Program Manual

Records Management - Other Services

• Assistance with electronic records. The records management staff may help agencies decide on the practicality of electronic record keeping. Call (573) 751-3319 for details.

• Emergency file retrieval. If agencies need emergency file retrieval they may pick the record up at the Records Center. This policy also applies to file returns. Call (573) 751-2337 for details.

• Consultation and training. On-site records management training may be provided upon request. Call (573) 751-3319 for details.

• Microfilming of documents. RSMo 109.230.7 Requires the Director of Records Management to evaluate the economies of microfilming for agencies. This includes in-house filming projects and equipment or vendor contracts. Please forward all such requests to the Director of Records Management for approval prior to purchase.

• Destruction of records. Non-permanent records are reviewed and approved by the agency prior to destruction via an Approval for the Certificate of Destruction form. Once approved, the records are removed from the Records Center and recycled. Should an agency decide to keep records longer than the stated retention time, those records are returned to the agency for storage. Records not stored in the records center are not destroyed by the Secretary of State's Office. Agencies should call the Office of Administration's Recycling Division for more information on the in-house destruction of documents.

Any other questions may be addressed by calling (573) 751-3319.