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Records Management
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The records management policy is supported by associated procedures and guidance compiled in the Records Management Procedures and Training Manual for Managing Records and Information at CDOR. The full manual is an accessible web document containing sections for each chapter. This page outlines the content in the different sections of the manual, including direct links to each chapter as well as additional web content to support DOR team members in understanding and applying the principles and practices of managing records and information.
Records Management Manual
The full Records Management Manual (RMM) is entitled Procedures & Training Manual: Managing Records and Information at CDOR.
It is a fully accessible web document broken into five sections, corresponding with the 5 Steps of the Records & Information Management Program, and 10 chapters (3 still in progress) as well as additional SOPs and other supporting materials as appendices.
Links directly to the introduction and then each chapter with its appendices are below.
Standard Operating Procedures
Links to the Standard Operating Procedures (SOPs) that are included in the Records Management Manual are found below.
A new introduction to the Records Management Manual has been published as of April 2025 covering the purpose of Records and Information Management (RIM) and the Records Management Program. It provides guidance to all CDOR employees on:
Understanding why records and information management (RIM) is important and a part of everyone's work at CDOR.
Balancing Maintaining Records and Information with Compliance and Legal Risk.
How CDOR is implementing its RIM Program.
Overview of the Five Steps to Implementing the RIM Program in each division.
Chapter 1 of the Records Management Manual has been fully updated as of April 2025. It provides guidance to all DOR employees on:
Understanding what a record is and how records and information management (RIM) is part of everyone's work at DOR.
Taking a full look at the regulatory framework for records and information management, including the definitions of a record found in state law.
The relationship between data, information, and records.
An overview of the Records and Information Lifecycle.
Chapter 2 of the Records Management Manual has been fully updated as of April 2025. It provides guidance to all DOR employees on:
Why it is important to identify and classify records and information.
Understanding different document types and how to determine if something is a record and who owns it
Understanding and identifying what record series and record classifications are and how to use them.
Considering data classifications in records and information management.
Chapter 3 of the Records Management Manual provides guidance to all CDOR employees on how to complete the Record Detail Reporting Spreadsheet.
This chapter was previously titled Chapter 5: How to Complete the Record Detail Reporting Spreadsheet, and is currently being updated.
Chapter 4 of the Records Management Manual provides guidance to all DOR employees on retention and retention schedules, including applying record series and classifications to complete SA-194 forms based on the State Archives' State Agency Records Retention Manual. It is currently being updated.
This chapter was previously titled Chapter 2: Record Classification, Retention Schedules, and Completing State Archives SA-194 Form.
Chapter 5: Managing Records at Initial Capture/Intake
This chapter and an associated SOP are new content currently being drafted.
Chapter 6 of the Records Management Manual provides guidance to all DOR employees on managing both digital and physical records during their use and storage. It is currently being updated.
This chapter was previously titled Chapters 3 and 4: Record Storage, Labeling, Filing, Securing, and Tracking for Physical Records and Electronic Records.
This section provides guidance to all DOR employees on managing electronic and physical records, including:
Creating electronic file plans for electronic records and office file plans for physical records.
Moving physical records to an inactive status or location.
Securing electronic and physical records.
Common filing arrangements and naming conventions.
Chapter 7 of the Records Management Manual provides guidance to all DOR employees on managing records and information as part of litigation holds and the discovery process. It is currently being updated.
This chapter was previously titled Chapter 7: Litigation Holds and Records Management
Chapter 8 of the Records Management Manual provides guidance to all DOR employees on managing the disposition or archiving of both digital and physical records. It is currently being updated.
This chapter was previously titled Chapter 6: Record Disposal/Disposition and Completing the Certificate of Records Disposal Form.
Chapter 9: Vital Records Identification and Preservation
This chapter is new content currently being drafted.
Chapter 10: Developing Standard Operating Procedures for a Division
This chapter is new content currently being drafted.
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