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Records Management training is recommended for individuals who are responsible for managing and maintaining records, such as Records Officers, IT managers, and other agency employees, and who want a better understanding of complying with Arizona's records laws. The audio recordings on this page are available through AT&T Connect.

View and sign up for upcoming, scheduled classes on our Event Calendar or choose from our selection of self-guided PowerPoint, PDF, and Audio Recordings below:

Creating Lists of Essential Records (Phase I)

1.5 hours. ARS §41-151.14 requires all public bodies to, "...once every five years submit to the director lists of all essential public records in the custody of the agency." By the end of this training, you will be able to:

  1. Distinguish between nonessential and essential records
  2. Identify five types of essential records
  3. Explain the four sources of information you need to know to identify your essential records
  4. Identify stakeholders who are resources for identifying essential records
  5. Determine an agency's or public body’s essential business functions in order to identify essential records
  6. Know how to use Retention Schedules to start preparing your "lists of all essential public records".

Power Point Presentation PDF of Presentation

Essential Records Town Hall (Phase II)

1.5 hours each. The round of our Creating Lists of Essential Records Project sessions consist of 90 minute sessions requiring audience participation and voting. This is an opportunity for public bodies to review groupings of Retention Schedules and decide which records series should be considered "essential". We have organized 10 on-line sessions built around groups of shared interests and Retention Schedules. Please review the 10 groups, and decide which session(s) you would like to participate in. Prior to the session(s) that you are going to participate in, please print off the Retention Schedules involved in that particular session(s), and have them with you when you log into the on-line training. ***We would appreciate your help if you could forward our email to all interested staff within your public body.***

Administrative, Library, and Miscellaneous Records

Power Point Presentation PDF of Presentation

Assessor, Recorder and Treasurer Records

Power Point Presentation PDF of Presentation

Clerks and Boards, Finance, Management and Manager Records

Power Point Presentation PDF of Presentation

Coroner, Health, and Medical Records

Power Point Presentation PDF of Presentation

Finance, Human Resources, and I.T. Records

Power Point Presentation PDF of Presentation

Public Construction Records

Power Point Presentation PDF of Presentation

Public Safety Records

Power Point Presentation PDF of Presentation

Public Works Records

Power Point Presentation PDF of Presentation

Legal Records

Power Point Presentation PDF of Presentation

Schools and Higher Education

Power Point Presentation PDF of Presentation

Essential Records Wrap-Up (Phase III)

1.5 hours each. This round of training for our Essential Records Project consist of 90 minute sessions requiring 50% audience participation, which will be repeated for a total of six sessions. This will be a great chance to review what we have learned, discuss the Essential Records form and manual, and allow for any Q & A you might have about the Essential Records process.

Outline:
Review of Essential Records (15-minutes)
Establishing an Essential Records List Manual (25-minutes)
Essential Records Listing form (20-minutes)
Open Q & A (30-minutes)

Power Point Presentation PDF of Presentation Audio Recording of Online Session

ER 101 and ER Listing Process (Phase III-Supplement)

2.0 hours each. This Essential Records Training will be a combination of our Phase I and Phase III Essential Records trainings, and is geared to those new to the Essential Records Program, or those that feel they need a refresher course. In addition, this on-line training will be a GREAT lead-in to the Phase IV sessions which start in mid-September.

Outline:
1. Distinguish between nonessential and essential records
2. Identify the five types of essential records
3. Explain the four sources of information you need
4. Identify stakeholders
5. Determine your essential business functions
6. Know how to use Retention Schedules
7. Review of Essential Records List manual
8. Review of Essential Records Listing form
Q & A

Power Point Presentation PDF of Presentation Audio Recording of Online Session

Essential Records Follow-up (Phase IV)

1.0 hours. We would like to invite you to Phase IV – Essential Records Follow-up, a series of 60-minute webinars. We will be repeating the session six (6) times, to allow for maximum participation. This will be a great opportunity for a quick review of the Essential Records Project, time to compare notes with others on their progress with this project, learn about any triumphs or challenges others are experiencing, and receive answers for any questions you might have on the completion and submission of the Essential Records Listing Forms.

Outline:
Brief Review of the Essential Records Project (30 minutes)
Open Q & A (30 minutes):
Where are you at in your ER Listing process?
What successes, problems, and insights are you encountering in the process?
How can we at the LAPR help you meet your goal of completing and submitting an Essential Records Listing Form?)

Power Point Presentation PDF of Presentation Audio Recording of Online Session

Got Microfilm?

This short PowerPoint provides secret tips and tricks on how to tell the differences among Master negative, Second-generation, and Service copy of microfilm. It discusses these formats, including some basic information about each type; as well as covers the topics of film size, unprocessed microfilm and viewing.

PowerPoint Slides Recording (no audio)

Intergovernmental Preparedness for Essential Records (IPER)

IPER #1 - Essential Records

1 day. The goal of the Essential Records seminar is to provide participants with the knowledge and skills needed to identify and secure their agencies' most essential records, respond appropriately when an emergency occurs, and ensure continued access to essential records for the duration of the emergency and beyond. In addition, this course provides a common baseline or core knowledge across state, territorial, tribal, and local governments, as well as across the functions of Records Management, Emergency Management, and Information Technology.

IPER #2 - Records Emergency Planning and Response

1 day. The goal of this workshop is to provide participants with the knowledge and skills they need to protect, mitigate damage to, and recover records in the event of an emergency. The course emphasizes developing a Records Emergency Action Plan (REAP) and emphasizes all aspects of activating that plan. In addition, the course provides a common baseline or core knowledge across state, territorial, tribal, and local governments, as well as across the functions of Records Management, Emergency Management, and Information Technology.

Certificate of Records Destruction Form - Training Module (NEW)

This training module will provide you the essential knowledge for reporting the disposition of government records. Whether you are a Records Officer or their designee, this training module will guide you on the proper step-by-step process to completing the Certificate of Records Destruction Form accurately and thoroughly. Often, these forms have been returned to senders from the state records management center because they are missing signatures or are incomplete. The Certificate of Records Destruction Form is an extremely important record that documents a government body's compliance with state approved retention schedules.

 

Managing Government Records in Any Format (Paper or Electronic)

Seven 90 minute sessions covering all areas of Records Management; a great introductory level or refresher class on Records Management.

Session 1: Records Management Statutes

1.5 hours. This session explains that the entire records management process is mandated by the Arizona Revised Statutes (ARS), and examines the statutory definitions associated with Records Management.

Power Point Presentation PDF of Presentation

Session 2: Public Records Statutes and Practices

1.5 hours. This session examines the ARS mandates on Public Records and Public Records Requests (Arizona’s Freedom of Information Act - FOIA). Discussion will include the public records request process, differences between Commercial and Non-commercial requests, charges for requests, and the impact of Lake v. City of Phoenix on public records.

Power Point Presentation PDF of Presentation

Session 3: Records Retention and Disposition

1.5 hours. This session discusses the creation, interpretation, modification and use of records retention and disposition schedules. An examination of record series, retention periods, historical records, confidentiality, and record series “cutoffs” are included, along with procedures for destroying records.

Power Point Presentation PDF of Presentation

Session 4: ELECTRONIC RECORDS MANAGEMENT

1.5 hours.  This session examines how electronic records are creating new challenges for custodians of public records. Aimed at all computer users, this discusses things to watch out for when storing records solely on electronic media and things you can do to ensure that your records will be protected

Power Point Presentation PDF of Presentation

Session 5: Social Media Records Management

1.5 hours. This session explores the newest challenge to Records Managers - Social Media records, how they fit into the public records laws and how these records should be managed.

Power Point Presentation PDF of Presentation

Session 6: Email Records Management

1.5 hours. This 90-minute session explores one of the newest challenges to government Records Managers - Email and Electronic Communication records. We will examine how these records fit into the public records statutes and the records management statutes, and how these records can be managed.

Power Point Presentation PDF of Presentation

Maximizing Your Records Storage Experience

1 hour. This workshop is for any agency storing records at the State Records Management Center (RMC) and is catered to the agency’s needs. With the statutory mandate to operate the Records Management Center on a fee for service basis, most customers are seeking to save costs and maximize the service they receive. Detailed instructions on using bar code labels, packing boxes and completing the requisite forms, as well as cost saving strategies for economizing your records storage, are included.

PowerPoint Presentation PDF of Presentation

Microfilm Whisperer

The Preservation Imaging team hosted a mini-workshop “Newspaper Microfilm” on September 27th by Kim Smith. She is one of our microfilm technicians who has over 25 years’ experience on microfilming. Since the 1990’s, she has been microfilming Arizona newspapers to capture the history of Arizona. This PowerPoint shows you how to step test and microfilm newspapers.

PowerPoint Slides Recording (no audio)