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Records References: Landing Page

Below you will find resources regarding a variety of topics related to state and local government records and archives. 

Statutes & Regulations

Subject Citation

Abolition or Disbanding of a State Agency

NAC 239.750SAM 0422
Admissibility of rerecorded, copied, or reproduced records NRS 52.247
Archival and Historical Records NRS 239.001, NRS 239.090, NRS 239.020, NRS 239.030, NRS 378.230, NRS 378.240, NRS 378.245, NRS 378.250, NRS 378.255, NRS 378.270, NRS 378.280, NRS 378.290, NRS 378.300, NRS 378.310, NRS 378.320
Attribution and effect of electronic record and electronic signature NRS 719.260 
Confidential Records, NRS 378.300, NRS 239.0115, NRS 239.012, NRS 239.013
NRS INDEX: See “Confidential and Privileged Information”
NAC INDEX: See “Confidential Information”
Confidential Records, Disposal of:

Executive Branch NAC 239.722

Local Government NAC 239.165

Copyright - US Copyright Law

U.S. Copyright Law

Custodian of Records NRS 52.260  See also: Records Officer

Record: NRS 52.260 (6)(c)

Public record: NRS 52.085NRS 52.265NRS 239.010

Official state record: NRS 239.080NAC 239.705 

Ancient document: NRS 52.095

Foreign public document: NRS 52.115

Certified copies of public records: NRS 52.125NRS 52.165NRS 52.247NRS 52.260

Disposal of Public Records

Official State Records NRS 239.080

Local Government Records NRS 239.124NAC 239.155

Electronic Records, Defined

NRS 52.247NRS 52.260(6)(c)NRS 239.010NRS 239.080NAC 239.705, NAC 239.906
Electronic records retention; originals NRS 719.290
Electronic Records, Treatment of NAC 239.906, NAC 239.914, NAC 239.935 (3) and (4), NAC 239.940, NAC 239.945
Imaging of Records NRS 239.051SAM 0408.0
Libraries State Library:
Micrographics and Imaging SAM 2052
Minutes of Public Bodies NRS 241.035NAC 239.850SAM 0416
Nevada Law Library:
Non-Records Defined,

Local Government NAC 239.051 Defined

State Agency NAC 239.705(2) Destruction

State Agency, NAC 239.711

Periods of limitation NRS 11.190
Personal Information

Defined, NRS 205.4617NRS 603A.040

Social Security Numbers, Confidential NRS 239B.030

Databases, Confidential NRS 239B.040

Records Management Program, Requirements

Executive Branch NRS 239.080NAC 239.145NAC 239.696-.699NRS 378.255NRS 378.280(1)SAM 0402

Board of Regents: NAC 239.745SAM 0414 

NDOTNRS 239.085NRS 378.280(2)

Local Government: NRS 239.121-.125NAC 239.145

Records Officer NAC 239.670NAC 239.700SAM 0402
Records Official NRS 239.008
Records Retention and Disposition Schedules

State Agencies: NRS 239.080NRS 239.085NRS 239.125NAC 239.711-.722

Local Governments: NRS 239.125NAC 239.145NAC 239.155

Disposal of record restricted; procedures for proposal and adoption of schedules for retention of records: NAC 239.155

Dissemination of schedules for retention of records; minimum period for retention of original record: NAC 239.161

Records Storage Facilities

State Records Center NRS 378.255

Standards NAC 239.740

Off-site storage permission NAC 239.740NAC 239.705

State Historical Records Advisory Board (SHRAB): 

NRS 378A
Unauthorized Destruction of Records NRS 205.473 to 205.492NRS 239.080NRS 239.125NRS 239.300-.330NRS 281.180-.190NRS 603.080-.090
Vital Records Protection NRS 378.255NAC 239.699NAC 239.700


Glossary of Terms


This glossary provides definitions for many of the records management terms found on this website and in training courses. Note that definitions are specific to the Nevada and the Nevada State Library and Archives.

Active Records - Records that are regularly used for the conduct of the current business of their creator, and therefore, continue to be maintained in office spaces (also called current or working records).
Agency Specific Retention Schedule - retention schedule governing the disposition of records unique to one agency.
Archival Records - Records with enduring value that are preserved for reference and research purposes because they contain evidence or information which protects some right or claim, document significant events or functions, or contain sufficient information about people, places, or events to warrant retention for historical research. NRS 378.250
Archives - The state records repository responsible for selecting, preserving, and making available archival records.
Authorization Form - A form sent to the State Records Center by an agency that lists the authorized employees who may access the agency’s records. Also known as the State Records Center - Authorization Form.
Convenience Copy - A duplicate set of files or documents located near the point of usage for convenience or reference. See also, Non-record.
DestroyMeans to recycle or shred records in a non-secured manner. To use this method of destruction, the records must not contain any confidential information.
Destroy Securely​ - Means deliberately, permanently, irreversibly removing or destroying the records in a secured manner so that the records cannot be reconstructed, in accordance with NAC 239.722.

Destruction Hold - Suspending the process of routine destruction of records when it is determined that the records may be relevant to foreseeable or pending litigation, government investigation, or audit.

Disposition - Instructions for the destruction or transfer of records once all business and legal obligations are met.

File Break - The event date where existing file folders are closed and new file folders are opened. This action is necessary to implement retention periods and usually occurs at the end of the fiscal year or the end of the calendar year.

File Management - Oversight of the administration of activities relating to the creation, use, maintenance, and disposal of files in order to ensure that the operations are efficient and economical.

File Plan - A written procedure and set of guidelines for organizing files based upon a specific system, such as alphabetic, numeric, subject, functional, etc.

General Records Retention Schedule - A retention schedule governing the disposition of records series that are common to several or all agencies.

Inactive Records - Records that are referred to so infrequently in the conduct of current business that they may be removed from the office and either retired to the State Records Center or destroyed, per the appropriate records retention schedule approved by the State Records Committee.

Life Cycle - The progression of records from creation and receipt through distribution, use and maintenance, to a final disposition.

Non-Record - This includes publications, worksheets, drafts, routine replies, telephone messages, blank forms, and extra copies of documents created for convenience or public distribution. Non-records may be destroyed when no longer administratively needed. NAC 239.051 "Nonrecord" defined.

Office of Record - The office responsible for maintaining the most complete set of a particular records series.

Official State Records - An Official State Record includes without limitation any: papers, unpublished books, maps, photographs, electronic information, and other materials made or received by a state agency as evidence of the organization, operation, policy or activity of that organization. NRS 239.080 Also known as public record or as record. Does not include Non-Records.

Permanent Records - Records of enduring, historical, or research value that are retained permanently in the State Archives or in an office after a period of active use. Also called Archival Records

Public Records - Documents a transaction or activity which includes all mediums regardless of physical form or characteristic and is considered a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. NRS Chapter 239 

Records Center - A facility within the Nevada State Library and Archives established to store the inactive records of Executive Branch agencies.

Records Disposition Authority (RDA) - The control number assigned to a records series.

Records Management - The systematic control of records throughout their life cycle. Management and retention of records; provision of microfilming and digital imaging services; inspection of confidential or privileged governmental records; recovery of records. NRS 378.255

Records Official - Designation of records official for certain state agencies; forms and procedures applicable to requests for public records. The head of each agency of the Executive Department shall designate one or more employees of the agency to act as records official for the agency.

Records Officer -  Designation and replacement; responsibilities; duties of Division. (NRS 378.255, 378.280) Except as otherwise provided in subsection 3, the head of each state agency shall designate a records officer. A person designated pursuant to NRS 239.008 to act as records official for a state agency may be designated as the records officer of the state agency pursuant to this section.

Records Series - File units or documents that are kept together because they relate to a particular subject or function, result from the same activity, document a specific type of transaction, take a particular physical form, or have some other relationship arising out of their creation, receipt, maintenance, or use.

Transitory Records - A general term for those types of records that lose their value within a short period of time (approx. 3 months) and that should be separated during filing from records requiring longer retention or until the purpose for which it was created has been accomplished and the record can be destroyed.

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