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NOTICE: due to covid-19 restrictions, we can only accommodate a maximum of 25 attendees in our auditorium. please note any changes in these restrictions may result in the cancellation of CLASSEs. Should this occur, we will notify all registered attendees.

RECORDS MANAGEMENT TRAINING

The Records Management Program of the Louisiana State Archives offers free monthly training on records management-related topics. The training consists of four classes, which provide an overview of the key principles of records management as well as guidance on the steps government agencies need to take to comply with Louisiana's Public Records Law (La. R.S. Title 44, Chapter 5).

Records Management 101

In this class, you will be introduced to the basic concepts of records management. You will learn how to identify a record, how to distinguish records from non-records, and how to determine a record's value. You will also become knowledgeable about your responsibilities as a government employee in protecting and preserving public records. 

How to Build a Retention Schedule and Submit a Disposal Request

The retention schedule is your agency's guide to how long you need to keep your records. In this class, you will learn how to develop your agency's retention schedule by examining each section of the Records Retention Schedule Form (SSARC-932). You will learn how to classify records into record series, distinguish a record's active period from its inactive period, and learn how to determine which record series should be designated as confidential and / or vital. In addition, you will gain an understanding of how to reference your agency's retention schedule to determine when and how to dispose of your agency's records.

Implementation of Records Retention

Your records retention schedule is not meant to be hidden away in a file cabinet. It is meant to be used. In this class, you will learn how your retention schedule becomes your go-to-guide for organizing and managing your paper and electronic files. You will also gain knowledge of how to use your retention schedule as a tool for disaster preparedness and disaster recovery.

Storage of Records at the State Records Center and Transferring Records to the State Archives

In this class, you will learn to distinguish between the State Records Center and the State Archives. You will become familiar with the procedures for transferring records to the State Records Center for temporary storage and the State Archives for permanent storage.

The 2021 Class Schedule is as follows:

  • January 12 (Tuesday)
  • February 10 (Wednesday)
  • March 16 (Tuesday)
  • April 22 (Thursday)
  • May 11 (Tuesday)
  • June 9 (Wednesday)
  • July 15 (Thursday)
  • August 10 (Tuesday)
  • September 15 (Wednesday)
  • October 14 (Thursday)
  • November 16 (Tuesday)
  • December 9 (Thursday)

Classes are held from 8:30 AM - 12:30 PM. 

To register for classes offered at the State Archives, please send us your Records Management Training Registration Form by sending a message, by fax to 225.922.1220 or by mail to:

 Louisiana State Archives
 Attn: Records Management 
 P.O. Box 94125
 Baton Rouge, LA 70804

Please send us your registration form at least three days in advance of the class, so we can verify seating is available. Seating is on a first-come, first-serve basis. If a class you select is full, you will be contacted to reschedule for the next available date. We will send you a confirmation of your registration and a copy of the class handouts.

Registrants are asked to arrive at least 10 minutes prior to the start of class. Attendees are encouraged to bring a jacket or sweater as some find the auditiorium to be chilly.

Classes are held at the following location:

Louisiana State Archives
Wade O. Martin Jr. Auditorium
3851 Essen Lane
Baton Rouge, LA 70809

Questions

Questions regarding Records Management Training can be directed to the program's records analysts by sending a message or by phone at 225.922.3094.