RECORDS
MANAGEMENT
Dana Hoffer, Manager
Records Management provides services that relate to the
creation, utilization, maintenance, retention, disposal and preservation of records. This
office operates a records storage center, microfilming unit, and microfilm
storage vault.
It establishes records retention and destruction schedules and actively
encourages adherence to those schedules.
Records Management is located at 104 South
Garfield, Building E, on the Highway 14-83 East
Truck Bypass, Pierre, South Dakota 57501. It is open from 8:00 a.m. to 5:00 p.m., Monday
through Friday, and the telephone number is (605) 773-3589. The fax number is (605)
773-5955.
USE OF RECORDS MANAGEMENT SERVICES
- Record Retention and Destruction
Schedules SDCL 1-27-13 and 1-27-14 require
that each agency develop record retention and destruction schedules. Agencies,
institutions, and regional offices can obtain assistance with records inventory, appraisal,
and schedule drafting by writing or calling Records Management at (605) 773-3589.
Following the preparation of an office's records retention and
destruction schedule, the State Records Manager will serve as the agency’s liaison
with the State Records Destruction Board in obtaining authorization for proposed records
retention and destruction. Additional information on this process can be found in ARSD
10:03:01.
SD Municipalities, 2005 Revision
SD Local Schools Retention
Manual in Adobe Acrobat
South
Dakota Counties in Adobe Acrobat
SD Townships Retention Manual in
Adobe Acrobat
- Record Storage The Bureau of Administration operates the State Records Center and
Microfilm Storage Vault at Pierre for the economical and efficient storage of inactive
records from all state agencies. Transfer of records to the center does not
transfer control of the records from the agency to Records Management. Information from
the records or the documents themselves will be available to the agency in keeping with
the agency’s own security and access policies.
Records Management will assist in preparing documents for
storage, in arranging for pick up of documents from Pierre-based offices, in documenting
the actual transfer, in providing a reference service for those records, and in scheduling
and verifying destruction of the records.
Click here to download the Records
Management Transmittal Form in Microsoft Word:
Records Transmittal
Form
Transmittal Instructions
Retention Change Request
Retention Change Instructions
The example below is in the
Adobe Acrobat PDF format.
You cannot print this form and use
it as a transmittal. To view the document, you must have the
Acrobat Reader installed on your computer. Please contact the BIT Help
Desk at (605) 773-HELP for assistance, or click here to download the FREE
Adobe Reader:
Example of transmittal
form with instructions.
- Microfilming Microfilming offers the advantages of space savings, security,
speed and convenience of retrieval, low-cost distribution, and reliable preservation. Any
state record that is to be maintained for more than five years is considered a long-term
document and must be microfilmed. Records Management employs a full-time microfilming
camera operator and provides microfilming services for small applications.
- Consultation Records Management personnel maintain up-to-date information on
document imaging and microfilming processes and equipment. They will provide consultant
services to agencies in determining how the agency’s documents should be maintained
and by what process this can be achieved.
For additional information, please see the
BOA Resource Guide.
- Records Management
- 104 S. Garfield
- Pierre, SD 57501
- phone: (605) 773-3589
- fax: (605) 773-5955
- E-Mail:
Records
Management Front Desk
Privacy Policy
Disclaimer and
Limitation of Liability
