An Overview of the State Agency Records Disposition Authority (RDA) Revision Process

Previously, we discussed how to determine if your state agency Records Disposition Authority (RDA) needs revising:

Many state agency RDAs have not been revised since the late 1990s or early 2000s. They often lack key components and may no longer be consistent with records law and/or best practice. Records Management staff view RDA revision as an opportunity to conduct a holistic review of your currently approved RDA and create an updated document that better serves your agency.

Depending on your agency’s size and the state of its RDA, revision requires a considerable time commitment on the part of both agency staff and Records Management staff.

Read below for an overview of what to expect during the RDA revision process.

Agency Contacts the ADAH Records Management Staff

Agencies seeking an RDA revision should contact Records Management staff to schedule an in-person introductory meeting or conference call. This meeting/call will introduce the parties involved and help define the scope of the RDA revision before beginning work on either end. Please be mindful that due to the time required to revise an RDA and the high demand for revisions, Records Management staff may be unable to undertake your agency’s revision immediately.

Note: Your agency will not be placed on the schedule to present an RDA revision until you contact Records Management staff.

Contact one of the following staff members to discuss RDA revision:

Agency Uses “Track Changes” to Revise a Working RDA

Agencies with more than twenty employees are strongly encouraged to work on the revision by committee.

Records Management staff will send your agency representative(s) a copy of the currently approved RDA in Microsoft Word. The Microsoft Word copy of the RDA will contain notations indicating which sections may be revised and which sections contain standardized, inalterable language. Records Management staff will describe in detail what agency commentary is needed depending on the revision scope. Agency representative(s) will edit the document using Microsoft Word’s “Track Changes” feature.

Agency Returns RDA Working Draft to Records Management Staff

Once you return the edited Microsoft Word copy of the RDA, Records Management staff will independently research trends, best practices, and developments in your agency’s field or industry to supplement suggested revisions.

Agency Leadership Reviews Final Draft

Records Management staff will provide a timeline for your agency’s leadership to conduct a final review of the revised RDA and will work collaboratively to produce a final draft is satisfactory to all parties.

The ADAH Director and State Records Commission chairman, Mr. Steve Murray, will review the final draft in advance of the State Records Commission meeting.

The State Records Commission Approves the RDA Revision

Records Management staff will present the RDA revision to the State Records Commission. While not required, agency representative(s) are requested to attend the meeting to clarify any questions which Commissioners may ask.

The Commission meets twice a year on the fourth Wednesday of April and October. Meetings are planned up to one and a half years in advance and cannot be rescheduled.

Agency Leadership and State Records Commission Chairman Sign the RDA

Following approval by the State Records Commission, both Mr. Steve Murray and the designated agency representative (usually a director or commissioner) must sign the RDA on its signature page.

The agency will retain one copy of a signed RDA on file, while the ADAH will retain another signed copy. The new RDA will be made available on the ADAH website. 

Agency Uses the Approved RDA

The agency uses the approved RDA to manage information, preserve permanent records, and dispose of temporary records that have met their designated retention requirements.

Agency officials may destroy records after satisfying the retention requirements set forth in the RDA, presuming no litigation or other hold is placed upon the records. They must document the destruction of both paper and electronic records.

Each state agency is required to submit an Annual RDA Implementation Report to the ADAH every year on January 15 for the previous fiscal year documenting records management, records destruction activities, and permanent records activities.

Coming Up

Stay tuned to the For the Record blog for a third and final post on the state agency RDA revision process:

  • A Detailed Guide to the State Agency Records Disposition Authority (RDA) Revision Process

“Help – This RDA is Outdated!”: How to Determine if Your State Agency Records Disposition Authority (RDA) Needs Revision

Records and recordkeeping practices change naturally over time as state agencies evolve. Records Disposition Authorities, or RDAs, require regular revision to accurately reflect the records that your agency creates and the retention requirements for those records.

RDAs can require revision for various reasons. Below are some of the most common reasons: 

(1) New state and/or federal laws have increased the scope of your agency’s work. As a result, your agency creates new records which are not described in the RDA. Note: Records not currently described in the RDA are ineligible for records destruction.

(2) New state and/or federal laws have modified the required minimum retention of certain record series in the RDA.

(3) The agency was restructured, and divisions were transferred from another state agency. New records are therefore being created which are not described in the RDA.

(4) The agency was restructured, and divisions were transferred to another state agency. Records presently described in the RDA are no longer created by your agency.

RDA revisions are not required for changes to the agency’s organization or leadership that do not affect the agency’s functions. Examples of changes not meriting RDA revision include divisional restructuring that does not affect the agency’s functions, or a change in agency director.

Contact the ADAH Records Management Staff

Agencies seeking an RDA revision should contact Records Management staff to schedule an in-person introductory meeting or conference call. This meeting/call will introduce the parties involved and help define the scope of the RDA revision before beginning work on either end. Please be mindful that due to the time required to revise an RDA and the high demand for revisions, Records Management staff may be unable to undertake your agency’s revision immediately.

Contact one of the following staff members to discuss RDA revision:

Coming Up

Stay tuned to the For the Record blog for two upcoming posts on the state agency RDA revision process:

  • An Overview of the State Agency Records Disposition Authority (RDA) Revision Process
  • A Detailed Guide to the State Agency Records Disposition Authority (RDA) Revision Process