The State of the Records

Volume 2, Issue 3

The KDLA State Records Branch's 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!

Commission Updates

The State Libraries, Archives, and Records Commission met on December 10, 2020, and approved revisions to the following retention schedules: Department of Agriculture, Finance and Administration Cabinet, Kentucky Lottery Corporation, Lexington/Fayette Urban County Government, Louisville/Jefferson County Metro Government, Personnel Cabinet, and State University Model.

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.

Transmittal Tip

Date ranges affect destruction! When creating your transmittal forms for records storage, clarify the date span as much as you can. Let us know whether you mean calendar year or fiscal year (state or federal?). For example: 2010-2011 is not the same as 7/2010-6/2011, and FY2011 could mean through June or through October. Without knowing the date span, we err on the side of caution and assume the later date is correct, then base the destruction date on that.

By not specifying the year, you may spend more than you need to on storage!

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

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.