Records Management Advice
Basics of Records Management
Purpose: Provide guidance to state government agencies regarding the definition of a record for the purposes of records retention.
As a state government employee, you are responsible for managing any and all records, regardless of media or characteristics, that are created within your agency. If you can answer "yes" to any of these questions, the item in question is a record and must be retained:
Was it created in the course of business? Examples: correspondence, agreements, studies
Was it received for action? Examples: FOAA requests, hearing requests
Does it document agency activities and actions? Examples: calendars, meeting minutes, project reports
Is it mandated by statute or regulation? Examples: administrative records, dockets
Does it support financial obligations or legal claims? Examples: grants, contracts, litigation case files
Does it communicate agency requirements? Examples: guidance documents, policies, procedures
Public records defined by the Maine Freedom of Access Act ("FOAA") are quite broad and may extend beyond the definition of a record used for records management purposes. FOAA grants the right of access to public records while protecting legitimate governmental interests and the privacy rights of individual citizens. For FAQs relating to FOAA, visit http://www.maine.gov/foaa/faq/index.shtml.
Additional advice regarding the management of public records is available online.
"The right record, to the right person, at the right time, at the lowest possible cost"