Benefits of Records Management
There are many reasons why the State must have a robust Records Management Program. Records management allows State agencies to comply with statutory and legal requirements; to save space, time, and money; to avoid litigation; to maintain the regular, controlled flow of records through the office, and so much more.
It is the Law
California’s State Records Management Act requires the Secretary of State to “establish and administer a records management program that will apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records.”9
State agencies must work with the Secretary of State to establish their records management programs and obtain approval for their retention schedules every 5 years. The head of each State agency is responsible for establishing and maintaining “an active, continuing program for the economical and efficient management of the records and information collection practices of the agency.”10
Save Space, Time, and Money
Unless records are regularly disposed of, either by destruction or by being sent to the State Archives, State agencies will run out of physical storage space or incur increased costs for electronic record storage. Also, the more records a state agency retains, the more time it takes staff to search for records that are actually needed in the course of daily business. By regularly sending records to departmental or external storage, State agencies ensure only the records with a high reference status are retained in the office. Records with a medium or low reference status may be stored off-site at a lower cost while still being accessible.
While it may seem like electronic records have an endless storage capacity, there are repercussions for needlessly retained a high volume of electronic records. Cloud storage, server space, Information Technology staff time, as well as the maintenance and security of--and access to--electronic documents all factor into the cost of storing electronic records.
Follow the retention schedule—it is there as a tool and a resource to help staff maintain their records. Retaining records beyond their retention only decreases staff efficiency and increases storage costs.
Improve Workflow
Records management is an essential part of State government. Staff time should not be spent digging through filing cabinets or shared drives that are stuffed to the brim with records that have far surpassed retention so that they can access the information they need to complete their daily work. Following the retention schedule, and dispositioning records per retention, improves workflow!
Retain records through their lifespan and per the records retention schedule, and once their retention has ended and they no longer hold value to the agency, disposition those records to make room for the records that are within retention and are still valuable. Keep the agency from getting bogged down in old records that are valueless to current work and save staff time.
Properly managed records allow State agencies to perform their work smoothly and efficiently, provide transparency into the conduct of the public’s business, and protect personal and organizational rights and security.
Maintain Public Trust and Transparency (Public Records Act)
According to the Public Records Act (PRA), “each state or local agency, upon a request for a copy of records that reasonably describes an identifiable record or records, shall make the records promptly available”11 to the person who requested them.
Any records, regardless of format, that are not specifically exempt according to the PRA law must be provided when a PRA request is made.
If records are requested that are confidential, and cannot be provided, this information is included on the retention schedule and staff can properly convey why a requested record cannot legally be provided.
Maintain Integrity and Accessibility of Records
A Records Management Program is also essential for State agencies to practice proper management for the records they create, receive, and use. While records are in the possession of State agencies, it is their responsibility to maintain the integrity and accessibility of their records while ensuring the records comply with data security and privacy requirements. Unless State agencies have policies and procedures in place to protect the security and accuracy of their records, as they may be susceptible to litigation.
Preserve Your Agency’s Legacy
Properly managed records are essential to maintain a record of past actions and decisions and preserve the long-term memory of State government. Records that are flagged as “Notify Archives” have historical value and are reflective of your agency’s legacy! It is very important that these records are preserved as part of the history of the State of California and as part of the history of the agency itself. Remember to ensure that any records that are flagged this way are transferred to the State Archives so they can be accessioned into our collection.
Any records that may not be included on your retention schedule, but are still of historical interest, are ephemera (agency buttons, pins, or posters), award plaques, photo albums, metal signs, or oral histories (transcribed from interviews with significant roles in California government).
If your agency retains any records that are flagged “Notify Archives” and have met retention, or others that you feel may be reflective of your agency’s history, please contact SRAP@sos.ca.gov to discuss their transfer to the Archives!
Contact Information
Do you have questions? Please do not hesitate to contact us!
California Records and Information Management Team: CalRIM@sos.ca.gov
State Records Appraisal Program (Archivists): SRAP@sos.ca.gov
Local Government Team: LoCal@sos.ca.gov
