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State Records Services: FAQs

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Frequently Asked Questions

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No. They are two separate programs. The Archives is permanent storage of records that are deemed historically significant. State Records is temporary storage of records that are still within their retention periods.

No. State Records has no legal authority over the records it stores. If and when a record is needed the agency who owns the records must retrieve it from State Records and then give to the requester.

A retention schedule is a simple document that lists the names of the record series produced by your office, along with their approved retention periods and disposition methods.

No. As long as your agency is now designating their official records as digital, the paper copies are considered convenience copies and therefore are non-records. The State of Nevada does not recognize a specific media type for a record. Records are based on content whether it is paper, film, digital, etc.

A records officer acts as a liaison between the state agency and the Division on issues relating to the retention and disposition of the records of the state agency. They oversee and administer the records management program of the state agency established pursuant to NAC 239.696; approve or disapprove the documentation for each transfer of records from the state agency to the records center; approve or disapprove all requests for the disposition of a record pursuant to the appropriate schedule; attend training classes offered by the Division on the retention and disposition of records; and coordinate the training of officers, employees and agents of the state agency on the retention and disposition of records.

A records official shall carry out the duties imposed pursuant to NRS Chapter 239.008 on the agency of the Executive Department that designated him or her with respect to a request to inspect or copy a public book or record of the agency. The State Library, Archives and Public Records Administrator, pursuant to NRS 378.255 and in cooperation with the Attorney General, shall prescribe: (a) The form for a request by a person to inspect or copy a public book or record of an agency of the Executive Department pursuant to NRS 239.0107; (b) The form for the written notice required to be provided by an agency of the Executive Department pursuant to paragraph (b), (c) or (d) of subsection 1 of NRS 239.0107; and (c) By regulation the procedures with which a records official must comply in carrying out his or her duties.

 

State Records is located at 100 N. Stewart St. Carson City, NV 89701. We are on the lower level of the State Library, Archives and Public Records building. For more information, feel free to contact us.