Managing Public Records: Tactical Tips for Preservation, Accessibility, and Compliance

City, county, and state governments churn out a ton of public records daily. Emails, social media posts, videos, you name it. Keeping track of all this information, let alone managing it, can be a pain without the right strategies and tools. Add to that the responsibility of ensuring accessibility and compliance, and you have yourself a public records management nightmare.

Augusta Data Storage, as Georgia’s only NARA-compliant facility, has the expertise to assist. Let’s dive into some practical tips to help you manage it all.

What are Public Records?

To put it simply, public records are any information created or received by a government agency in the course of its official business. This includes documents, emails, social media posts, videos, audio recordings – basically any form of recorded information.

Some examples of public records include:

• Agendas
• Birth and death records
• Court records
• Marriage licenses
• Contracts
• Emails
• Inspection reports
• Memos
• Permits
• Police reports
• Surveillance footage

Public records play a crucial role in government transparency and accountability. Citizens have the right to access these records, ensuring that their government is acting in their best interest.

Who Has Public Records?

Every level of government has its own set of public records. From local city councils to state agencies, all are responsible for managing and storing their respective public records.

For example, local municipalities might keep records of city council meetings, while state health departments maintain vital stats like birth and death certificates. Federal agencies handle broader records, like census data or federal court documents.

Additionally, any organization or individual who works with a government agency on official business may also have a copy of relevant public records.

Special Considerations for Storage and Management

Unlike other types of documents or data, public records come with some unique challenges. Here are a few key considerations to keep in mind:

• Preservation: Public records have to be kept for a certain period, based on their content and state laws. This means that wherever these records are stored, there should be proper environmental controls to prevent them from deteriorating.
• Accessibility: As mentioned earlier, citizens have the right to access public records, which means they need to be easily accessible. Proper indexing and organization are crucial for efficient information retrieval.
• Security: Government agencies handle sensitive information that needs strict security. The storage environment should have proper security measures to protect against data breaches or unauthorized access.
• Compliance: Government agencies are subject to various regulations surrounding the storage and management of public records. Failure to comply can result in legal consequences, including fines or penalties.

Public Records Best Practices

Now that we’ve covered some special considerations for public records, let’s explore some best practices for managing them effectively:

Comprehensive Inventory

Create a detailed inventory of all public records. This will help you track and manage documents efficiently, ensuring nothing is overlooked.

Digital Conversion

Whenever possible, convert physical records to digital formats. This not only saves space but also makes it easier to manage, search, and retrieve documents.

Pro tip: Digitizing records can involve a lot more than just scanning. Consider using document management software and OCR for better organization and accessibility.

Regular Audits

Perform regular audits to ensure all public records are accounted for and properly maintained. Identify any gaps or areas for improvement and take action accordingly.

Retention Schedules

Create retention schedules specific to your agency’s needs and regulations. This helps you in identifying which records to keep, how long to store them, and when you can dispose of them.

Pro tip: Check NARA’s website for guidance on retention schedules.

Offsite Storage

Using an offsite storage facility like Augusta Data Storage can help ease the burden of managing public records. As a NARA-compliant facility, we offer secure and environmentally controlled storage solutions, along with specialized document management services.

Compliance and Regulations

As mentioned earlier, government agencies are subject to various regulations surrounding public record storage and management. These regulations vary by state but generally include guidelines on record retention periods, accessibility, security, and disaster recovery. Failure to comply can result in legal penalties, damage to reputation, and loss of trust from citizens.

• NARA Regulations: NARA sets the standards for managing federal records. Following NARA guidelines helps you make sure records are preserved properly and stay accessible.
• State Regulations: Each state has its own set of regulations regarding the retention and management of public records. In Georgia, for example, the Georgia Archives Act outlines guidelines for the management of public records, including transfer to archives and proper disposal.

How Augusta Data Storage Can Help

As Georgia’s only NARA-compliant facility, Augusta Data Storage brings top-notch expertise and resources for managing public records. We make sure your records are preserved, protected, and easily accessible while staying compliant with all regulations. Here’s how we can help:

• Secure Storage: Our facilities fully comply with NARA regulations and have 24-hour on-site security to protect sensitive information. With climate-controlled environments, both physical and digital records stay intact and free from deterioration over time.
• Digital Solutions: We offer comprehensive digital conversion services, making it easy to transition from paper to digital formats and improving accessibility. Using high-quality scanners and advanced software, we ensure your digital records are accurate, searchable, and meet NARA guidelines.
• Compliance Support: With our deep understanding of NARA and other regulatory requirements, we ensure your records management practices meet all necessary standards.
• Secure Destruction: Handling the end-of-life phase of records is key to staying compliant and protecting sensitive data. We provide secure destruction services that align with your retention schedules and regulatory requirements. We destroy records in a way that prevents unauthorized access and data breaches. Plus, we provide Certificates of Destruction to confirm that we securely disposed of your records according to legal standards, giving you peace of mind.

If your government agency is looking to enhance its records management practices, partnering with Augusta Data Storage. Choosing us means you’re working with a team dedicated to the highest standards of preservation, accessibility, and compliance. 

Secure Your Agency’s Public Records with the NARA Experts at Augusta Data Storage

With the right partner, managing public records can be simpler than you think. Augusta Data Storage has the expertise and facilities to help you stay on top of it all. Get in touch today and learn how we can make your records management a breeze.