Fredrick H. Armstrong, Director, Archives & History
Staff, Records Management and Preservation Board
Records Management for
Licensing Boards
Players/Partners
• Department of Administration
Helen Wilson, C.I.O.
Governors Office of Technology
558-5472 ext. 1066
hwilson@wvadmin.gov
• Licensing Board
• State Archives: Fredrick H. Armstrong
– 558-0230 ext 164
– fharmstrong@wvculture.org
Licensing Board Records
• Document the
Existence
Legal Functions
Administration
Policies & Procedures
Actions of Board & Staff
Members
Records May Be
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Paper, such as correspondence
Applications
Forms
Ledger Books
Cards
Member files
Microfilm or microfiche
Electronic: computer hard drive or disk
– Audio Tape or Disk
– Video or DVD
– Photograph
Records Management Authority
• 5A-8-1
• Title 148 Records Management &
Preservation,
• Series 12 Rules for General Administration
of Records Management & Preservation
Definitions,
Duties of Administrator, Agency chief
and manager,
Program development,
Electronic media
Records Management Authority
• 5A-8-1
• Title 148 Records Management & Preservation,
Series 13 Rules for Retention & Disposal Schedule
Record may not be destroyed without
Inventory of agency record holdings,
Retention Authorization Form
Retention & Disposition Schedule
Retire to Records Center, Transfer, Destroy
Life Cycle of Record
• Creation – either in office or received—
form does not matter INFORMATION
• Active stage – using regularly
• Inactive stage – infrequent use but
continues to have legal, administrative or
fiscal value to business operations
• Final Disposition:
– Transfer to Archives for historical value
– Destroy
Records Inventory
• Locate, identify, count (measure) all records
maintained by office in all places,
• Identifies all record series,
• Record functions or purpose,
• Volume, date span, arrangement (alpha,
numeric or other), current or obsolete, annual
accumulation,
• Format
• Unique or duplicate
• Statutory or suggested retention period
Record Series
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Board minutes
Board policies, rules, regulations
Correspondence
Membership cards & files, applications, renewals, license
Fees, receipts
Disciplinary actions
Hearings
Budget, audits,
Federal & state tax
Payroll
Purchasing orders, requisitions, transmittals
Inventory & maintenance
Personnel
Retirement
Workers compensation
Contracts
Record Values
• Administrative
• Fiscal
• Legal
• Historical
Inactive Records
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Occasional use or reference
Box in standard records box (10”x12”x15)
File folders but no hanging folders
Inventory contents, copy inside box and file for
reference
• Label box
• Store in suitable location for records (same as
humans)
• Sturdy shelving for boxes, limit stacking
State Storage
• Archives Services, Inc. (NOVA Records LLC
1545 Hansford Street
Charleston, WV 25311
346-8878
Deliver, pick up,
Index
Retrieve, fax (25)
Destruction services (shredding)
Meetings and Workshops
Board Members
Legislative Rules-Title 100, Series 1
Legislative Rules-Title 100, Series 2
State Code
County Records Management Manual
County Records Retention Schedules
Revised Land Book Retention Policy
Assessor
County Clerk
Sheriff
Forms
Authorization to Destroy Records
Circuit Court Records Disposal Report
Records Inventory
Records Survey
Records Transfer
Records Transmittal
West Virginia Courthouse Facilities Improvement Authority Report
Grants Program
Grants Recipients, 2004-05
Grants Announcement, 2005-06
Grants Recipients, 2005-06
Grants Announcement, 2006-07
Grants Recipients, 2006-07
Grant Guidelines, 2007-08
Grant Application, 2007-08
Grant Application Cover Sheet, 2007-08
West Virginia Archives and History
West Virginia Division of Culture and History
Copyright 2006. All Rights Reserved.
Summary
• A solid records management program begins with a records
inventory which allows staff to gain knowledge of office records
holdings and allows them to plan for future needs.
• Records are inventoried and scheduled in groups called
records series, which are identical or related records that are
normally filed, used, and disposed of as a unit.
• A records retention and disposition schedule is an essential
tool in establishing a sound records management program.
• By regulating the storage and treatment of records during all
phases of the records life cycle, the schedule also allows office
staff to more effectively manage records.
• It is important to remember, however, that even the very best
of records retention and disposition schedules is useless if it is
not systematically applied to all records listed.
Partners
• Department of Administration
Helen Wilson, C.I.O.
Governors Office of Technology
558-5472 ext. 1066
hwilson@wvadmin.gov
• State Archives
Fredrick H. Armstrong
558-0230 ext 164
fharmstrong@wvculture.org