All state agencies, district attorneys, public colleges, and public universities in Alabama must report their records management activities annually through the submission of an Annual Records Disposition Authority (RDA) Implementation Report to the Alabama Department of Archives and History (ADAH). The Annual RDA Implementation Report supplies information for the previous fiscal year. The implementation report for FY 2022 must be submitted by January 15, 2023, and covers activities between October 1, 2021, and September 30, 2022.
The ADAH uses an online form to make the submission process as simple as possible. The document was created using Google Forms, so we recommend preparers use the Google Chrome web browser to access and complete the form. When accessing the form, preparers will see only one section of questions at a time. A preview of all implementation report questions for state agencies, district attorneys, and public colleges and universities is accessible here: https://archives.alabama.gov/manage/state/annual-report.aspx
We highly recommend previewing the questions before beginning the submission process.
Transfer of Electronic Materials as Part of the Annual RDA Implementation Report
Besides the customary questions about records destruction and contact information, the FY 2022 Annual RDA Implementation Report requests certain electronic materials be transferred to the ADAH. Transferred electronic records will be preserved in the ADAH Electronic Records Collections, through Preservica, a system that stores and migrates electronic file formats to ensure their long-term preservation. Following the submission of your agency’s report, records management staff will contact you to discuss the transmittal of these additional records, if applicable.
State Agencies and District Attorneys
As in past years, the report asks that agencies transfer electronic organizational charts, newsletters, bulletins, annual reports, and electronic meeting files, including minutes, agendas, and packets from the past fiscal year. Licensing boards are asked to submit electronic rosters of licensures, typically through a database export.
This year, the report asks that state agencies also transfer electronic COVID-19 records, such as press releases, policies and procedures, and posters. A full list of types of records an agency may have created to inform and support their staff and the public during the pandemic is available in the preview of implementation report questions.
Public Colleges and Universities
As in past years, the report asks that educational institutions transfer electronic organizational charts, newsletters, bulletins, and annual reports.
This year, the report also asks educational institutions to transfer electronic strategic plans for all available years to the ADAH.
State Agencies & District Attorneys FY 2022 Implementation Report
The form for state agencies and district attorneys contains seven sections of questions about your records management activities,
When you are prepared to fill out the form and have gathered all the necessary information, click here: https://docs.google.com/forms/d/e/1FAIpQLSdMhNca3Itm5OmexPeDLuH5-T5Zkq5B4ycPVbn2noWCvk_YKg/viewform.
After completing the form, you will receive a copy of the report. Records Management staff will contact you if there is any required follow-up.
Public Colleges and Universities FY 2022 Implementation Report
The form for public colleges and universities contains six sections of questions about your institution’s records, management activities, and permanent records.
When you are prepared to fill out the form and have gathered all the necessary information, click here: https://docs.google.com/forms/d/e/1FAIpQLSdTgpzEntN6XeBNPj2GK6id08vlM15TPL_c8ogXWkDzNKmWFg/viewform.
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 needs for follow-up.
Annual RDA Implementation Report for Previous Fiscal Years
If your agency did not file a report in a previous fiscal year, you can use the Google Form to submit past reports. You will need to fill out separate forms for every year for which you wish to submit, even if the answers remain the same across multiple years. To see if your agency has submitted the 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 15, 2023, you can use that same link to view your agency’s status for FY 2022.
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.
For the Record 