RECORDS MANAGEMENT
COMMITTEE

Purpose:            
The Recorder’s Procedures Manual Committee shall ensure that the manual is kept up-to-date with the most current information, guidelines and resources available.

Responsibilities:

a.             The Committee shall meet at least once during the year to review the Procedure Manual for any changes that need to be made. The Committee shall verify that Recorders listed as network resources in Chapter 7.04 of the manual are still current, active members of OAMR and that their addresses and phone numbers are correct. The Chair of the Committee shall present recommended amendments for approval by the OAMR Board of Directors no later than the annual meeting. Upon receiving approval of amendments, the Committee shall coordinate the incorporation of such amendments into the manual and distribution of the same to membership.

b.             The City Recorder’s Procedure Manual is now available on the OAMR Web site (www.oamr.org).  The Committee shall be responsible for ensuring that the approved revisions to the Procedure Manual are provided to the Chair of the Internet Committee so that the Web site can be updated.  If a City does not have access to the Internet, a hard copy of the Manual can be provided upon request to the Procedure Manual Committee or an Executive Board Member.

How To:

The purpose of the Records Management Committee is ‘To provide education of the Records Management Manual and Retention Schedules, as well as other training tools to the OAMR membership.’   Responsibilities include:

A.        The RMC is to conduct regular evaluations of OAMR records for destruction, and/or preparation for archival.

1. The incoming chair should meet with outgoing chair as soon as practical after the Annual Conference to receive OAMR records for storage, or discuss & agree on storage location. 

2. Evaluate archival/destruction needs.  Many records will be forwarded after the annual conference; those records should be evaluated for retention as soon as received.  Evaluation of destruction needs should be accomplished annually, at minimum, prior to OAMR annual conference.  An administrative procedure regarding maintenance of Association records was adopted by the Executive Board 04/05/01, a copy of which is forwarded to the incoming chair.

 B.       As a joint effort with the Oregon State Archives Division, the RMC is to review the City Records Retention Schedule, and make recommendations for updates and changes.  During this review process, the committee should work closely with the Archives Division to ensure accurate changes, reflective of the cities’ needs.

1. Updates of the City Retention Schedule occur every (5) years.  Deadlines for updating the schedule are established by state.  (Last update occurred 2002)

2. Chair should contact:

                  Mary Beth Herkert, Manager
            Records Management Unit
            Oregon State Archives Division
            503.373.0701, ex. 246
            Mary.E.Herkert@state.or.us

 C.       To work collaboratively on other records-related projects with the Oregon State Archives Division to provide additional information and educational tools, and to promote effective and safe records management practices to the membership and their cities.

 1.      Create/update manuals, with Archives Division.  Manuals that have been created to date include:

a.      Disaster Recovery (web) Manual (video posted on SOS website; web manual still to be finalized)

b.      E-Policy (web) Manual (created 2003-04, finalized 2004-05)

c.       City Records Management Manual (updated 2004-05)

2.      Make presentations at OAMR Annual Conference and Region Meetings as well as at other association conferences, as requested. 

D.  The Records Management Committee should meet monthly, at a date, time & place mutually agreeable, or as often as required to complete any current projects.