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Records Retention

Records Retention. Why is it important?. Can you relate?. Do you feel inundated with paperwork? Do you want to be more organized? Do you catch yourself thinking, “Can’t I just throw this away?” . You are not alone. …and the paper just keeps piling up. “Consistent Standards”.

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Records Retention

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  1. Records Retention Why is it important?

  2. Can you relate? • Do you feel inundated with paperwork? • Do you want to be more organized? • Do you catch yourself thinking, “Can’t I just throw this away?”

  3. You are not alone …and the paper just keeps piling up.

  4. “Consistent Standards” In order to “safeguard rights and ensure accountability,…” the County must apply “consistent standards of responsible recordkeeping across all County departments.” (Board Policy A-43 Sec. A.2)

  5. Records Retention Policy The approved procedures for preserving, or not, the recorded information that is created, received or maintained by the County during its normal course of doing business.

  6. Staff Training

  7. Board of Supervisors Policy A-43 County Records Management and Archives Policy

  8. Records Management The application of systematic control, from creation to final disposition, to recorded information acquired during the normal course of doing business. Chart courtesy South Carolina Department of Archives and History Archives and Records Management Division

  9. Retention Schedule A table or chart that identifies the length of time a record must be retained before its final disposition.

  10. It’s the Law • Government Codes 26201 & 26202; GC 26907 relates to fiscal records • Resolution No. 2004-044 • Board Policy A-43

  11. It’s Good Business • Improve retrieval by reducing bulk • Reduce staff time needed for access • Save money • Save space • Identify and preserve permanent and historical records

  12. It’s Good Practice If consistently implemented… • Demonstrates best practice and legal compliance • Is supported by case law as an acceptable means of conducting business Arthur Andersen LLP v. U.S., 544 U.S. 696, 704 (2005)

  13. RMAP Staff

  14. Any Questions? ? ? ? ?? ?? ???

  15. Feel free to contact us! • Mary M. Cox, Chief Deputy, RMAP mcox@co.riverside.ca.us • Jim D. Hofer, Archives Manager jhofer@co.riverside.ca.us • Rebekah Marshall, Archivist/Records Analyst II rmarshal@co.riverside.ca.us

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