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The policy defines “record,” clarifies staff responsibilities, and limits coverage to records supporting day-to-day agency operations rather than records retained for other agencies. 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Electronic record copies that require retention should be stored in properly named directory/subdirectory locations, while non-record materials should be stored separately.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},162661,1790048143,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":79,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":45,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":140},549768064778,"https://ap-avatar.wpscdn.com/davatar_6f874abed73319feea01a86fa6f0fab8","Maine State Archives Records Management Policy\n2022\nOVERVIEW\nPurpose:  The purpose of this policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities. This Archives records management policy is intended to maintain, protect, retain, and dispose of records in accordance with operational needs, State government regulations, fiscal/legal requirements, historical, and reference purposes.  This policy is intended for the operational and day-to-day business records created by the Maine State Archives and not for those records which are retained or preserved for other agencies.\nPolicy Statement\nMaine State Archives information and records are both integral for ongoing operations and in providing valuable evidence of business decisions, activities and transactions.  In addition, MSA is committed to the principles and practices set out in \u0013 HYPERLINK \"http://www.mainelegislature.org/legis/statutes/5/title5sec95-C.html\" \u0014Title 5, Chapter 6, §95\u0015-C and Secretary of State/Maine State Archives (29/255) \u0013 HYPERLINK \"https://www.maine.gov/sos/cec/rules/29/chaps29.htm\" \\l \"Archives\" \u0014Chapters 1:  State and Local Government Agency Records Programs\u0015.\nScope\nThis policy applies to Maine State Archives staff, to all aspects of the agency’s business and all business information created and received. It covers information and records in all formats including documents, email, and all electronic/scanned records.\nRecord Definition\n\"Record\" means all documentary material, regardless of media or characteristics, made or received and maintained by an agency in accordance with law or rule or in the transaction of its official business. This term shall not include extra copies of printed or processed material of which official or record copies have been retained, stocks of publications and processed documents intended for distribution or use, or records relating to personal matters that may have been kept in an office for convenience.\nCreation and Maintenance of Information and Records\nAgency records created by Maine State Archives employees should provide a reliable and accurate account of business decisions and actions.  Include all necessary information to support business needs including the names, dates and time, and other key information needed to capture the business context.\nAccess to Information and Records\nInformation and records are an agency-wide resource to which all staff may have access, except where the nature of the information requires restriction.  Typically, operational records of the Maine State Archives do not have any restrictions and therefore, most often records can be shared on the common (G) drive with other employees.\nThe public has legislative rights to apply for access to information held by our agency under the Freedom of Access Act. This applies to all public information held by the agency, whether on shared drives or in personal stores such as email folders or other personal drives. Responses to applications for access under FOAA are the responsibility of the Director of Communications who acts as the FOAA representative for the Secretary of State.\nPROCEDURES\nRetention or Destruction\nAgency records are destroyed when they reach the end of their required retention period set out in records authorities issued by the agency records schedules approved by the Maine State Archives. Retention periods consider all administrative, fiscal, legal and government requirements for the records. Our agency uses several general and agency-specific authorities to determine retention and destruction for its records.  (See Appendix A for Agency Specific Schedules and retention times/disposition)\nSome records can be destroyed in the normal course of business. These are records of a short-term, transitory value or records which are duplicated elsewhere and being held purely for convenience.\nDrafts\nDrafts and working papers are records.  Examples of drafts that might","cbCaidvDj3Aj75cv","https://ap.wps.com/l/cbCaidvDj3Aj75cv","docx",73498,"English","# Overview\n## Purpose and Policy Statement\n## Scope and Record Definition\n# Procedures\n## Retention or Destruction\n## Drafts\n## Email Management\n## Electronic Records","[{\"question\":\"What is the purpose of the Maine State Archives records management policy?\",\"answer\":\"It guides how information and records are created and managed and clarifies staff responsibilities to maintain, protect, retain, and dispose of records according to operational and legal needs.\"},{\"question\":\"What records are covered and how is a “record” defined?\",\"answer\":\"The policy applies to Maine State Archives staff and to business information created and received, covering all formats. A “record” is documentary material created or received and maintained in official business, excluding extra convenience copies, publication stocks, and personal-matter records.\"},{\"question\":\"How should staff handle email and electronic records under this policy?\",\"answer\":\"Email retention depends on content, with guidance that email is often treated as general correspondence with retention of two years or less. Electronic record copies that require retention should be stored in properly named directory/subdirectory locations, while non-record materials should be stored separately.\"}]","Maine State Archives Records Management Policy - 2022 - Guidance and Procedures | DOCX",1788128212,7]