OF THE DEPARTMENTAL RECORDS COORDINATOR
Each department or service has a records coordinator who
works closely with the Records Center and Archives staff.
An outline of the records coordinator's responsibilities
1. Once a year (shortly after the first of the year) check
to see that every office in the department or service has
transferred to the Records Center: (A) the oldest year of
correspondence, (B) the oldest year of minutes, and (C)
all printed or duplicated items produced during the year.
2. Maintain a file of duplicate accession records for reference
when departmental records need to be retrieved from the
3. Keep director aware of interaction between department
or service and records management program.
4. Educate other departmental staff members regarding Records
Center procedures and policies, including standard filing
5. Periodically furnish the Records Center with a current
description of the functions of each office in the department.
With the increased reliance on non-paper records the
process of creating records has in someways become
as important as the records themselves. It will be necessary
for records coordinators to work with the Records Center
to (A) maintain a list of record series used in the department,
(B) keep the retention schedule up to date, and (C) list
the procedures for protecting vital records and producing
and maintaining office records.
6. Arrange or assist with retrievals from
the Records Center.
7. Provide authorization for the destruction of those records
of the department, stored in the Records Center, that do
not need to be kept permanently.
8. Work with the Records Center staff in solving problems
relating to filing, discarding, and preservation.
9. Assist in the smooth transfer of records between staff
transferring in and out of the department.