Local Government Records
“The records that comprise local government archives document the most fundamental events in our personal lives and establish many of our legal rights. Local government archives…(connect) citizens and businesses with each other and the governments and institutions that serve them. They document the major events and certainties of life – births, adoptions, paying taxes, and death. They also prove ownership of homes, business, and other property, as well as the outcomes of legal proceedings, such as marriages, divorces, probate, and court cases, both civil and criminal.” (Source: Preserving the Nation’s Local Government Archives: Executive Summary. Council of State Archivists: 2008).
In addition to the issues faced by archivists and records managers at all levels of government, local government records officers face a number of issues that are specifically “community-centered.” These issues may include the lack of awareness or concern among elected officials, budget constraints or priorities, lack of awareness or training, lack of time or resources to properly care for those records. This subject area is intended to provide material of interest to local government recordkeepers: anecdotes of successful fundraising (e.g., adopt-a-book programs), use of historical materials in the classroom, creating an historical document display in town hall, using volunteers or interns in a local government records setting, etc. This subject area is intended to provide local government records officials – who often have many responsibilities in addition to their record caretaker duties – with ideas, tools, and solutions that can be successfully used in, or adapted to, their communities.
This section lists each of the Local Government Records documents:
| Document Title | Document Description | Document Size (measured in KBs) |
|---|---|---|
| Archival Programs for Local Governments | Bulletin explores why a local government should care for its records and provides an introduction to archival programs. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators, the International Institute of Municipal Clerks, and the National Association of Counties. 24 pages. 1995. | 5011 KB |
| Basic Records Management Training | This 93-slide presentation was offered by Oregon State Archives and the Oregon Association of Municipal Recorders. The presentation includes a basic overview of records management principles, electronic records issues, email management, disaster preparedness and recovery, and more. pdf. 2005. Oregon Secretary of State. | 2442 KB |
| The Daily Management of Records and Information: A Guide for Local Governments | The basic theme of this publication is that “good daily management of records and information is the key to providing good public services.” Conversely, local governments that do not practice good daily management of records and information will be severely constrained in providing efficient services and in reducing administrative expenses. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators, the International Institute of Municipal Clerks, and the National Association of Counties. 28 pages. 1991. | 4485 KB |
| Developing an Inactive Records Storage Facility | This publication deals with the task of setting up inactive records storage facilities, which local governments must tackle along with identifying their inactive records and developing administrative policies and procedures. 20 pages. 1995. NY State Archives and Records Administration. | 212 KB |
| Developing a Records Storage System | This technical bulletin focuses on developing a records storage program for paper records, though procedures presented may be used in conjunction with microfilming. Among the issues discussed are: selecting a storage site, boxes, shelving, managing the storage area, packing and stacking, and disposition. 8 pages. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. | 553 KB |
| Funding Your Records Management Project | This technical bulletin is intended to help a use plan a “sales pitch” to help gain support and funding for a special records management project. 5 pages. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. 2000. | 384 KB |
| Care of Indiana Public School Records: A Records Creators Guide | The goals of this handbook are two-fold: to provide school officials with a retention schedule they can apply to their records, and to acquaint school personnel with details on the retention and disposition of school records. 57 pages. Indiana Commission on Public Records. | 329 KB |
| Guide to Preservation and Destruction of Local Government Public Records – IN | This guide outlines the specific duties and responsibilities that all who handle, manage, or deal with local government public records must fulfill under the law. It presents recommendations on how best to meet those tasks and responsibilities. 15 pages. Indiana State Archives. | 124 KB |
| Historical Records and the Local Government Historian – NY | This publication suggest ways that historians can use their knowledge and interest to encourage and support records management and historical records programs that are adequate to the needs of local governments and their constituents. 12 pages. NY State Archives and Records Administration. 2004. | 84 KB |
| Historical Records: Considerations for Local Government Officials – GA | Defines “historical records and discusses the reasons for identifying, securing, and caring for historical records. 2 pages. 2008. Georgia Archives. | 97 KB |
| Identifying and Locating Your Records | This technical bulletin provides guidance on systematically identifying records with a municipality or office. A records inventory is the first step in creating a municipal records management program. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. 4 pages. 2000. | 558 KB |
| Procedures for Implementing a Local Government Records Deposit Agreement – AL | Procedural leaflet on subject title. A deposit agreement establishes a contract between a local government agency and its chosen repository. Includes draft resolution, sample agreement, and checklist for inspection of repositories. 9 pages. 2003. Alabama Department of History and Archives. | 148 KB |
| Indexing Minutes | This publication examines two basic ways to improve access to minutes. First, it discusses how to develop an index using a database. Second, it explores how to use full-text searching software to improve access. This publication does not address the indexing of records other than minutes. 72 pages. 2003. New York State Archives Government Records Services. | 252 KB |
| Local Government Archives and You: Your Heritage, Your Rights, Your Community | This reproducable, color poster was created by the Council of State Archivists’ Task Force on Local Government Archives. 2008. | 517 KB |
| Local Government Records Handbook (OH) | The LGR Handbook provides an introduction to records management for local governments in Ohio. It includes guidelines for establishing a records program, information regarding micrographics, and sections of the Ohio Revised Code that apply to local government records issues. Chapters include: Scheduling and Disposing of Records; Records Storage; Micrographics; Machine-Readable Records; Disaster Preparedness and Recovery; Public Records and Open Meetings; and Helpful World Wide Web Sites. Published by the Ohio Historical Society, January 2000 (17 pages). | 276 KB |
| Local Government Records Management Guidelines (CA) | These guidelines are an initial attempt to provide some standards and structure to the local government records management effort in California. Chapters include background on the California Government Records Management Program; Records Management Principles, Appraisal, Retention and Disposition; Resources; and Retention Guidelines. February 2006 (67 pages). Secretary of State, Archives and Museum Division, Records Management. | 293 KB |
| New Jersey Local Records Manual | The purpose of this manual is to introduce local officials to the methods available for controlling public records entrusted to their care. These pages can provide the tools needed to solve record-keeping problems, increase efficiency and safety, preserve historical records, and save money. Obsolete as of 09-02-03. 88 pages. New Jersey Division of Archives and Records Management. | 309 KB |
| Making Your Records Management Program Successful | This technical bulletin discusses how to make a records management program a vital component of local government operations. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. 4 pages. 2000. | 367 KB |
| E-Mail Guidelines: A Management Guide for the Retention of E-Mail Records for Montana State Government | This document provides guidance to agencies regarding the records status of, and management approaches to, e-mail in Montana state government. It outlines legal requirements, types of records, and practical management options. 13 pages. Montana State Records Committee. 1998 | 48 KB |
| Managing Local Records in Alabama | Fact sheet on local records, available assistance, funding, benefits, and public records laws. 4 pages. 2007. Alabama Department of History and Archives. | 60 KB |
| Managing New York City’s Records: Guidelines, Policies, and Procedures | Publication provides an overview of agency activities, definitions, and recommendations for storage and transfer of records. 21 pages. 2007. New York City Department of Records. | 1752 KB |
| Managing Records on Limited Resources | The best intentions for a records management program simply cannot be implemented without “buy-in” from the top leadership of that local government. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators, the International Institute of Municipal Clerks, and the National Association of Counties. 28 pages. 1991. | 3885 KB |
| Protecting Records: A Guide for Local Governments | This publication is intended to provide local governments with the information needed to devise a plan of action to protect their recorded information. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators, the International Institute of Municipal Clerks, and the National Association of Counties. 28 pages. 1993. | 4451 KB |
| Records Management Guidelines: Local Government Agencies of Washington State | This manual provides instructions and guidelines for public records management based on the provisions of state law, including information on legal requirements, disposition, records management basics, electronic records systems, files management, disaster preparedness, and more. 80 pages. Washington State Archives. 2001. | 1057 KB |
| IIMC-NAGARA Records Management Technical Bulletins | These six bulletins provide an overview of basic records management practices and are for use by municipal and county administrators who are responsible for maintaining public records and who do not have a records management specialist on staff. 44 pages. National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. 2000. | 3255 KB |
| Retention and Disposition of Library and Library System Records | This leaflet provides basic information on how long records must be retained and how can valueless records be legally disposed of. 5 pages. 2007. New York State Archives Government Records Services. | 49 KB |
| Rules for Disposition of Local Government Records | This chapter governs the disposition of local government records. Includes definitions, policies and procedures, and retention schedule. 71 pages. Not dated. Maine State Archives. | 290 KB |
| The Seven Attributes of an Effective Records Management Program | An effective records management program has certain characteristics or attributes. The New York State Archives has identified seven such attributes and this leaflet argues that records managers can assess the effectiveness of their programs by the presence or absence of these attributes. 20 pages. 2002. New York State Archives Government Records Services. | 211 KB |
| Starting a Records Management Program | One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. 5 pages. 2000. | 708 KB |
| Using Microfilm: A Guide for Local Governments | This guide presents microfilming as a tool which, when properly applied, can provide assistance to local governments in the management of their records and information. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators, the International Institute of Municipal Clerks, and the National Association of Counties. 24 pages. 1992. | 3379 KB |
| Your Local Government Records Program – brochure | This two-page, black-and-white brochure may be reproduced on legal-sized paper. | 858 KB |
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