Clock Tower

Out of the Clock Tower



Hello and welcome to the Greene County Archives' blog, "Out of the Clock Tower".  Please join us as we share information on archival issues, news, special events, and highlights from our collection.

Before the archives program began in Greene County in 1996, permanent records were stored in every conceivable space, in basements, garages, and closets. Usually they were in boxes of various shapes and sizes, although seldom adequately labeled, but occasionally they were just in loose piles of books and papers. Most notable were the old records stuffed into the clock tower of the County Courthouse, where they shared their home with pigeon droppings.

Now, there is a clean, environmentally controlled, well appointed location for the county archives, where our historical records are housed in standard sized boxes on steel shelves. We have taken note of their journey in the name for our blog.

View All Posts

Oct 11

Records Management Training Fair!

Posted on October 11, 2019 at 1:02 PM by Melissa Dalton

Archives Month is well underway, and last week’s blog provided some details for upcoming events, but we want to highlight those from this week!

One event in particular was the 3rd Annual Records Management Training Fair! The fair provides Greene County employees the opportunity to learn about records management in a fun and engaging environment. But, before we get into the event, maybe we should define records management. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records (National Archives). So, what does this mean? It means that a business (or the county government in our case) is responsible for addressing the life cycle of a record, and creating a way to manage such records using a policy, likely a record retention schedule. Here at Greene County, all county offices are required to maintain a retention schedule, which determines the life cycle of various records that department creates (retention schedules for each department can be found on the Archives webpage).

Now that you have at least a general understanding of records management, let us tell you about our event! The Archives staff, along with our wonderful volunteers, put together games and informational displays about various aspects of records management. Each station focused on a particular aspect of records management, such as how long certain records should be kept, security, preservation of paper and electronic records, disaster preparedness, proper procedure for disposing of records, Sunshine Laws and public records, and more (Figs 1-5)!

Fig 1. Elise and Joan working the Build-A-Box station, which instructs employees on appropriate reco
Fig 1. Elise and Joan working our Build-A-Box station, which instructs employees on appropriate record storage

Fig 2. Melissa tests knowledge of records management with the Records Management Wheel (JPG)
Fig 2. Melissa tests knowledge of records management with the Records Management Wheel

Fig 3. County employees use displays/exhibits to answer questions on their records management scaven
Fig 3. County employees use displays/exhibits to answer questions on their records management scavenger hunt

Fig 4. Looks like someone is having fun with our games! (JPG)
Fig 4. Looks like someone is having fun with our games!

Fig 5. County employees playing Records Land, our records management version of Candyland! (JPG)
Fig 5. County employees playing Records Land, our records management version of Candyland! (Photo courtesy of County Engineer, Stephanie Goff)

The following day, October 11, was Electronic Records Day. As the world becomes more and more digital, the proper storage and preservation of electronic records is vitally important. The Council of State Archivists (CoSA) published several factsheets about electronic records. A great one for our readers is one pertaining to personal records. If you have ever wondered about proper preservation of your records (be it photographs, bills, taxes, photographs, etc.), or received this error message (Fig 6) and wondered what could have been done to prevent it? Well, this factsheet provides a great introduction (Fig 7)!

Fig 6. CoSA flyer on Error Messages and Codes (JPG)
Fig 6. CoSA flyer on Error Messages and Codes (CoSA)

Fig 7. CoSA Factsheet - Survival Strategies for Personal Digital Records (JPG)
Fig 7. CoSA factsheet on Survival Strategies for Personal Digital Records (CoSA)

Another great factsheet explores why preservation is more than just backing up records (Fig 8). This sheet can be useful for personal or business, but is even more important for a business owner and the proper maintenance of their records.

Fig 8. CoSA Factsheet on backing up records (JPG)
Fig 8. CoSA factsheet on backing up records (CoSA)

So, what do you think? Are there tips in these factsheets that you can implement in for your personal or business records?

Until Next Time!

Sources:
Council of State Archivists
National Archives

Comments

You must log in before leaving your comment