Management in North Dakota Century Code
• Open Records and Meetings Guide
• Open Records and Meetings Summary
• Code of Federal Regulations
• Federal Rules of Civil Procedure
• Federal Rules of Evidence
• United States Code
• Cost of Storing Paper

Associations

• Association of Records Managers and Administrators (ARMA)
• Association for Information and Image Management (AIIM)
• Business Forms Management Association (BFMA)
• National Archives and Records Administration (NARA)