The State of the Records

Volume 2, Issue 2

The KDLA State Records Branch's quarterly newsletter hopes to provide you with updates from the Branch, tips on transferring and destruction, and other helpful information to make records management easier!

Not a Records Officer or not sure who is at your agency? Find out who is by clicking here!

Permanent Records

If your agency has records with permanent retention (check your schedule!), it's important to make sure you are maintaining them correctly. Scanned images of public records scheduled as permanent shall have manual, eye-readable counterparts, such as paper or microfilm. This requirement does not apply to "born digital" images or scanned images of primarily non-textual records (e.g., maps and photographs).

If you have any questions about records management, don't hesitate to reach out to you records analyst.

Commission Updates

The State Libraries, Archives, and Records Commission held a meeting on September 10, 2020, and approved revisions to the following retention schedules: Department of Corrections, Kentucky Lottery Corporation, Local Government General Records Retention Schedule, Department of Military Affairs, Kentucky State Police, and Department of Workforce Investment.

The Commission is the approving body of all records retention schedules. If you need to make a revision to your agency's schedule, contact your Records Analyst.

We offer general records management training workshops. These are standalone workshops that will cover topics such as records retention scheduling, managing electronic records, transferring records to KDLA, and destroying records.

The session will be held on the following dates:

Thursday, October 22 at 10:00 a.m.
Locator Number: 88373
Tuesday, December 15 at 10:00 a.m.
Locator Number: 88374

These trainings are virtual and will be presented via AdobeConnect.

You may register through MyPURPOSE by searching for “KDLA Records Management: Policies and Procedures.” If you have questions about registering, or if you are unable to attend in person but are interested in attending, email Cathrine.Giles@ky.gov.

Upcoming:
October 22: Records Management Training
December 10: Commission Meeting
December 15: Records Management Training

For Your Information
Records pick-up for the State Records Center is currently suspended. Deliveries are being accepted and must be scheduled in advance. Please contact SRC Supervisor Aaron Eaton to schedule your delivery.