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New Arizona State Standards for Permanent Records - to Records-related Vendors Operating in AZ

Synopsis:  


The Secretary of State’s Office, Library, Archives and Public Records division, has updated the Arizona State Standards for Permanent Records and related standard and forms pursuant to A.R.S. §39-101. We are working to notify Arizona public bodies, and would appreciate your assistance by forwarding this announcement to the impacted professionals.

The updates are as follows:

  1. Minimum Standards for Digital Imaging and Scanning Textual Documents – (February 1, 2014.pdf)
  2. Request for Document Imaging - (in PDF and Excel)
  3. Standards for Permanent Records – (January 29 2014_Signed)
  4. Transfer checklist v1 – (Jan_24_2014.docx)

These updates reflect advances in industry and national preservation practices and standards. It also addresses updates to the Arizona Revised Statutes and some common questions from Arizona government entities and institutional repositories.

The Standard for Permanent Records pertains to entities that hold permanent public records, regardless of format, that are required by law, or per applicable retention schedule, to be permanent and those records determined by the SOS/LAPR to possess enduring or historical value. Records deemed permanent means they are required to be maintained and accessible in perpetuity, i.e. forever. This document outlines the minimum preservation actions and is not intended to outline all legal and/or technical responsibilities for government records.

This standard does not authorize the scanning into electronic formats and/or destroying of permanent records in paper or microfilm. Public record scanning projects still need to be approved via the Request for Document Imaging form, located at http://www.azlibrary.gov/records/forms.aspx.

Even if you have permission to scan permanent public records, the destruction of original paper or microfilm records is not authorized except in certain circumstances and then only with written permission of the State Archivist.

We will be hosting some training sessions regarding these standards. Information about the sessions will be sent out as soon as available. Please contact the State Archives at archives@azlibrary.gov or the Records Management Center at rmc@azlibrary.gov if you have any questions.

2/14/2014 12:00:00 AM


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