Podcast
Questions and Answers
Who is responsible for the migration of electronic records?
Who is responsible for the migration of electronic records?
What should be done with hard drives that are no longer needed?
What should be done with hard drives that are no longer needed?
What happens if the Form 52 P.D. is not approved?
What happens if the Form 52 P.D. is not approved?
How are electronic records treated for disposal purposes?
How are electronic records treated for disposal purposes?
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What is required for the migration of records?
What is required for the migration of records?
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Who should be notified when electronic records need to be migrated?
Who should be notified when electronic records need to be migrated?
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What is the responsibility of the Department's CJIS/MULES vetted contractor?
What is the responsibility of the Department's CJIS/MULES vetted contractor?
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What should be done with the original document when migrating records?
What should be done with the original document when migrating records?
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What type of record is still being used in daily operations or is still current by contract, agreement, or criminal/civil litigation?
What type of record is still being used in daily operations or is still current by contract, agreement, or criminal/civil litigation?
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What is the purpose of a Litigation Hold?
What is the purpose of a Litigation Hold?
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What type of record is a copy of a document that is not the official record copy?
What type of record is a copy of a document that is not the official record copy?
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What is the purpose of a Department Record Retention Schedule?
What is the purpose of a Department Record Retention Schedule?
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What is an Electronic Record?
What is an Electronic Record?
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What is an Expungement Record?
What is an Expungement Record?
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What is the purpose of an Audit Hold?
What is the purpose of an Audit Hold?
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What is the purpose of the Local Records Board?
What is the purpose of the Local Records Board?
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What happens to a convenience copy that contains confidential or sensitive information when it is no longer needed?
What happens to a convenience copy that contains confidential or sensitive information when it is no longer needed?
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Under what condition can a record move from inactive status to active status?
Under what condition can a record move from inactive status to active status?
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What is the criteria for disposing of records?
What is the criteria for disposing of records?
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What is the purpose of a retention schedule?
What is the purpose of a retention schedule?
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What is required to be performed on hard drives of equipment being used as a trade-in for a discount?
What is required to be performed on hard drives of equipment being used as a trade-in for a discount?
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Who is responsible for moving records to inactive status?
Who is responsible for moving records to inactive status?
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What is an active record?
What is an active record?
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Where are affidavits maintained after migration is complete?
Where are affidavits maintained after migration is complete?
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What is the purpose of the Records Coordinator in connection with the Custodian of Records?
What is the purpose of the Records Coordinator in connection with the Custodian of Records?
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What happens to a record that is subject to multiple Department holds?
What happens to a record that is subject to multiple Department holds?
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Why are records created and captured?
Why are records created and captured?
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What happens when a record is destroyed by decay, vermin, fire, water, or other means?
What happens when a record is destroyed by decay, vermin, fire, water, or other means?
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What type of holds can be applied to records in the Department?
What type of holds can be applied to records in the Department?
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What overrides any record retention schedule?
What overrides any record retention schedule?
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What is the goal of the Department regarding record maintenance?
What is the goal of the Department regarding record maintenance?
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Who is responsible for lifting a litigation hold?
Who is responsible for lifting a litigation hold?
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Who designates the Records Coordinators?
Who designates the Records Coordinators?
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What is the responsibility of Records Coordinators in regards to records disposal?
What is the responsibility of Records Coordinators in regards to records disposal?
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What is the purpose of separating inactive records from active records?
What is the purpose of separating inactive records from active records?
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Who is the Chair of the Records Oversight Committee?
Who is the Chair of the Records Oversight Committee?
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What is one of the functions of the Records Oversight Committee?
What is one of the functions of the Records Oversight Committee?
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How often will the Records Oversight Committee meet?
How often will the Records Oversight Committee meet?
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What is the responsibility of the Records Coordinators in regards to record retention?
What is the responsibility of the Records Coordinators in regards to record retention?
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What is the purpose of the Records Coordinators ensuring records are stored consistently?
What is the purpose of the Records Coordinators ensuring records are stored consistently?
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Study Notes
Records Management
- The Custodian of Records approves Records Disposal Forms, Form 52.
- Records Coordinators are designated by division commanders and work with the Custodian of Records or designee.
- Records Coordinators ensure their unit follows current record retention schedules and stores records consistently to protect against misuse, misplacement, damage, and unauthorized destruction.
Records Oversight Committee
- The Custodian of Records is the Chair of the Records Oversight Committee.
- The Committee includes members from various Department units, such as the Office of General Counsel, Internal Affairs Unit, and Human Resources Division.
- The Committee oversees and controls the retention and disposition of Department records, reviews unit requests for retention periods, and sets retention periods for records not listed in the Local Retention Schedule.
Records Disposal
- The Records Oversight Committee reviews unit requests for disposal of records that meet the prescribed retention period.
- The disposal of electronic records is treated the same as paper records, including the completion of Form 52 P.D.
- If electronic records cannot be shredded, the Records Coordinator must contact the Information Services Division for assistance.
Electronic Records Migration
- Digital files stored long-term will be migrated to a new platform or format according to technology requirements to retain full accessibility.
- The Information Services Division is responsible for the migration of electronic records and subsequent long-term storage.
- Migration of records requires documentary affidavit or certification by the vendor to be maintained according to the Local Records Retention Schedule.
Terminology
- Active Record: A record still being used in daily operations or is still current by contract, agreement, or criminal/civil litigation.
- Administrative Hold: A hold placed on a record for an administrative function.
- Electronic Record: Any information recorded in machine-readable form, including numeric, graphic, audio, video, and text information.
- Inactive Record: A record no longer used.
Retention and Destruction of Records
- Records are created and captured whenever the contents relate to a business need for information.
- Active records may not be disposed of by the Department.
- Inactive records may be disposed of by the Department after the designated retention period.
- Convenience copies are not typically active records, but may become active if they become the original record.
Preservation of Permanent Records
- Records identified as permanent require special handling and storage.
- The Department must work to maintain records in a readable format.
- If a record is destroyed by decay, vermin, fire, water, or other means, the Custodian of Records must be contacted.
Department Holds
- Department holds include litigation holds, administrative holds, or audit holds.
- Holds are placed as needed on any record affected, and the content is prohibited from change or deletion until the hold is removed.
- Litigation holds override any record retention schedule that may have otherwise called for the transfer and/or disposal of the relevant documents until the hold has been lifted by the Office of General Counsel.
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Description
This quiz covers the roles and responsibilities of Records Coordinators and the Custodian of Records in ensuring proper record retention and disposal. It also touches on the importance of storing records in a secure and organized manner.
