Welcome to Records Management Training

1. Welcome to Records Management Training Start

2. What is Records Management • Nebraska Records Management act, revised statue 84-1201, creates the legal obligation for all State and Local Agencies to effectively manage records. Previous Next

3. What you need to know • What a record is • How long to keep it • How to get rid of it Previous Next

4. What is a record? • Record means any book, document, paper, photograph, microfilm, sound recording, magnetic storage medium, optical storage medium, or other material regardless of physical form or characteristics created or received pursuant to law, charter, or ordinance or in connection with any other activity relating to or having an effect upon the transaction of public business Previous Next

5. What is a Record • A record documents information (regardless of form i.e. email, text, paper, or electronic) that details any aspect of your job. Previous Next

6. Non records • Everything is a record that does not fit into this list: • Books, periodicals, newspaper, and catalogues acquired and saved as a general reference resource • Extra copies of documents saved only for convenience or reference for which no action is recorded or taken • Identical or convenience copies of reports, memos, etc. for which your office was not the originator or office of record, and which have not been annotated by your office including agency copies of executive orders; • Stocks of publications, reproduced documents or other printed materials preserved for supply purposes; • Blank forms • Junk mail, spam, tickler files “to-do” and task lists that serve as a reminder that an action is required on a given date or that a reply to action is expected; • Materials received documenting employee fringe activities Previous Next

7. Record or Not a Record • Decide if the following items are record or non record material by clicking on the corresponding button Record Not a Record Ledger book of registration fees filed with your office

8. Ledger Book • Yes! A ledger book is a record because it documents the transaction of registrations provided by your agency. Previous Next

9. Ledger Book • Actually, because the ledger book records transactions of people filing a registration with your agency it is considered a record. Previous Next

10. Record or Not a Record Record Your agency keeps a collection of encyclopedias. Do those books count as a record? Not a Record Previous

11. Encyclopedia • Correct! Encyclopedias are not considered a record because they are published outside of your agency, do not document an action or decision by you or your agency, and additional copies can be found outside of your agency. Previous Next

12. Encyclopedia • No, Encyclopedias are not considered a record because they are published outside of your agency, do not document an action or decision by you or your agency, and additional copies can be found outside of your agency. Because of those reasons they are not considered a record. Previous Next

13. Record or Not a Record Record One of your staff sends you a text message letting you know that they will be out sick today. Is that text message a record? Not a Record

14. Sick time text message • Right! Even though it is a text message the information transmitted through it is related to work done at your agency and so still counts as a record. Previous Next

15. Sick time text message • Actually, because the text message is documenting sick time for the agency it is considered a record. Previous Next

16. How long to keep records • Different types of information needs to be kept for different amounts of time. To ensure efficiency it is important that records are kept until they no longer serve a purpose and then are purged to make room for newer records that are still providing support to the actions and decisions that the agency is making. • To help everyone make decisions on how long each record needs to be kept the Secretary of State with coordination from your agency has created a retention schedule that lists all of the records used by your agency, a description of those records, and how long those records need to be kept. • Your records retention schedule can be provided by your agencies Record Officer. Previous Next

17. Reading a Retention Schedule Each retention schedule is divided into 5 columns that will provide you with a retention number, title, description, retention and reference/comments. The description/examples for an item provides guidelines for the types of documents that can fall under that retention number. The retention column provides how long records in that series should be kept. Additional information is in the remaining section. If you have questions contact your records officer or records management. Previous Next

18. After reviewing the above retention item answer the below questions How long should a rejected contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous

19. After reviewing the above retention item answer the below questions By reviewing the description and retention fields you can see that a rejected contract should be kept for 5 years. How long should a rejected contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

20. After reviewing the above retention item answer the below questions Correct! By reviewing the description and retention fields you can see that a rejected contract should be kept for 5 years. How long should a rejected contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

21. After reviewing the above retention item answer the below questions This option is for an accepted contract. If the contract was rejected it should be kept 5 year. How long should a rejected contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

22. After reviewing the above retention item answer the below questions By reviewing the description and retention fields you can see that a rejected contract should be kept for 5 years. How long should a rejected contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

23. After reviewing the above retention item answer the below questions How long should an accepted RFP be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous

24. After reviewing the above retention item answer the below questions By reviewing the description field and the retention field you can see that an RFP should be retained for 5 years after completion, fulfillment, or voiding of contract. How long should an accepted RFP be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

25. After reviewing the above retention item answer the below questions Because this record has been accepted you would need to retain them for 5 years after completion, fulfillment, or voiding of the contract. How long should an accepted RFP be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

26. After review the above retention item answer the below questions That’s right! You can see from the schedule that C was the correct answer. How long should an accepted RFP be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

27. After reviewing the above retention item answer the below questions The correct answer was C. After reviewing the schedule item this is the correct schedule number for RFPs How long should an accepted RFP be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

28. After reviewing the above retention item answer the below questions How long should a Building Construction contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous

29. After review the above retention item answer the below questions Because building contracts are excluded under the examples section it may seem like there is not enough information to make a decision, but if you check reference/comments you can see Building Construction Contracts and Records are under 124-20 How long should a Building Construction contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

30. After review the above retention item answer the below questions Because it is a contract this may seem like the correction answer but if you check reference/comments you can see Building Construction Contracts and Records are under 124-20 How long should a Building Construction contract be kept? A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

31. After review the above retention item answer the below questions How long should a Building Construction contract be kept? Correct! The references/comments tell you that these records need to be retained under a different schedule number. A. Unable to determine with available information B. 5 years C. 5 years after completion, fulfillment, or voiding of contract D. They should be kept under a different schedule number Previous Next

32. Disposing of Records • A disposition form must be filled out by your agencies records officer, or agency head, for any records destroyed by your agency. When records have met their retention, compile them in a box(es) and notify your records officer so that the disposition report can be completed and filed with records management • Any non record material can be disposed of at any time without taking any extra steps Previous Next

33. Congratulations! You have completed Basic Records Management Training Press Escape to close this training