FAQS - State Records Center

Answers to common questions about the State Records Center...

Do state agencies give up ownership of records when they are sent to the State Records Center?

No. While the State Records Center maintains physical custody of the records, legal custody and ownership still resides with the agency. You may remove your records at any time.

Will other agencies and private citizens be given access to my agency's records?

No. State Records Center staff will only release information or the actual files to designated employees of the agency that owns the records. If your agency needs to release information to employees of other agencies or to private citizens, you must request the files and release the information from your agency. This includes public records requests, which your agency must handle according to your own procedures.

Can any record be sent to the State Records Center?

No. The State Records Center is designed for inactive records, i.e., referred to less than once per month.

Records sent to the State Records Center must be assigned to an approved records retention schedule and the event date that triggers the retention period for the records must have occurred (the event date is the date from which the retention period is calculated, e.g. , …from the date action completed, …from the date the contract is terminated, …from the end of the fiscal year, etc.).

The records must have a minimum of 12 months or more remaining on the retention period and the records may not be source (paper) documents that are duplicated on microfilm or digitized and stored electronically.

If your agency's records are not yet scheduled or if you want to request a copy of your agency's retention schedule, you may contact the Records Management program at 775-684-3411.

How safe are the records?

The State Records Center provides 24-hour protection against fire, flood or intrusion. Access is controlled by a computerized card access system that is closely monitored by Records Center staff.

How quickly can I get a file?

The records you request before 3:00 P.M. will be pulled the next working day and can be picked up, mailed, or reviewed at the State Records Center. In cases of exceptional workload or staff shortages, records reference can take up three working days. In most cases, the Records Center staff will pull only the boxes and not individual file folders or documents.

Do we have to retrieve the records when they are due for disposition?

No. The staff of the State Records Center will automatically send you a notification of disposition shortly before the retention period has been met and the records are due to be destroyed. The staff will arrange for the appropriate disposition for the records, to include shredding or recycling. If the records are scheduled for transfer to the State Archives, the staff will do that for you.

Do state agencies give up ownership of records when they are sent to the State Records Center?

No. While the State Records Center maintains physical custody of the records, legal custody and ownership still resides with the agency. You may remove your records at any time.

Will other agencies and private citizens be given access to my agency's records?

No. State Records Center staff will only release information or the actual files to designated employees of the agency that owns the records. If your agency needs to release information to employees of other agencies or to private citizens, you must request the files and release the information from your agency. This includes public records requests, which your agency must handle according to your own procedures.

What is the difference between the State Records Center and the State Archives?

They are two separate repositories. The State Records Center provides custodial-care services for state agencies' records - the agencies retain legal custody of the records. Records with historic and research value are transferred to the State Archives – at which time the State Archives assumes the legal custody of the records. The State Archives preserves the records that document the history of Nevada State government and has custody over the historical records of the territory and state.

For more information you may contact the State Archives at 775-684-3310.

Can we get a tour of the State Records Center or the State Archives?

Yes, tours may be arranged for the State Records Center or the State Archives. Please call Records Management at 775-684-3411 or you can e-mail your request.

Why not microfilm or digitally image all records and dispose of the paper, thereby greatly reducing the need for storage space?

Permanent records or records which must be retained for longer than twenty years should be microfilmed because it is the most cost-effective way to store the information. Space savings of up to 98% can be realized if microfilm is stored instead of paper. The cost of storing paper in a records center balances the cost of filming after approximately twenty years. Storing paper in an office setting (which is very expensive) would justify the cost of filming well before the twenty-year mark.

 

Business essential and permanent historical records should be filmed and the security microfilm copies stored off-site to guarantee that if fire, flood, or other disaster strikes an agency's offices, its recorded information will not be lost (NAC 239.755). Permanent or long-term valuable records retained on fragile media or on media that is subject to obsolescence should be filmed to assure media quality and stability for preservation. Microfilm is recognized as very durable media for permanent records, with an estimated lifespan of 500+ years when stored in the proper environment.

Does the State Records Center conduct training?

Classroom training is provided through the NEATS system. The classes are listed on NEATS are:

  • Records Management - Retention of State Records
  • Records Management - Using the State Records Center

Small training sessions, specific to your agency's needs, may be requested. Records Management staff will come to your office, or training sessions can be held at the State Library and Archives. Contact the Records Management at 775-684-3411 to arrange for training.