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Training

A broad range of records trainings and webinars are provided at no charge by Records Management staff. Trainings and webinars are scheduled on a regular basis or can be provided at any state or local government office, as well as to professional groups and conferences. See below for date and time listings or for any self-guided Power Point trainings available on-line. Customized records management training and management briefings are also available. Contact Records Management for more information.

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.

Creating Lists of Essential Records
1.5 hours. Cost: Free

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

Power Point Presentation With Audio
This recorded session is available through AT&T Connect. Follow the instructions provided when you click on the link.

Essential Records Next Round
1.5 hours. Cost: Free

The next round of our Creating Lists of Essential Records Project sessions will consist of 90 minute sessions requiring audience participation and voting. This Next Round will be 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.***

1. Tuesday, 04/23/13, 1:30 – 3:00 pm Assessor, Recorder and Treasurer Records
2. Wednesday, 04/24/13, 9:30 – 11:00 am Clerks and Boards, Finance, Management and Manager Records
3. Monday, 05/06/13, 2:00 – 3:30 pm Finance, Human Resources, and I.T. Records
4. Tuesday, 05/07/13, 9:30 – 11:00 am Administrative, Library, and Miscellaneous Records
5. Wednesday, 05/08/13, 1:30 – 3:00 pm Public Safety Records
6. Thursday, 05/09/13, 9:30 – 11:00 am Legal Records
7. Monday, 05/13/13, 1:30 – 3:00 pm Coroner, Health, and Medical Records
8. Friday, 05/16/12, 10:00 – 11:30 am Schools and Higher Education
9. Tuesday, 05/21/13, 1:30 – 3:00 pm Public Construction Records
10. Wednesday, 05/22/13, 10:00 – 11:30 am Public Works Records

Session #2564
Date & Time: Tuesday, May 21, 2013 - 1:30:00 PM - 3:00:00 PM
Location: - On-line Training
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Session #2566
Date & Time: Wednesday, May 22, 2013 - 10:00:00 AM - 11:30:00 AM
Location: - On-line Training
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Intergovernmental Preparedness for Essential Records (IPER #1)- Essential Records
1 day. Cost: Free

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.

Intergovernmental Preparedness for Essential Records (IPER #2) - Records Emergency Planning and Response
1 day. Cost: Free

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.

Managing Government Records in Any Format (Paper or Electronic)
4.5 hours. Cost: Free

This training will cover all areas of Records Management, and is a great introductory level or refresher class on Records Management.

This class is broken into six 45-minute webinars:

Records Management Statutes
45 minutes. Cost: Free
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.

View Current Roster  Class Type: Webinars - Intended Audience: Records Professional

Upcoming session(s):

Session #2585
Date & Time: Thursday, July 18, 2013 - 10:00:00 AM - 10:45:00 AM
Location: - On-line Training
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Session #2586
Date & Time: Thursday, January 16, 2014 - 10:00:00 AM - 10:45:00 AM
Location: - On-line Training
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Session #2587
Date & Time: Wednesday, July 16, 2014 - 10:00:00 AM - 10:45:00 AM
Location: - On-line Training
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Public Records Statutes and Practices
45 minutes. Cost: Free
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.

View Current Roster  Class Type: Webinars - Intended Audience: Records Professional

Upcoming session(s):

Session #2588
Date & Time: Thursday, August 15, 2013 - 3:00:00 PM - 3:45:00 PM
Location: - On-line Training
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Session #2589
Date & Time: Thursday, February 20, 2014 - 3:00:00 PM - 3:45:00 PM
Location: - On-line Training
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Session #2590
Date & Time: Thursday, August 21, 2014 - 3:00:00 PM - 3:45:00 PM
Location: - On-line Training
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Records Retention and Disposition
45 minutes. Cost: Free
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.

View Current Roster  Class Type: Webinars - Intended Audience: Records Professional

Upcoming session(s):

Session #2592
Date & Time: Thursday, September 19, 2013 - 9:30:00 AM - 10:15:00 AM
Location: - On-line Training
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Session #2593
Date & Time: Thursday, March 20, 2014 - 9:30:00 AM - 10:15:00 AM
Location: - On-line Training
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Session #2594
Date & Time: Thursday, September 18, 2014 - 9:30:00 AM - 10:15:00 AM
Location: - On-line Training
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Records of Enduring Value
45 minutes. Cost: Free
This session expands upon the importance of historical records / Permanent records and the methods for preserving them. Included is a discussion on the State Archives and the Polly Building, and its preservation tools and mission.

View Current Roster  Class Type: Webinars - Intended Audience: Records Professional

Upcoming session(s):

Session #2595
Date & Time: Thursday, October 17, 2013 - 2:30:00 PM - 3:15:00 PM
Location: - On-line Training
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Session #2596
Date & Time: Thursday, April 17, 2014 - 2:30:00 PM - 3:15:00 PM
Location: - On-line Training
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Session #2597
Date & Time: Thursday, October 16, 2014 - 2:30:00 PM - 3:15:00 PM
Location: - On-line Training
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Electronic Records Management and Email
45 minutes. Cost: Free
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. We will specifically discuss email as a record and email management as a challenge.

View Current Roster  Class Type: Webinars - Intended Audience: ALL

Upcoming session(s):

Session #2598
Date & Time: Thursday, November 21, 2013 - 10:00:00 AM - 10:45:00 AM
Location: - On-line Training
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Session #2599
Date & Time: Thursday, May 15, 2014 - 10:00:00 AM - 10:45:00 AM
Location: - On-line Training
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Session #2600
Date & Time: Thursday, November 20, 2014 - 10:00:00 AM - 10:45:00 AM
Location: - On-line Training
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Social Media Records Management
45 minutes. Cost: Free
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.

View Current Roster  Class Type: Webinars - Intended Audience: Records Professional

Upcoming session(s):

Session #2601
Date & Time: Thursday, December 19, 2013 - 2:00:00 PM - 2:45:00 PM
Location: - On-line Training
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Session #2602
Date & Time: Thursday, June 19, 2014 - 2:00:00 PM - 2:45:00 PM
Location: - On-line Training
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Session #2603
Date & Time: Thursday, December 18, 2014 - 2:00:00 PM - 2:45:00 PM
Location: - On-line Training
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Maximizing Your Records Storage Experience
1 hour. Cost: Free

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.

Staff Presenters

Jerry Lucente-Kirkpatrick

Jerry has been a Records Management Specialist since July 2008. He serves as the Operations Manager for the State Records Management Center, as well as providing Records Management training around the State. Prior to working with the LAPR, he was the Maricopa County Records Manager for almost four years, and has enjoyed working in the Records Management profession for almost 20 years. He graduated from Arizona State University in 1986, with a Bachelor’s Degree in History, and has been fascinated by history and records from an early age.

His interest in records grew into a deep respect for Records Management during three years of teaching English for a University in Northeastern China (1988 – 1991). Many discussions with the Chinese families of his University students about book burnings, purges and rewrites of historical records, and then experiencing firsthand a Nation’s leadership focused on the future only - at the expense of the past, made him deeply aware of the importance of preserving our records and history for those who will come after us.

Karen Gray

Karen joined the staff in October 2004 as a Records Management Specialist, and is currently the Records Manager. Her background includes work in museums, archives and records management for non-profit organizations, corporations, and state governments. She graduated from Hood College in Maryland in 1988 with a Bachelor’s Degree in Art History, and has been working with historic objects and records ever since.

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