It’s Time to Submit Your FY 2021 Annual Records Disposition Authority Implementation Report. (It’s Required!)

Each year all state agencies, district attorneys, public colleges and public universities in Alabama are required to submit an Annual Records Disposition Authority (RDA) Implementation Report to the Alabama Department of Archives and History (ADAH) for the previous fiscal year. The implementation report for FY 2021 must be submitted by January 14, 2022 and will cover activities between 10/01/20 and 09/30/21.

The ADAH employs an online form to make your submission as simple as possible. We recommend that submitters use the Google Chrome web browser to complete the form since the document was created using Google Forms. When you access the form, you will only see one section of questions at a time. You can find a preview of the questions for state agencies, district attorneys, and public colleges and universities to help prepare for the submission process here: Preview of Report Form

State Agencies & District Attorneys
The form for state agencies and district attorneys contains seven sections of questions about your records management activities, electronic records, COVID-19 records, and permanent records to be transferred to the ADAH.

When you are prepared to fill out the form, click here: Annual RDA Implementation Report for State Agencies and District Attorneys

After completing the form, you will receive an email receipt that includes a copy of the report. Records Management staff will contact you if there is any required follow-up.

Public Colleges and Universities
The form for public colleges and universities contains six sections of questions about your institution’s records management policies, permanent records, COVID-19 records, and how the ADAH can assist you in preserving records.

When you are prepared to fill out the form, click here: Annual RDA Implementation Report for Public Colleges and Universities

After completing the form, you will receive an email receipt that includes a copy of the report. Records Management staff will contact you if there are any questions or need for follow up. 

Transfer of Electronic Materials as Part of the Annual RDA Implementation Report
As in past years, the report asks that agencies transfer electronic newsletters, bulletins, and annual reports as well as any electronic meeting minutes, agendas, and packets from the past fiscal year. Licensing boards are asked to submit electronic rosters of licensures from the past fiscal year. 

This year, the report also asks that all agencies and educational institutions also transfer any electronic organization charts for all available years to the ADAH.

Transferred electronic records will be preserved in the ADAH Electronic Records Collections, a website that stores and migrates electronic file formats to ensure their long-term preservation. 

Records Management staff will contact you to discuss the submission of these additional records, if applicable, following the submission of your agency’s report. 

Annual RDA Implementation Report for Previous Fiscal Years
If your agency did not file a report in previous fiscal years, you can use the Google Form to submit those past reports. You will need to fill out separate forms for every year for which you wish to submit. To see if your agency has submitted the necessary reports for the past five years, you can check your agency or institution’s compliance on the Report Compliance Logs found on the ADAH website. After January 14, 2022, you can use that same link to view your agency’s status for FY2021.

As always, if you have questions about the annual report form or process, don’t hesitate to get in touch with Sophie Law at sophie.law@archives.alabama.gov or 334-353-4706.

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