NDSA:Kentucky records management within electronic systems

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Return to the December 2013 Geospatial Content Team Call Notes page.

Notes from Glen McAninch from the Kentucky State Archives on a future presentation:

What I described on the last NDSA Geospatial Content Team conference call was a method for linking record series to electronic system descriptions for the purpose of facilitating records management within electronic systems. In other words the procedure encourages system managers to establish controls such as retention periods within the system based on how they are scheduled. Unless records in a system can be deleted or retained based on an authorized retention period then system will not run efficiently and in a cost effective manner.

Some GIS records are also referred to in these system descriptions, but I don't have a good example of a separate GIS system other than the comprehensive central state system, which contains only a single record series with a permanent retention for quarterly snapshots of raster databases to come to the state archives along with imagery that has been collected every other year for the past ten years. (see: http://www.geomapp.com/docs/ky_gis_schedule.pdf)

The following examples show how we append the system description report (which links system description with one or more record series) at the end of an agency's record schedule. For datasets that are created by state and local agencies and put into the state central system, the agency only needs to keep their copy as long as necessary for administrative purposes. This identifies the point of collection of the archival data sets as the central system copy.

Dept. of Agriculture: http://kdla.ky.gov/records/recretentionschedules/Documents/State%20Records%20Schedules/kyagriculture.PDF HERDS system feeds Livestock GIS data set in the state system.

For geospatial records not placed in the state system a separate general schedule record series establishes the records as permanent with a disposition that mandates creation and maintenance of snap shots in agency.

Dept. of Revenue: http://kdla.ky.gov/records/recretentionschedules/Documents/State%20Records%20Schedules/kyrevenue.PDF (some GIS records but we have not yet created a system description for those records although there are many example of other systems)

For agencies like the Kentucky Geological Survey that have multiple GIS records series that may have different retentions and/or dispositions, we have considered creating a system description with accompanying records series. This schedule is still in progress.

In order to help local agencies (mostly consortiums) manage records not entered into the state system the state archives has arranged to store copies of their snap shots as backups and only distribute them with the agreement of the local agency. (See the "L6350 Maps" series in Local Government General Schedule http://kdla.ky.gov/records/recretentionschedules/Documents/Local%20Records%20Schedules/LocalGovernmentGeneralRecordsRetentionSchedule.pdf)