Records Management Revamp

New Records Management Procedures

Effective January 1, 2023

General Services, Records Management division, formerly known as Archives, will relaunch January 1, 2023, with

new policies and procedures. The storage facility has reached full capacity, and as a result, departments are

strongly encouraged to explore electronic record retention/storage options. However, with the relaunch, to

successfully manage current records, an accurate account of each department’s records is required. A list of all

records currently stored in the General Services Records Management facility has been sent to each

department. Many of the records are missing pertinent information and should have previously been

destroyed. The lists provided to departments require immediate attention and requested updates. Please

review and submit updates to recordsmanagement@jccal.org, by February 1, 2023. All records that are not updated and

received from departments by February 15, 2023, run the risk of being returned to their respective

departments.

All departments with records that are past the destruction date should contact the State of Alabama for

approval to destroy records. The approval to destroy records is referred to a Letter of Eligibility for Destruction,

this process can take up to two (2) weeks. Once letters of eligibility are received, please send a copy to

recordsmanagement@jccal.org along with the date a department representative will facilitate the destruction of records.

The records may be destroyed by whatever means decided by the respective department including shredding,

landfill dumping, or burning. The cost to destroy records is the responsibility of each department. All eligible

records must be destroyed by February 28, 2023 or will be returned to the respective department beginning

March 1, 2023.

Below are links to the State of Alabama contacts and other relevant information.