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Approved April 10, 2012Town of Nonpublic Records Retention Guide
As a volunteer for the Town of Stow, you may be serving on a town board, a committee, or a subcommittee. The Massachusetts Public Records
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How to fill out public records retention guide
How to fill out public records retention guide
01
Start by understanding what are considered public records in your jurisdiction.
02
Review any laws or regulations that govern public records retention in your jurisdiction. Familiarize yourself with the requirements and timeframes for retaining different types of records.
03
Determine the categories and types of public records your organization creates or receives.
04
Create a comprehensive inventory of all the public records your organization possesses, including their format (electronic or physical), location, and custodian.
05
Develop a records retention schedule, mapping out how long each category of public record needs to be retained based on statutory and regulatory requirements, as well as business needs.
06
Establish proper records management practices and procedures, such as labeling and organizing records, ensuring their security and confidentiality, and implementing regular audits to ensure compliance.
07
Train employees on the importance of proper records retention and provide them with clear guidelines on how to handle public records.
08
Continuously monitor and update your records retention program to stay in compliance with any changes in laws or regulations.
09
Regularly assess the effectiveness of your records retention program and make improvements as necessary.
10
Seek legal advice or consult with records management professionals if needed.
Who needs public records retention guide?
01
Any organization or entity that creates or receives public records needs a public records retention guide.
02
This includes government agencies, public institutions, non-profit organizations, businesses that provide public services, and any other entity that has legal obligations to maintain and manage public records.
03
The guide helps ensure that these organizations comply with statutory requirements, preserve important historical records, facilitate transparency and accountability, and manage information effectively.
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What is public records retention guide?
Public records retention guide is a document outlining how long different types of records should be kept before they are destroyed or transferred to archives.
Who is required to file public records retention guide?
Public agencies and organizations are required to file public records retention guide.
How to fill out public records retention guide?
The public records retention guide can be filled out by following the guidelines provided by the respective governmental agency or organization.
What is the purpose of public records retention guide?
The purpose of public records retention guide is to ensure that records are kept for the appropriate amount of time for legal, fiscal, and administrative purposes.
What information must be reported on public records retention guide?
The public records retention guide must include details on the types of records, retention period, and any legal requirements.
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