The purpose of this policy is to articulate the requirements customer records must meet in order to constitute a viable project with Imaging and Preservation Services.

Policy

State of Nevada Executive Branch Agencies

• The records must be classified as “official records,” as interpreted in NAC 239.705.

• The records must have a retention schedule in effect in accordance with NRS 239.080.  If you are unsure regarding your agency’s retention schedule, please contact the State Records Center at 775-684-3411.
• The records can be active or inactive.
• All physical records shall be packed, organized, and labeled based on the requirement of the project.
• All electronic records shall be organized and labeled based on the requirements of the project.
• If the project constitutes more than 10 boxes, the customer agency must provide a full inventory at the box level.
• Boxes should be packed to 90% capacity, leaving approximately 1-1/2 inches of free space and weigh no more than 30 pounds.
• The agency will arrange for delivery and pick up of the project content with the IPS Supervisor.
• Copyrighted material cannot be recreated without the consent of copyright holder. This permission must be provided to the IPS Supervisor in writing before the project can be scheduled.

All Other Agencies

• The records may be classified as “official records”.

• The records may have a retention schedule in effect.
• The records can be active or inactive.
• All physical records shall be packed, organized, and labeled based on the requirement of the project.
• All electronic records shall be organized and labeled based on the requirement of the project.
• If the project constitutes more than 10 boxes, the customer agency must provide a full inventory at the box level.
• Boxes should be packed to 90% capacity, leaving approximately 1-1/2 inches of free space and weigh no more than 30 pounds.
• The agency will arrange for delivery and pickup of the project content with the IPS Supervisor
• Copyrighted material cannot be recreated without the consent of copyright holder. This permission must be provided to the IPS Supervisor in writing before the project can be scheduled.

Projects with IPS

1. Agencies must submit a “Request for Work” form to the IPS Supervisor.

2. State Executive Branch agencies that participate in the State-Wide Cost Allocation Plan or SWCAP, must provide their 4-digit budget code in their “Request for Work”.
3. The IPS Supervisor will submit a “Statement of Work” to you for review and signature.  The “Statement of Work” includes project expectations and actions to be taken by IPS and the customer. The “Statement of Work” must be signed before the project can be scheduled. Statements of Work are specific to each project, therefore there are no samples available.

4. Agencies which are not a State of Nevada Executive Branch agency, an estimate for the cost of IPS’ services will be included with the “Statement of Work”. 

5. Agencies must provide electronic storage of project deliverables, such as, thumb drives or external hard drives. For larger projects, two separate storage devices are recommended to switch out with each batch of project deliverables.

Retention Requirements

• The records must be active, accessed on a regular basis.  See definition below.

• Active Records must have 5 full year remaining on their retention schedule.

Definitions [1]

Active Records: records are in constant or frequent use, primarily in the conduct of agency operations.  For IPS’ purpose, active records are those records that are referred to or used more than once a month per cubic foot. 

Inactive Records: records are referred to on occasion for reference purposes, held to satisfy retention requirements, or retrieval for evidential purposes. For IPS’ purpose, inactive records are those records that are referred to or used less than once a month per cubic foot.