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:
- Records Management Program
- Forms Management Program
- 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 (based on legal, audit, historical and administrative values), selecting the appropriate medium (paper, electronic, etc.), choosing the best storage location, 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
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:
Resources
Associations