This session is designed for Records Coordinators, Alternates and records liaisons that are responsible for creating and maintaining records on computer files and assisting others on managing e-files.  The class will cover

  • the organization, maintenance and disposition of files (primarily created from Microsoft Office products) stored on shared drives and unshared drives. 
  • naming conventions for folders and files
  • organizing folders for retention management
  • and how to manage shared folders.

 

State Government Records Management Training

Registration is now available through LSO for all Commonwealth Employees under the Governor's jurisdiction.  All other State employees should email RA-StateRecordsMgmt@pa.gov or call 717-783-7330. NOTE: THESE ARE CLASSROOM TRAININGS, NOT WEB-BASED.

To register for classes:

  • Log into LSO. (www.myworkplace.state.pa.us
  • Click on "My Training."
  • Under Course Catalogs, Click on "PA Historical & Museum Commission."
  • Continue down to "Assigned Courses" and click on the desired class. 
  • At the bottom is "Course Dates" and if the class is scheduled a date will be highlighted.
  • Click on the Date and then book the class. If there are no dates available and you would like to be notified when there is a class you can click "prebook."
  • Some classes do not have  self-enrollment, email RA-StateRecordsMgmt@pa.gov to be enrolled.


Classroom training Offerings: 

1.)  Records Management Briefing for New Agency Records Coordinators (RCs) This full-day session provides information on the job function of an agency Records Coordinators and Alternates.  This briefing provides the following:

  • Commonwealth Records Management Program Overview 
  • Tour of the State Records Center 
  • Review and use of the Commonwealth’s Records Retention and Disposition Schedules 

2.) Scheduling Records – Completing the Forms!   

This session is designed for Agency Records Coordinators (RC’s), Alternate RC’s, and their designated agency records liaisons that are responsible for scheduling agency records. The objective of this course is to take the guess work out of how to complete  and will go over the step by step the process of adding, amending or deleting records from an agency retention and disposition schedule.  This session will:

  • Review the scheduling process 
  • Provide detailed instructions and handouts 
  • Address specific scheduling questions 
  • Identify common mistakes

Registration requirement: Records Coordinators should attend "PHMC Records Management Briefing for New Agency Records Coordinators (RC's)."

3). Computer Files Management

 

If you need further assistance, please contact us at Ra-staterecordsmgmt@pa.gov.

Forms and Directives  
  Name
PDF Documents Authorized Personnel Form
Document Title: Authorized Personnel Form
PDF Documents Authorized Personnel Form Instructions
Document Title:  
MS Excel Documents File Plan Template
Document Title:  
PDF Documents M210.1
Document Title: Commonwealth of PA Employee Records Management Manual
PDF Documents M210.7
Document Title: Manual on the Commonwealth Records Management program
PDF Documents MD210.5
Document Title: Commonwealth of PA State Records Management Program
MS Word Documents STD-56
Document Title: Records Action Requests Summary and Deletion
Documents in the Directory STD-59
Document Title: Records Transfer List
Documents in the Directory STD-59-GS
Document Title:  
MS Excel Documents STD-59-P79
Document Title: Personnel Records Transfer Lists
MS Excel Documents STD-61
Document Title: Reference Request
MS Excel Documents STD-62
Document Title: Records Disposal Report
MS Word Documents STD-64
Document Title: Records Action Request:Addition or Amendment to Records Retention and Disposition Schedules
PDF Documents STD-64 Instructions
Document Title: Records Action Request: Addition or Amendment to Records Instructions
Documents in the Directory STD-65
Document Title: Microfilm Requirement Analysis
MS Excel Documents STD-66
Document Title: Request to Acquire Microfilm Equipment