Each year thousands of records are generated and collected by state government agencies to fulfill mandated programs and responsibilities. The Code of Iowa provides that all records created in the course of conducting state business are public records. Iowa has established a State Records Management Program with a State Records Commission comprised of ranking state officials to evaluate records as they are created by state government to determine how long individual records must be kept to: protect the rights of Iowa’s citizens, meet the administrative, fiscal and legal requirements for the records in the agency, and identify the records of enduring historical value to be preserved permanently by the state.
Under the Records Management System, Records Officers for each agency of state government assist their agency officials with identification of records series and with preparation and/or revision of records retention schedules for approval by the State Records Commission. The State Records Manual identifies records by series and establishes the time-frames for preservation of these records.
The State Records Manual is arranged by retention schedule reference number. Use the find option to locate a particular record series by title or reference number. For a listing of all of your agency/department record series:
For a complete up to date listing of the all retention schedules including those revised after July 18, 2010, refer to the Infolinx Records Management System, discussed below.
In addition to providing training for agencies on records management issues, the Department of Cultural Affairs through the State Archives is responsible for administering the State Records Center which provides offsite warehouse storage for non-historic and non-permanent state government records received prior to March 1, 2015. All records stored at the State Records Center remain in the custody of the agency and access to the records is provided through the agency. Historic records scheduled for permanent preservation, which are sent to the State Archives, are legally transferred to custody of the State Archives.
State agency records officers should continue to use Infolinx to document boxes and generate bar coded labels prior to transfer of historic and permanent state government records. Lists of those boxes can be exported from Infolinx to be printed for attachment to the hard copy archives transfer form. The State Archives will continue training agency records officers in use of Infolinx to document State Archives boxes that will receive bar code labels.
Using Infolinx. To review records to the State Records Center, agency records officers need to use Infolinx, a web based records management system used for inventory control of state government records at the State Records Center. Infolinx may also be used for inventory control in the agency. All Records Series Retention Schedules are current in Infolinx.
Contact staff at the State Archives and Records Program for setting up a username and password for Infolinx. Listed below are step by step instructions in using the Infolinx system for specific functions:
The following helpful hints to facilitate entry of data into Infolinx entitled Getting Started Using Infolinx have been developed by records officers.
Packing Boxes for Transfer to State Records Center
Records officers may request assistance with records management questions such as how to establish or make changes in records retention and disposition schedules from State Records Commission. They may also seek assistance concerning the use of Infolinx including how to set up usernames and passwords, retrieve records and identify boxes in the Records Center scheduled for destruction.