|
1.) What forms do I need to complete to add an item to an agency-specific schedule?
STD-56 - Records Action Requests Summary and Deletions
STD-64 - Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule
2.) What forms do I need to complete to amend an item from the current agency-specific schedule?
STD-56 - Records Action Requests Summary and Deletions
STD-64 - Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule
3.) What forms do I need to complete to delete an item from the current agency-specific schedule?
STD-56 - Records Action Requests Summary and Deletions
STD-64 - Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule
4.) Why do I have to fill out these forms?
The forms provide information for the PHMC and the Agency Records Coordinator to determine the value of the records, how long they should be kept, and in what format, what type of disposition should be given to the records and also provides information for space and resource allocation.
5.) How long will it take to receive an Executive Board Resolution?
The entire process, beginning with correctly completed forms, review by analysis and archives staff, final review by the Executive Board through issuance of an approved Executive Board Resolution is approximately 3 months.
6.) Can I transfer records to the State Records Center once the paperwork is started?
No, you can not transfer records to the State Records Center until an approved Executive Board Resolution is issued.
7.) Can I destroy records once the paperwork is started?
No, you can not destroy any records until an approved Executive Board Resolution is issued. According to the Administrative code of 1929, the Executive Board must approve the disposition of Commonwealth records under the Governor’s jurisdiction.
8.) Why do I need a description on the STD-64?
The STD-64 is intended for appraisal purposes, to allow the Archives to know more about the records content, amount, format, etc. and for the agencies’ use to determine space needs, provide analysis on the value of the records and identify vital records.
9.) What is the procedure for appointing an Agency Records Coordinator?
A letter from the Agency/Department Head appointing an Agency Records Coordinator must be directed to the attention of Division of Records Administration, Pennsylvania Historical and Museum Commission, 1825 Stanley Drive, Harrisburg, PA 17103. |
