The Alabama Department of Archives and History is responsible for working with state agencies on managing their records. This year, we have developed a new online method for reporting your state agency’s 2018 records management activities. Each agency is required to complete this process by January 15, 2019. The new reporting method involves three easy steps:
1. Access the State Agency Annual Records Disposition Authority Implementation Report (it’s best to use a Chrome web browser since this document was created using Google forms). This form contains seven sections of questions about your records management activities, including records destroyed; electronic newsletters, bulletins, and annual reports created; and permanent records transferred to ADAH during the 2018 fiscal year. If your agency did not file a report in previous fiscal years, you can use this same Google form to submit those past reports—just be sure to fill out separate forms for 2018 and any other year you wish to submit.
2. Send a copy of your 2018 destruction notices to Rebecca.Jackson@archives.alabama.gov.
3. Send electronic copies of newsletters, bulletins, and agency annual reports to Kathleen.Brennan@archives.alabama.gov.
Once you complete these three simple steps, you will receive a PDF copy of your completed Annual RDA Implementation Report from ADAH within 30 days of your submission.
If you want to see if your agency has submitted the necessary reports for the past five years, you can check your agency’s compliance at the ADAH State Agency Annual Report Log. After January 15, 2019, you can use that same link to view your agency’s status for FY2018.
When you access the Google form, you will only see one section of questions at a time. If you would like to see all the questions at once to guide your submission process, you can download a PDF of the full questionnaire here: State Agency Annual RDA Implementation Report Preview Of Questions.
Also, when you enter your fiscal year into the Google form, please enter “2018” rather than “FY18” or any other derivation of 2018.
As always, if you have questions about the annual reporting form, please contact Rebecca Hebert at firstname.lastname@example.org.