in Mississippi

How Are Records Kept?
While most new records are created electronically, many records still exist only in paper
format. Others may have been microfilmed or scanned, or they may exist in more than
one format. How records are kept depends on several factors – how many will be using
them, how often, and how long they need to be available. Before an office decides to scan
paper records, these factors should be considered, along with initial costs and
hardware/software costs associated with migration of long-term records. 7 If a record
exists only in electronic format, there should be at least one backup copy in another
location; if it is a long-term record, it is wise to maintain a backup copy in another
format.
Where Should Records Be Kept?
That depends on where they are in the information life cycle. Records currently in use
should be readily available, in the office or on an easily accessible computer drive. Once
activity drops below a certain threshold, paper-based records can be moved to a storage
area within the building or off-site, while electronic records can be moved to secondary
storage, such as a removable disk or auxiliary hard drive. Older records that must be
preserved long-term may be moved to an archive, which may be operated by the
government entity, a library or a non-profit organization. 8 Long-term records, no matter
where they are kept, should be maintained in a climate-controlled facility, to minimize
deterioration from heat, cold, and humidity. Standards for both off-site storage and
archives that hold public records are available on the MDAH Web site, under “Records
Management: Standards & Guidance.” 9
How Long Should a Record Be Kept?
This is determined by a records retention schedule. The retention period is determined by
consideration of the administrative, fiscal, legal, regulatory, and historic value of the
record series. Records retention schedules approved by the Local Government Records
Committee, available on the MDAH Web site mentioned above, determine the minimum
time a record must be kept. Records may not be disposed before a corresponding
retention schedule allows, or without specific approval from MDAH or the Local
Government Records Committee. 10 Court records are not covered by retention schedules;
certain ones may be disposed with MDAH approval. 11 Contact the Local Government
Records Office with questions about schedules, to request disposal of unscheduled
records or to propose new schedules.
When records reach the end of their retention period, the Board of Supervisors or other
local government entity should authorize their disposal through action recorded in its
official minutes. 12 These can be listed simply as “all (title of record series) between (start
date) and (end date);” in this way, records found later that fit the authorized time period
may be disposed without further action. However, the official charged with managing
these records should retain a more specific inventory of all records disposed. Records
involved in audit, investigation, or litigation should not be disposed until at least 12
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