How Can Departments Work Effectively With Records Managers?

From fields of operation to records center—learn how to ensure your work is preserved through efficient and effective cooperation with records managers.

Each department or service has a records coordinator who works closely with the Records Center and Archives staff. An outline of the records coordinator's responsibilities follows:

  1. Once a year (shortly after the first of the year) check to see that every office in the department or service has transferred to the Records Center: (A) the oldest year of correspondence, (B) the oldest year of minutes, and (C) all printed or duplicated items produced during the year.
  2. Maintain a file of duplicate accession records for reference when departmental records need to be retrieved from the Records Center.
  3. Keep director aware of interaction between department or service and records management program.
  4. Educate other departmental staff members regarding Records Center procedures and policies, including standard filing methods.
  5. Periodically furnish the Records Center with a current description of the functions of each office in the department.
    1. With the increased reliance on non-paper records the process of creating records has in someways become as important as the records themselves. It will be necessary for records coordinators to work with the Records Center to (A) maintain a list of record series used in the department, (B) keep the retention schedule up to date, and (C) list the procedures for protecting vital records and producing and maintaining office records.
  6. Arrange or assist with retrievals from the Records Center.
  7. Provide authorization for the destruction of those records of the department, stored in the Records Center, that do not need to be kept permanently.
  8. Work with the Records Center staff in solving problems relating to filing, discarding, and preservation.
  9. Assist in the smooth transfer of records between staff transferring in and out of the department.