Record Series Abstract
Record Series Consists of correspondence with the public regarding requests to view or retrieve information from official records. Records include but are not limited to emails, letters, and attachments. Note: the records requested are not covered by this RDA but are to be governed by the appropriate original RDA for the requested records.
Record Series Active
Cut Off at End of
If Other, Explain
Upon Completion of Request
Total Retention Years
Total Retention Months
Retention End Action
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Once retention expires records are destroyed by state approved methods.
Records officer shall keep documentation of specific location.
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Legal Citation PDF
Record Sample PDF
Records Officer shall document system name.
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
Agency Records Officer shall document the system location.
Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Legacy Revision UUID