Why I Should Attend?
A record is defined variously as: information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. Records management is the management of information in an organization throughout its life cycle from the time of creation or inscription, to its eventual disposition. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. An organization’s records preserve aspects of institutional memory. In determining how long to retain records, their capacity for re-use is important. While there are many purposes of and benefits to records management, a key feature of records is their ability to serve as evidence of an event. Proper records management can help preserve this feature of records.
Tribal governments operate various programs funded by federal government agencies, state governments and other private foundations, where there are strict rules governing the management, protection, safekeeping and disposal of records created under the programs. Federal contract and grant rules require retention of records at least three years after the end of the federal award, unless certain situations warrant retention of the records for longer periods. The Indian Self-Determination Act protects tribal records from disclosure under the Freedom of Information Act. The new OMB Super Circular contains regulations that require proper management of records relating to federal awards. The May 2013 Executive Order on Making Open and Machine Readable the New Default for Government Information requires awardees to comply with the executive order. Tribal governments also have records management policies and procedures that govern the creation of records, storing and safekeeping of records, protection of records; and eventual disposition or retirement of records.
Who Should Attend?
Tribal council members, tribal administrators, tribal attorneys, program directors and managers, tribal personnel directors and staff, tribal finance and accounting staff, tribal grants and contracts staff, school boards, health boards, enterprise boards, tribal consultants, federal awarding officials and subordinates, and federal line officers.
What Will I Learn?
- Records retention requirements under federal awards (Indian Self-Determination Act and OMB Super Circular)
- Differences between records management requirements under Indian Self-Determination Act and Discretionary Grant Programs (OMB Super Circular)
- Background and fundamentals of the Privacy Act of 1974
- Freedom of Information Act and case studies (BIA vs. Klamath Water Users Protective Association, May 2001)
- Federal Records Act of 1950 (background and its applicability to tribal governments)
- Classification of records (permanent and temporary records, sensitive records, confidential records, vital records, proprietary records, physical records, electronic records)
- Tribal land ownership records (tribal lands, individual allotments, tribal minerals inventory records, Office of Trust Records, American Indian Records Repository)
- Tribal probate records (land ownership and heirship)
- Records management policies and procedures requirements (best practices)
- Managing and maintaining physical and electronic records; storage of records; records custodians
- Records management best practices (defensible solutions; setting policies and procedures)
- Electronic management systems (commercial records management centers)
- Data collection requirements and retention of records
- Executing a retention policy on the disposal of records no longer required for operational reasons
- Current issues in records management