Embedded Files
Employee Toolbox
Is your office moving?
As divisions prepare to relocate from the Pierce Building, questions about what to do with existing paper records are coming up. Ensure you know what to consider when deciding whether to get rid of records, archive them, or convert them to a digital format.
All Records Management Sections
Why Records & Information Management?
DOR’s Records Management Section is focused on this outcome:
All DOR team members know and can follow the agency’s plan and procedures for managing its records and information. They can easily access needed information, making it easy to get work done efficiently and effectively while minimizing legal risks.
Adopting a formal Records and Information Management (RIM) program and ensuring a shared approach is taken for managing its records and information has many direct and indirect benefits.
It's required by state law.
It is a Statutory Requirement for every state agency to establish and maintain a records management program, including documenting the policies and procedures of that program. (§ 24-80-102.7, C.R.S.)
It helps work more effectively while reducing legal risks.
Records management is the management of the evidence of an organization’s business decisions, activities, and transactions. This evidence is the records created and maintained as the Department of Revenue conducts its work. Records must be managed to minimize legal risk and ensure compliance with the regulatory environment.
Good record-keeping also supports effective work, making information-finding efficient and supporting management decision-making while preserving institutional memory.
Keeping what is needed for as long as it is needed and then destroying it with proper documentation is legally required as part of managing risk and also saves the department in operating costs.
Get answers to the key question: What do I need to keep?
This answer starts with understanding what records and information exist, including when new records are created and where needed information is stored. Without clear standards, records can be destroyed (intentionally or unintentionally) regardless of need or legal requirements.
On the other hand, defaulting to keeping everything also does not support managing records and information effectively. It is not helpful to keep something impossible to find later. The RIM Program assists with standards around identifying what to keep and how to keep it so it is retrievable and usable.
Leadership
Director
Anissa Hollingshead
anissa.hollingshead@state.co.us
Records Management Manual Updates
The Records Management Manual, which supports policy AOD-004 on Records Management, is being updated to be more interactive and accessible.
Find key information on the basics of Records Management practices, procedures, and expectations at the Department of Revenue. This information is intended to be easy to navigate and to provide specifically targeted information to help you understand the answers to your Records Management questions.
5 Steps to Building Records Management practices in every CDOR Division
The records management program is being updated to ensure divisions and team members throughout DOR are following it. Most significantly, a 5-step Program is being developed to more fully incorporate records and information management into the department's daily work across all divisions and units.
While Records and Information Management is overseen at the department level by the Director of Records Management, the division-level focus allows smaller units within the department to implement this program in manageable chunks.
These steps are supported by refreshed training and resources to help divisions or other units work through them in a clearly defined framework.
Have an update for this page?
For any corrections or suggestions to the Intranet, please contact the section Content Manager.
Benjamin Dennee
Kari Gonzales
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