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Records Management of State Government Records

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:

  1. Right click the first page
  2. Select “Show Navigation Pane Button”
  3. Click on the Benchmark Button which is the second icon down on the left
  4. Click on your agency or department. The series which appear are those for which your department is the agency of record. For general agency-wide series retention schedules click on Agency.

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.

State Records Center

In addition to providing agencies with assistance in scheduling their records, the State Archives and Records Program is responsible for operating the State Records Center which provides offsite warehouse storage for non-permanent state government records. However, only record series scheduled for transfer to the State Records Center are eligible for transfer to the Records Center. 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, while records scheduled for permanent preservation which are sent to the State Archives are transferred to custody of the State Archives.

Using Infolinx. To transfer 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

  • Use Records Storage Cartons - 12”x15”x 10” (one cu.ft. boxes) for all records.
  • Identify the Reference Number of the Records Series. Do not include any records which are not a part of the series.
  • All records are recycled at the time of destruction. Boxes must contain only paper products. All non-recyclable items, i.e plastic binders, three-ring binders, etc. should be removed before transfer to the SRC. All microforms and audio cassette tapes are to be boxed separately from the papers records belonging to the series.
  • Identify the boxes which contain microforms and audio tapes. These boxes will require special handling at destruction. Be sure to include notation of the format of the records in the field for the Box Description.
  • Pack the records in the same order that they are filed in the office.
    • Records should be left in the folders; ring binders should be removed.
    • All folder labels should face the same direction.
  • Letter size documents and folders should be placed facing the 12” box front.
  • Legal size documents and folders should be placed lengthwise facing the 15” side of the box.
  • Boxes should be packed to make good use of storage space; weighing 25-30 pounds.
  • Leave a 1” to 1.5” clearance in each box - to facilitate reference and ease of retrieval and refilling.
  • Place label on the front end of box in the lower left hand corner of box.

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 Archives and Records Program staff. They may also seek assistance concerning the use of Infolinx including how to set up usernames and passwords, transfer records to the State Records Center and retrieve records from the Records Center.

 

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