Records Management Topic Template

This document outlines a practical Records Management Program centered on high-volume content areas and a clear records lifecycle. It calls for an up-to-date, high-level inventory to assess the as-is state, followed by a records inventory worksheet and file plan to drive a general retention schedule and retention periods. Content sources include the network file share, file cabinets, and line-of-business applications. The program emphasizes records classification, records indexing, and a records indexing database to control inactive records, archival records, and public records across their lifecycle.

Policy development and adoption through change management are core. The organization should define record types, the source of retention (business, statutory, regulatory), and disposition steps, including legal holds, records destruction authorization, and destruction after digitization where appropriate. Supporting forms and tools can include a disposition request form, authorization form, records withdrawal authorization, container list template, box label, memorandum of transfer, and records packing guide. For inactive storage, the plan may use a records center or inactive storage area, measure holdings in cubic foot equivalents, and manage records transfer and archives transfer for archival permanent materials with archival value.

Digital imaging and imaging projects require imaging guidelines, quality control, and digital preservation. Email best practices should cover Outlook email, text messages, and social media records, with OneDrive guidance and SharePoint Teams rules to protect record access and record security. Governance components can include a records governance framework, records governance policies, a records governance checklist, and agency self-assessment, supported by a glossary of terms and records management publications.

Public agencies may align with authorities such as state archives and NARA bulletins, and be aware of standards often associated with public records acts (e.g., RCW 40.14, WAC 434-662, WAC 434-663) and schedules like LGS-1, while not substituting for legal advice.

Training is crucial. A training program can use training materials, job aids, webinars, videos, online lessons, microlearning lessons, and a learning management system. Roles include agency records officer, records custodians, record liaisons, and content manager; some agencies may pursue an AROC credential. ADDIE model instructional design supports training design and development.

Use cases include: a city implementing inactive government records storage and archival disposition; a state agency executing a digital imaging project with disaster preparedness, disaster recovery, and a disaster management plan; and a private firm improving records organization and maintenance, legal hold procedures, records disclosure guidance, and records access.

Proposal Kit can streamline this work with document assembly for policies, procedures, and forms, automated line-item quoting for imaging or records storage projects, an AI Writer to build supporting documents, and an extensive template library that is easy to use.

Beyond the core program, this guidance speaks directly to local governments and state agencies that must balance service delivery with legal compliance under a public records act. Leaders can formalize the records lifecycle concept with a records lifecycle flowchart, a model resolution to adopt the program, and a schedule for records retention schedule adoption. A records advisory officer and agency records officers can coordinate with a records advisory board to oversee records appraisal, archival program needs, and archival transfer decisions. Clear records forms and a sample policy help standardize the transfer of records, the disclosure of records, and the handling of transitory records.

Training lifts maturity fast. Offer records fundamentals through online learning with course materials in learning management systems and a training catalog that includes webinars, microlearning, and job aids downloads. Target practical topics like text message retention, email hygiene, and records lifecycle guidance. Tailor records training for business units so they understand records maintenance, legal hold triggers, and when to escalate to an archival transfer.

Operations benefit from disciplined inactive records management. Use inactive records storage with records storage boxes, box-level inventory, and an inactive records database to track inactive records administration and withdrawals. Standardize the memorandum of transfer and disposition request forms to document movement and outcomes. When digital is the goal, follow records imaging standards for records digitization, create quality digital images, and map destruction after digitization only when policy and law permit.

Resilience matters. A sample disaster plan aligned to disaster preparedness supports continuity and faster recovery. Some public entities may pursue external funding, such as an LGRMIF grant, to offset costs for imaging or storage upgrades.

Use cases include a county adopting a model resolution, building an inactive records database, and training clerks on box-level inventory; a state agency implementing records digitization standards and a records lifecycle flowchart; and a city refining text message retention and archival transfer decisions after records appraisal.

Proposal Kit supports these efforts with document assembly for sample policy sets and records forms, automated line-item quoting for imaging or storage projects, an AI Writer to write course materials and procedures, and an extensive, easy-to-use template library for consistent program documentation.

A practical next step is to establish measurable outcomes. Track cycle time from records appraisal to transfer of records, percentage of files correctly mapped to the retention schedule, and completeness of box-level inventory in the inactive records database. Monitor compliance rates for email, text message retention, and social media records practices to strengthen legal compliance and speed responses under the Public Records Act. Use a phased maturity roadmap: stabilize records organization and records maintenance first, then standardize forms and workflows, and finally optimize archival transfer decisions for archival records with archival value.

People's readiness is decisive. Build a role-based records management training program that blends online learning, microlearning lessons, webinars, and scenario exercises. Provide records fundamentals for new hires, advanced modules for agency records officers and a records advisory officer, and refreshers for record liaisons and records custodians.

Host course materials in learning management systems and publish a training catalog with links to job aids, downloads, and a records lifecycle flowchart. Reinforce behaviors with manager coaching and short job aids aligned to records lifecycle guidance, transitory records handling, and model resolution rollout.

Operationally, reduce friction by standardizing record forms and a sample policy for transfer and withdrawal, and by maintaining an accurate inactive records storage index using records storage boxes labeled to record imaging standards. When pursuing records digitization, define acceptance criteria for digital images and quality control, and document destruction decisions only after governance approval. Public entities may also explore an LGRMIF grant to fund inactive records administration improvements.

Use cases: a regional utility accelerates records retention schedule adoption while migrating shared drives; a city clerk's office deploys records management training to improve disclosure readiness; a university archives committee tightens archival program intake criteria and streamlines archival disposition.

Proposal Kit can help teams move faster by assembling consistent sample policy sets, record forms, and lifecycle visuals, generating structured content for training and procedures with its AI Writer, and organizing estimates for imaging or storage work through automated line-item quoting, all supported by an extensive, easy-to-use template library.

Writing the Records Management Topic Template document

Records Management

Company Name's primary focus is on functional areas within the organization that generate high volumes of content and meet the goals of the Records Management Program. An up-to-date inventory of the organization's documents and records is recommended to define the as-is state and identify departments or business units that have gaps in standards and procedures for Records Management. As part of the formal program assessment, a review of all content in the context of the Records Management Program will help Company Name develop policies and procedures for the new program. The policies and procedures should be authorized and adopted though change management and distributed with training.

The goal of the Records Management Program is to develop a concise policy that clearly defines the record type, appropriate retention period, and the source of the retention requirement (whether business, statutory, or regulatory). See the File Plan and Taxonomy templates for additional Records Management Program details to include.

Content Sources

Network File Share

File Cabinets

Line of Business Application

Policy and Procedure List

Electronic Records and Email Policy. Business Computer Equipment Policy. File System and Temporary File Shares Policy.

File Naming and Versioning Procedure. Accounting Policy and Procedure. Logo Use and Guidelines Policy and Procedure.

Secure FTP Server Policy and Procedure. Expense Accounts, Diaries, Log Books, and Other Records. For the purposes of the Records Management Program, Company Name will perform a records inventory and catalog all content to create a file plan and retention schedule for the development and maintenance of the Records Management Program.

The ongoing roles and responsibilities for Records Management and the adherence to records policies and compliance will need to be monitored for the long term success of the storage of physical and electronic records. Evidence shows that Company Name is not following existing Records Management policies and documents should be consolidated and organized.