Records Retention and Archive Management Guide
Discover why records matter, how to find forms, and steps to properly package and submit records for retention and archiving. Learn from Secretary of State Katie Hobbs about the importance of following retention schedules to avoid financial, legal, and audit risks.
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Presentation Transcript
Record Retention/Archive Records
Why Records Matter Because the State says so Secretary of State Katie Hobbs has control over retention schedules - The retention periods listed herein are the required time records must be retained. Records should be promptly and orderly disposed of at the end of their retention period. Keeping records longer than the retention period poses financial, legal, audit, and investigative risk to the Agency.
Where do we start https://apps.azlibrary.gov/records/general.aspx
Step 1 Packaging the Records Place records in an archive box (MMC stock number 10174, 12/pack) Group records by destroy date (do not place records with different destroy dates in the same box) Each box will have Form A (attached to narrow end) and Form B (attached to the top) attached to it
Step 5 Submit Paperwork/Palletize Boxes Interoffice Transfer paperwork with record listing (form B) attached to Director of Purchasing CEE 4thLila McCleery Attach forms A and B to each box Please ask the team to palletize them with labels facing out so boxes can be identified without having to down stack Have maintenance staff move boxes to their area for pickup.
