State Agency Records Training and Resources

Training

Minimum Standards Training

• Records Management Basic Principles for State Employees (ppsx, 34.62Mb) — Updated 2022, this version is a PowerPoint show. It is recommended that every State employee take this training as part of minimum standard training for Records Management (ROs and Assistants take training below). As an alternative to PowerPoint, employees can review the training as a pdf file (1011 kb).
  
• Records Officer/Assistant Training (pdf, 958kb) — Updated 2022, minimum standard training for Records Officers and Assistants
• State of Maine Policy on Preservation of State Government Records (recorded annually)

Other State Employee Records Management Training

• Managing Electronic Records January 2021 (pdf, 895 kb) — Gives information on the following: electronic records and retention schedules; email and social media retention; scanning; electronic management systems; standards for electronic management; electronic record planning and preservation; technical aspects; and Maine State Archives programs.
• State General Schedules April 2023 (pps with audio, 42,634 kb) — Gives an explanation of the State GS and how state employees can use them to manage their records. Alternative pdf format
• State Records Center April 2023 (ppsx, 95.95 MB) — Gives overview of the processes and procedures of the Maine State Records Center (including transmittal and retrieval of records). Alternative pdf format (Note: Additional presenter notes are available on each slide; click lefthand corner for pop-up notes; click again to close and move to next slide.)
• Records Retention and Writing Schedules April 2023 (pps with audio, 61,650 kb) — Provides an explanation of the importance of retention schedules, how to determine retention periods, and the schedule process. Alternative pdf format

Training for Legislators/Public Officials

• Public Officials and Public Records — online training (pps, 474kb) (pdf version, 254kb) (For further information see FOAA document regarding Conduct of the Business of the Legislature.)

Training from the National Archives

• National Archives Records Management Training Online Lessons

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Resources

Basic Records Information

• Advice Bulletins — informational bulletins for all state employees
• Agency Schedules — schedules which apply to specific agencies
• Electronic Record Information/Resources
• FAQs — frequent questions/answers related to records, email, and other RM processes
• General Schedules — schedules which affect all state agencies
• Records Management Contact Information — for assistance with schedules, assigning card holders, Records Center transfers, or any other records related questions
• Records Management Terms/Definitions (doc, 53KB)
• Records Officers — list of agency appointed ROs and additional RO information
• State Records Center/Archives — information on transfer/retrieval of records

Conducting a Records Inventory and Writing Schedules

• How to Conduct a Records Inventory (pdf)
• Preliminary Inventory Form (doc)
• Maine State Archives Inventory Form (doc)
• Inventory Form Instructions (doc)
• Inventory Worksheet (doc)
• Sample File Plans (pdf)
• Application for Records Retention Schedule (doc)
• Schedule Worksheet (doc)

Other Resources

• FOAA — Freedom of Access Act information
• Office of Information Technology (State Intranet) — Instructions for Archiving Outlook email