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Records Management

Records Management

General Services

Records Management Procedures

PURPOSE

To identify and detail the responsible parties and expectations for records management and disposal under Section 41-13-23 of the Code of Alabama 1975.

PROCEDURES – Incoming Records

  • Box files into 1-piece archive boxes that have a lid attached. Place only one type of record per box, even if it does not completely fill the box.
  • Do not overfill boxes to prevent splitting of the boxes. Clearly label the outside of the boxes with a marker, you must include the box number and description of the contents.
  • Complete transmittal sheets for all boxes and email them to recordsmanagement@jccal.org for approval. 
  • An approval email and the number of spaces available will be provided. 
  • Call 205-849-2380 to place a work order to have boxes picked up from the department based on availability.

PROCEDURES – Outgoing Records  

  • Records Management is not for the storage of actively used files and access to files stored is limited.
  • Send an email request to recordsmanagement@jccal.org with the box number and description to retrieve a file.
  • All requests will be processed within 3-5 business days and the entire box will be made available.
  • Records Management is responsible for managing the storage of boxes county-wide therefore, we will not remove individual files from the boxes, you will receive the entire box.

PROCEDURES – Destruction of Records 

  • All departments must have approval from the State of Alabama Department of Archives and History to be granted approval to destroy any files as required by law.
  • The first step is to email recordsmanagement@jccal.org for a printout or refer to the transmittal sheets previously sent to ascertain what boxes are in archives.
  • Next, determine which records have met the minimum retention requirements based on the information from the transmittal sheets, if completed correctly, or from the state Records Disposition Authority (RDA).
  • Then, ascertain whether any litigation, upcoming audits or other hold prevents the legal destruction of the records.
  • Once those steps are completed then complete a local records destruction notice, which must be signed by the appropriate supervisor or department head and submit it to The State of Alabama for approval, who will then send your “Letters of Eligibility for Destruction” for the destruction of the records to https://archives.alabama.gov/about/staff-directory.aspx.
  • While waiting for your “Letters of Eligibility for Destruction” to be approved departments can seek the most cost-effective vendor to destroy their records based on their department’s budget.
  • Finally, email the certificate to recordsmanagement@jccal.org to set up an appointment for the file destruction date that coordinates with the vendor you chose to destroy your records and the name of the person who will be present during the destruction to ensure the destruction of correct files.

ADDITIONAL INFORMATION

In order to manage retention periods for files access the Retentions Schedules or the RDA for the files at: https://archives.alabama.gov/FindRDA.aspx?at=land  and here: https://archives.alabama.gov/FindRDA.aspx?at=s  

To request a Letters of Eligibility Certificate for destruction access this link: https://archives.alabama.gov/manage/state/temporary-records.aspx 

Need help identifying records or have questions contact the State of Alabama archivists listed here: https://archives.alabama.gov/about/staff-directory.aspx 

Click HERE to download the Records Management Transmittal Sheet (Excel)