Records advice

Records advice

The services described on this page are available to government agencies only.

Emergency advice

Statewide Contract for Document Recovery – State agencies, local governments, libraries, and non‐profits may use this contract to recover documents after a disaster, including water damage, fire, mold, or other incident.

Emergency Response Tips for Wet or Damaged Objects—Tips for handling wet books, documents, photographs, glass, leather, metals, paintings, etc.

Responding to a Mold Outbreak—Tips for dealing with mold in your records or archives facility.

Technical leaflets

Electronic Records
Adopting Electronic Records: Considerations for Government Officials
An Introduction to Electronic Document Management System Technologies
Authentication Technologies and Record Keeping ‐ Archives Advice No. 7
Electronic Records Management: Checklist of Requirements
Email Management: Practical Suggestions ‐ Archives Advice No. 1
Email Retention Guidelines
Voice Mail and Record Keeping ‐ Archives Advice No. 13

Imaging
Digital Imaging ‐ What happens to the paper record? ‐ Archives Advice No. 2
Electronic Document Imaging Systems Guidelines

Micrographics
Microfilming Agency Records ‐ Archives Advice No. 3
Selecting a Micrographics Service Bureau ‐ Archives Advice No. 15
Standards for Microfilming Records
Recordkeeping Requirements for Your Micrographics Program ‐ Archives Advice No. 16

Best practices and samples

Sample Policies and Procedures
City of Berkeley Lake Retention Schedule
City of Forest Park Ordinance
City of Gainesville Retention Schedule
Columbus Consolidated Government Resolution
DTAE ‐Information Security Plan
GTA ‐Records Management Policy
Habersham County Resolution ‐Identifying the Official Record
OIG Directive 3‐5‐1, Open Records Act Procedures
OIG Directive 3‐7‐1, Records Retention
OIG Open Records Act Cost Worksheet
OIG Open Records Act Log Sheet
Savannah City Code

Sample Records Inventory Forms
Basic
Added Information
Detail
Electronic Records (only)

Case Study in Record Keeping
City of Alpharetta, Engineering/Public Works Department Document Imaging Application

Local Government Records Management Evaluation Tool

An online evaluation tool that local governments can use to evaluate and improve their records management program.

Disaster preparedness

Disaster Preparedness Planning—Advice for government officials, records management officers, and other records custodians on identifying potential dangers to records and preparing a disaster plan.

Identifying and Protecting Vital Records – Archives Advice No. 12

Is Your Agency Prepared? The Need for Business Continuity Planning

Records and Disasters—Executive Briefing for Georgia Officials (PowerPoint Presentation, 25 MB download)

Ten Strategies for Protecting Government's Essential Operating Records (the pdf)

Selected Sources for Recovery—List of disaster recovery services and commercial vendors.
Agencies should first consult the statewide contract, above.

Fillable Forms and Templates For Your Disaster Plan
The PDF forms are formatted so that they may be completed electronically and printed out for inclusion in a disaster plan. If you have the full version of Adobe Acrobat®, you can save the completed form for future editing. The Disaster Plan Template and PReP are Microsoft Word 97‐2003 documents that can be saved to a local computer for customization.

Disaster Prevention and Safety Checklist—This checklist will aid institutions in conducting building inspections for safety and disaster readiness.

Emergency Supplies stockpile Checklist—Maintaining a stockpile of emergency supplies is essential to a quick response.

Offsite Equipment and Services—Keep track of contact information for services and supplies your archives might need in the event of a disaster.

Pocket Response Plan (PReP)—The Council of State Archivists (CoSA) developed this template as part of its Emergency Preparedness Initiative. Side A is an Emergency Communications Plan and Side B provides an Emergency Response Checklist. It can be downloaded in Microsoft Word or as a fillable PDF and customized for any organization, then printed double‐sided on a sheet of legal‐size paper, trimmed and folded to fit into a Tyvek envelope that will fit in a wallet.

Pocket Response Plan for Georgia’s Local Governments

Records Disaster Response Plan—Use this fill‐in‐the‐blank template to create a disaster plan for a records or archival organization.

Agency records handling and environment

Guidelines for Careful Handling of Books
Guidelines for the Careful Handling of Documents
Guidelines for the Careful Handling of Photographic Images
Guidelines for Selecting Storage Supplies
Materials Specifications for Papers and Plastics
Pest and Mold Damage Examples
Preservation Basics for Paper Based Records
Preservation Services at the Georgia Archives
The Storage Environment

5800 Jonesboro Road
Morrow, GA 30260
678.364.3710
www.GeorgiaArchives.org

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