Frequently Asked Questions (FAQs)

1. Contact Information

1.1 Where can I order storage boxes?

You can order storage boxes from either of the state-approved records centers. Their contact details are below in the answer to question 1.2.

1.2 What are the contact details for the records centers?

1.3 What are the contact details for shredding contractors?

1.4 Who is/are my departmental/agency Records Officer(s)?

You can find out who your Records Officer is by looking at our list of Records Officers.

You can also find this list in the Guidance section and on each department’s records retention schedule list page.

2. Records Retention and Disposition Schedules

2.1 How long should I keep my records?

You should keep records for as long as prescribed in your agency's records retention and disposition schedule or in one of the general records retention and disposition schedules. Please refer to question 2.3 below to determine which records retention and disposition schedules you need to use.

2.2 How do I update my agency's RRDS?

Please contact RIMS to begin the process of updating your agency's records retention and disposition schedule.

We aim to update a schedule after three years or if a change in statute or regulation requires a change sooner.

2.3 What RRDS should I be using?

All staff (except Office of the Commissioner staff)

You should be using two records retention and disposition schedules to ensure you are keeping state records for the prescribed period of time.

You should be using your agency's records retention and disposition schedule. You should also be using the current General Administrative Records Retention and Disposition Schedule (PDF).

Office of the Commissioner Staff

You should be using two or three records retention and disposition schedules to ensure you are keeping state records for the prescribed period of time.

You should be using the Commissioner General Administrative Records Retention and Disposition Schedule (PDF).

If the records you are looking for are not mentioned in this schedule, use the General Administrative Records Retention and Disposition Schedule (PDF).

In some departments, there are a number of agencies within the Office of the Commissioner that have agency-specific records retention and disposition schedules - if so, please use that also for the records series contained in that schedule.

3. Procedures

3.1 Where can I find guidance on all records and information procedures?

All procedures can be found in the Records & Information Management Service Manual (PDF).

3.2 How do I transfer records to a records center?

Complete the Records Transfer List (RTL) form. Accompanying instructions on how to complete this form can be found here also.

The procedure relating to this can be found in the Records & Information Management Service Manual (PDF).

3.3 How do I get authorization to destroy records?

The procedure relating to this can be found in the Records & Information Management Service Manual (PDF).

3.4 What is my agency's ID number and why do I need to know this?

Every individual agency has a unique ID number assigned to it by the Records & Information Management Service. This can be found on your agency's records retention and disposition schedule.

You need this ID number as it must be referenced to on all Records Transfer Lists (RTL's). These will not be approved by the Records & Information Management Service without it.

3.5 Should I send these records to a records center or the State Archives?

The Alaska State Archives only takes in records that have been identified as having permanent historical/research value. These records will be identified on your agency's records retention and disposition schedule with a "PA" in the Total Retention column.

In the general records retention and disposition schedules, records that should be transferred to the State Archives will be identified in the Retention & Disposition column. It will also tell you when to transfer these records to the State Archives.

3.6 How do I send records to the State Archives?

To send records from your agency directly to the State Archives:

1. Please complete the Transfer of Public Records to the Alaska State Archives form.
2. Once completed, send the form to your Division Director or designee for review and approval.
3. Once approved, send to Archives for approval.

3.7 How do I access records in the State Archives?

You can access records held by the State Archives in a number of ways. These being:

• Complete the online form
• Email your request to archives@alaska.gov
• Fax your request to 907.465.2465
• Phone the State Archives on 907.465.2270

4. Records and Information Management Training

4.1 Is there records and information management training for State employees?

There are training courses on records and information management for all State employees.

The Introduction to Records and Information Management (IRIM) course is ran on a semi-annual basis in Juneau and Anchorage and on an annual basis in Fairbanks. Check the Records Management Training website for details of this course and current training.

The Records & Information Management Service offers a number of webinars on Records Transfer Lists (RTL's), Records Disposition, and Records Retention and Disposition Schedules (RRDS).