Records Management

Frequently Asked Questions

About Records Management


Frequently Asked Questions

About Records Management

Q:
What is Records Management?
A:
The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.
Q:
What is a Public Record?
A:
All documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or other information recording media, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, crated or received by the county or any of its officers or employees pursuant to law or in the transaction of public business are records.
Q:
How Long Does the County Keep Records?
A:
Each record is regulated and has its own disposition/retention schedule, which indicates the minimum length of time the record must be kept. A record’s retention period is based on its administrative, fiscal, legal or historical value.
Q:
How Can I Get a Copy of a Record?
A:
The Records Management Department is an inactive records warehouse/archives facility and is not the official custodian of records. All requests for copies of records must be processed through the appointed or elected public officer or custodian of records.