New in the ADAH Collections: Photograph Negatives of Governor Fob James’ Administration

Photographer Kevin Glackmeyer worked with the Alabama Office of the Governor during the administrations of Governors Jim Folsom, Fob James, and Bob Riley. In July 2019, the Alabama Department of Archives and History received a collection of his photographic negatives documenting Governor Fob James’ second term (1995 – 1999). The negatives capture his inauguration, speeches, appearances, and attended events. They also capture Alabama politicians, including former Lieutenant Governor Lucy Baxley, former Chief Justice Roy Moore, and former Governors Jim Folsom, Don Siegelman, and George Wallace, as well as federal officials such as U.S. Representative John Lewis, U.S. Senator Richard Shelby, and President George Bush. Finally, the negatives capture such significant individuals as photographer Spider Martin and Civil Rights activist Rosa Parks and significant moments of the era, such as the first pilgrimage of a congressional delegation to Selma in 1998.

Forrest Hood “Fob” James, Jr. was born in the east Alabama mill town of Lanett on September 15, 1934. James’ father operated a food concession business in the Lanett Cotton Mills, which employed the majority of Lanett’s residents. James attended public schools in Lanett and the neighboring town of West Point, Georgia, until transferring as a sophomore to Baylor School, a private preparatory military academy in Chattanooga, Tennessee. He received an appointment to the United States Naval Academy upon his graduation in 1955 but instead chose to accept a football scholarship to the Auburn Polytechnic Institute (now Auburn University). James played left halfback for Auburn’s football team and gained All-American status by his senior year in 1955. That same year, he married Bobbie May Mooney of Decatur, Alabama.

After graduating from Auburn in 1956 with a Bachelor of Science in Civil Engineering, James headed north to Montreal, Canada, where he played professional football with the Alouettes for one season. He then served two years as a second lieutenant in the United States Army Corps of Engineers. Fob and Bobbie James had four sons; their second-born, Greg, had cystic fibrosis. To pay for Greg’s medical bills, James returned to Alabama to work as an engineer with a Montgomery tractor company and then as a construction superintendent at a Mobile road-paving company.

James made a bold career move in 1961 by founding Diversified Products, Inc. in Opelika, not far from his hometown. He imagined replacing cast-iron barbells, which would rust and ruin floors, with concrete coated in “Orbatron” plastic. The company grew tremendously over the next fifteen years and began manufacturing farm, industry, and trucking equipment in addition to fitness equipment. By the time the company merged with the Liggett Group in 1977, its sales amounted to about one billion dollars annually. During this period of success, however, James also experienced loss; his son, Greg, passed away from cystic fibrosis at age eight in 1967.

In the 1970s, James served as president of the Alabama Citizens for Transportation Committee and briefly as a member of the State Republican Executive Committee. At the time, Democrats dominated Alabama politics; Alabama had not elected a Republican governor in nearly a century. James switched from the Republican to the Democratic party before running for governor in 1978. He defeated Attorney General Bill Baxley in the primary election and Cullman County Probate Judge Guy Hunt in the general election. 

In keeping with his campaign theme – a “New Beginning” for Alabamians – James’ filled a vacancy in the Alabama Supreme Court by appointing Oscar W. Adams, who then became the first African American elected to statewide constitutional office in Alabama. James’ appointed director of the Department of Pensions and Security, Gary Cooper, was the first African American to head a major state agency in Alabama in over a century. During his first term, James fought for improvements to the state’s K-12 education, mental health system, prisons, Medicaid, and highways. In 1981, he established the Gregory Fleming James Cystic Fibrosis Research Center at UAB in honor of his son.

Unfortunately, James faced economic problems resulting from the recession of the late 1970s. He consolidated state agencies and instituted a hiring freeze to reduce state spending by ten percent. Some initiatives of his first administration were not successful. Both his proposal to draft a new state constitution and his proposal to grant home rule to counties and cities were rejected by the legislature. He persuaded the legislature to enact twenty anti-crime bills in 1982, but because he failed to deliver them to the Secretary of State within the required ten-day period, the bills never became law. In the same year, James enacted a bill that encouraged voluntary prayer in public schools. The United States Supreme Court declared this bill unconstitutional in the 1985 case Wallace v. Jaffree. James chose not to run again for governor in 1982, but ran in 1986 and 1990, only to be defeated in both primaries.

After his first term as governor, semi-retired Fob James led a varied business career. He was part owner of Orange Beach Marina, the CEO of Coastal Erosion Control, Inc., and the CEO of Escambia County Environmental Corporation.

Reflecting a transition from Democratic to Republican dominance in Alabama politics, James switched political parties for the second time to run for governor as a Republican in 1994. His second term mirrored his first: he appointed Aubrey Miller, an African American woman, as director of the Tourism Department and continued to focus on K-12 education reform. In 1995, the James Educational Foundation Act required some local schools to raise property taxes to meet a minimum amount and allowed the state superintendent of education to assume control of schools which did not meet standardized test standards. Some Alabamians were frustrated with James’ lack of support for colleges and universities, his lack of focus on economic development, and his battles with the federal government on issues surrounding the separation of church and state. He was defeated in his run for a third term by Democrat Don Siegelman in 1998.

Today, Fob James resides in Alabama with his wife Bobbie. He has ten grandchildren.

To view photograph negatives and other records from Governor James’ second term, visit the ADAH Research Room

Sources:

“Alabama Governors: Forrest Hood (Fob) James, Jr.” Alabama Department of Archives and History. https://archives.alabama.gov/govs_list/g_james.html.

“Forrest Hood ‘Fob’ James, Jr.” Alabama Sports Hall of Fame. https://www.ashof.org/inductees/fob-james/.

Jenkins, Ray. “The New Governor of Alabama.” The New York Times, 16 January 1979. https://www.nytimes.com/1979/01/16/archives/the-new-governor-of-alabama-forrest-hood-james-jr-man-in-the-news-a.html.

Stewart, William H. “Forrest ‘Fob’ James Jr. (1979-83, 1995-99).” Encyclopedia of Alabama. http://www.encyclopediaofalabama.org/article/h-1469.

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

We spent the previous two weeks discussing the state agency Records Disposition Authority (RDA) revision process:

Once you have contacted Records Management staff, held an introductory meeting, and received a copy of the currently approved RDA in Microsoft Word from Records Management staff, you are ready to begin revising.

The Microsoft Word copy of the RDA will contain notations indicating which sections may be revised and which sections contain standardized, inalterable language.

Edit the document using Microsoft Word’s “Track Changes” feature.

The RDA contains three main sections. Read below for a detailed guide to revising each section.  

Section 1: Functional and Organizational Analysis

This section assesses the types of work your agency performs in the regular course of business.

Historical Context

This subsection should include an in-depth contextual description of the events leading to the agency’s establishment and the agency’s history, including, but not limited to, the following:

  • Origin and development of the profession in the state of Alabama
  • Specific legislation establishing the agency
  • Agency composition and organization over time, if different than at present
  • Specific executive orders, state legislation, and/or federal legislation affecting the agency, e.g. increasing or decreasing the scope of the agency’s work, restructuring the agency, etc.
  • Explanatory notes which define concepts or terms specific to the field/industry that the general public may not understand

Agency Organization

This subsection derives from the Code of Alabama 1975 and legislation. It should describe the agency’s current organization, including the structure of its board or executive branch, qualifications to serve, appointment procedures, meeting procedures, and term limits. This section also provides a brief overview of the agency’s departmental branches.

Agency Functions and Subfunctions

The agency function designation comes from a standard set of government functions and may not be altered.

The agency subfunctions may be revised to reflect the agency’s added or removed tasks. Subfunctions should be simple and concise. Records Management staff can help you articulate your agency’s subfunctions using a controlled vocabulary.

Common subfunctions include:

  • Educating
  • Enforcing
  • Investigating Complaints & Violations
  • Licensing
  • Promoting Public Awareness
  • Promulgating Rules & Regulations
  • Providing Services

Note: “Administering Internal Operations” is common to every RDA and includes records that all agencies produce. This subsection should not be altered.

Each subfunction title should be followed by a thorough description of the subfunction. These descriptions may include legislation that assigns or authorizes the agency to engage in a subfunction, the activities encompassed by the subfunction, and the procedures followed in pursuance of the subfunction. These descriptions provide context for Section 2, which describes the record types within each subfunction.

Section 2: Records Appraisal

This section consists of descriptions of all permanent records and select temporary records.

Temporary records should be listed and described if they require explanation in order to be understood clearly by agency staff and State Records Commissioners.

The section is divided into (1) temporary records descriptions, (2) permanent records descriptions, and (3) the permanent record list. Records are ordered by subfunction in the same order in which they appear in Section 3.

Descriptions may include the following, if appropriate:

  • Scope of materials included in the record series
  • Format of record series

Additionally, descriptions must include the following:

  • Description of record series
  • Retention/disposition requirement
  • For temporary records, a justification for the retention/disposition requirement
  • For permanent records, an explanation of how/why the record series is deemed historically significant, citing statute if appropriate

Note: ADAH staff will provide the “Bibliographic Titles” appearing at the end of each permanent record description.

If your agency no longer produces a record series in the RDA, the series should be listed in a subsection entitled “Records No Longer Created” so that the Commission knows why they are no longer present. 

The “Permanent Records List” at the end of Section 2 is a one-page list of all the permanent records created by the agency. Records are ordered by subfunction in the same order in which they appear in Section 3. Asterisks indicate permanent records that the agency will maintain on-site.

Many currently approved RDAs include the subsection “Agency Recordkeeping System” within Section 2. This subsection describes the agency’s paper and electronic filing practices. While this information is still necessary, Records Management staff will withdraw this subsection into a separate but joint document in order to protect the agency’s security and assets. The “Agency Recordkeeping System” will not be published online.

Section 3: Records Disposition Authority

This section provides retention periods for every record series, whether temporary or permanent. Permanent series are in all caps.

The retention requirement for each temporary record series depends on a variety of factors, including legislative and audit requirements and the record series’ foreseeable administrative and historical value. Records Management staff can provide guidance on a reasonable retention requirement.

Common language for temporary record retention requirements includes:

  • Retain [x] years.
  • Retain[x] years after [y]. 
  • Retain [x] years after the end of the fiscal year in which [y].
  • Retain [x] years after audit.
  • Retain until superseded.

“Explanation of Records Requirements” and “Requirements and Recommendations for Implementing the RDA” are both standard to all RDAs.

See “An Overview of the State Agency Records Disposition Authority (RDA) Revision Process” for next steps:

  • Return RDA Working Draft to Records Management Staff
  • Agency Leadership Reviews Final Draft
  • The State Records Commission Approves the RDA Revision

Contact Us

The state agency RDA is a complex document. Please feel free to reach out to Records Management staff with any questions at any point during the revision process using the contact information below:

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

Governor Bob Riley’s Digital Photographs Now Live on Preservica

Digital photographs from Governor Bob Riley’s administration went live in the Alabama Department of Archives and History Electronic Records Collections on November 22, 2019, joining Governor Riley’s electronic office files. This site provides access to born-digital records through Preservica, a cloud-based subscription service that stores and migrates electronic file formats to ensure their long-term preservation.

Robert Renfroe “Bob” Riley was born in Talladega, Alabama in 1944. He grew up in the small town of Ashland, Alabama, where his family had worked on ranches and farms for six generations. In 1962, he graduated from Clay County High School and went on to pursue a Bachelor of Business Administration degree from the University of Alabama. He married his high school sweetheart, Patsy Adams, whose father owned a drugstore down the street from the Riley’s family store in Ashland. Upon his graduation in 1965, Riley returned to his hometown to sell eggs door-to-door and ultimately grow several small businesses, including a car dealership, a trucking company, a real estate company, a grocery store, and a small pharmacy. In his first political stint, he served on the Ashland City Council from 1972 until 1976.

In 1996, after a long break from politics, Riley began his first of three terms as a Republican in the United States House of Representatives. In Alabama’s 2002 primary for governor, he defeated Tim James, the son of former governor Fob James. In the general election, he narrowly defeated the democratic incumbent, Don Siegelman, to become the 52nd governor of Alabama.

In his first term, Riley focused on tax reform. His Amendment One tax package would have provided income tax breaks for lower tax brackets and increased taxes for higher brackets. Amendment One passed in the legislature but was rejected by voters. Riley persisted, working with the legislature to raise the income level at which individuals had to begin paying state income tax.

Education was another high priority of Riley’s administration. By executive order, he established the Governor’s Education Spending Commission to make recommendations for improvements in education. Although the legislature did not act on most of the commission’s recommendations, Riley did obtain increased funding for reading initiatives and distance learning programs.

In his second term, Riley endeavored to end conflicts of interest in the Alabama State Board of Education’s supervision of the community college system. He enacted a policy in 2008 to prohibit state community college employees from legislative service.

To improve economic conditions, he established the Black Belt Action Committee and worked to attract new business to the state, such as Hyundai in Montgomery and ThyssenKrupp in Mobile. He opposed gambling and used raids and legal action to shut down state-regulated electronic-bingo casinos.

In 2011, shortly after Governor Riley left office, his administration transferred paper and electronic records, including over 1.58 terabytes of digital photographs and videos. Because of the Office of the Governor’s historical significance, each administration’s permanent records are transferred to the Alabama Department of Archives and History (ADAH) at the end of the gubernatorial term.

Processing Governor Riley’s photographs required extensive “weeding.” Have you ever used “burst mode” with a phone camera to take several photos within a single second? Or have you taken twenty nearly identical pictures to get the perfect photo for Instagram? You wouldn’t want to keep every single one of these highly similar photos. Likewise, many of Riley’s photos were duplicates or alternate shots of the same person at the same event. The ADAH removed photographs that were blurry or duplicates so that researchers using Preservica will have to sort through less bulk.

Riley made hundreds of public appearances during his tenure. He publicly signed bills, presented proclamations, and made speeches like the annual State of the State Address. He spoke at a variety of venues, from schools, to businesses, to local rotary clubs. He participated in annual events like the Thanksgiving Turkey Pardoning and the Christmas Tree Lighting. He also responded to crises in the state. Photographs of these events and others document not only Governor Riley, but the history of Alabama.

Ready to start researching?

  • Access Governor Riley’s Chief of Staff, Policy Office, and Press Office files with the ADAH Electronic Records Collections.
  • Access Governor Riley’s digital photographs in the ADAH Electronic Records Collections.
  • Access Governor Riley’s paper records in the ADAH Research Room. Paper records include clipping files, scheduling files, administrative files, correspondence files, project files, legal subject files, execution files, and more.

Sources:

Alabama Governors: A Political History of the State. 2nd edition. Edited by Samuel L. Webb and Margaret E. Armbrester. University of Alabama Press, 2014.

“Bob Riley.” Alabama Governors. Alabama Department of Archives and History. https://archives.alabama.gov/govs_list/riley.html

This initiative was supported in part by a National Historic Publications and Records Commission (NHPRC) grant to the Alabama Department of Archives and History (ADAH) and the Office of the Governor.

Updates from the Local Government Records Commission

The Local Government Records Commission (LGRC) met on October 30, 2019 at the Alabama Department of Archives and History. The Code of Alabama 1975 § 41-13-21 charges the Commission with determining “which government records shall be permanently preserved…and which may be destroyed or otherwise disposed of.” The Commission meets every April and October to approve local government Records Disposition Authorities, or RDAs. These documents outline the records that local agencies create, identify which records should be preserved permanently, and provide disposition procedures for all other records.

Obsolete Records Destruction

At the meeting, Records Management staff reported on authorized local records destruction. In fiscal year 2019, local governments submitted 761 destruction notices, totaling 37,955.31 cubic feet of obsolete records. While local governments are not required to destroy obsolete records, doing so allows governments to better focus their limited resources.

The three counties submitting notices the most frequently were Mobile County, Madison County, and Shelby County. Records Management staff conducted a large-scale training session in Huntsville early in the year, educating department managers on records law in Alabama.

County Probate Offices accounted for 27 of 74 notices and received permission to destroy 11,108.77 cubic feet (nearly 30% of the total cubic feet destroyed in fiscal year 2019).

Systematic records management supports an organization’s mission, operations, and activities. Records Management staff offer free on-site training on records disposal and other records management topics, such as the preservation of permanent records, to local government agencies. To schedule training, contact Rebecca Hebert, State and Local Records Coordinator, at becky.hebert@archives.alabama.gov.

Reformatted RDAs on the ADAH Website

The Local Government RDAs on the Alabama Department of Archives and History website have been reformatted and standardized. New indices at the end of each RDA list the page number corresponding to every record series. Because RDA record numbers may change as revisions occur, local officials should be sure to consult the most updated version of the RDA when requesting authorization to destroy records.

Any records not present may not be destroyed until the RDA has been revised to include them. If you find that a record is not covered by the RDA, contact Rebecca Hebert at becky.hebert@archives.alabama.gov.

In calendar year 2019, the LGRC approved 25 revisions or additions to Local Government RDAs.

Revised Local RDAs

The Local Government Records Commission approved revisions to the following local record series:

All or multiple local RDAs

  • “Affordable Care Act Compliance Files” (new record series for all local RDAs)

Employers are required to submit documentation to the federal government to demonstrate their compliance with the Affordance Care Act. RDAs previously did not address this documentation. In accordance with federal requirements, these records should be retained for three years after submission.

  • “Purchasing Records” (revised record series for all local RDAs)

Previously, some RDAs described this series as including “invoices for goods” and others as “invoices for services.” The description is now “invoices for goods and services” in order to broaden the scope and establish consistency across RDAs. The retention remains two years after audit.

  • “Applications and Exemptions for Utility Fee Exemptions” (revised record series for County Commissions and Municipalities RDAs)

The previous description of these records was limiting, addressing only sanitation fee exemptions. The series now addresses all utility fee exemptions. The retention remains two years following audit.

  • “Utility Equipment Rebates” (new record series for County Commissions and Municipalities RDAs)

These records document rebates which public utility companies may issue to encourage the installation, purchase, and/or use of certain utility equipment, such as water heaters and environmentally friendly appliances. The retention is two years after audit.

Boards of Education

Alabama’s local boards of education offer a free public education to every Alabama child in grades kindergarten through twelfth grade.

  • “Internal Ballots and Related Files” (New record series)

These records document the use of internal secret ballots for purposes such as electing members of budget committees and approving the budget for state allocation funds. The retention is three years.

  • “School Bus Student Rosters” (Revised record series title and description)

The previous description of these records was limiting. These records provide a list of all students on the bus arranged by morning stop number. Information in the records may include, but is not limited to, each student’s name, grade/age, morning and afternoon pick-up/drop-off time, and emergency phone number. The retention remains one year after the current school year ends.

  • “Student Transportation Arrangements and Related Files” (New record series)

These records document student transportation arrangements authorized by parents/guardians, such as whether students will ride the bus, drive a personal vehicle, or ride with other students to and from school. The retention is one year after the end of the school year in which the records were created.

County Commissions

The County Commission RDA originally covered all functions administered by county government; RDAs have since been created to cover more specific subdivisions such as County Boards of Registrars, County Probate Offices, County Taxation Offices, and Law Enforcement Agencies.

The County Commission RDA contains records covering policy, revenue collection, utility and sanitation, roads and bridges, public transportation, senior services, community development, zoning, licensing, animal control, emergency management, and routine administering operations.

  •  “Structural Condemnation Files” (New record series)

These records document the government’s determination that buildings within their respective jurisdictions are not structurally sound. The retention is five years after destruction of the building.

Law Enforcement Agencies

Local law enforcement agencies prevent, control, and reduce crime; enforce criminal law and apprehend criminals; monitor the activities of the courts and related agencies having criminal jurisdiction; and ensure public safety.

  • “Background Investigation Files” (Revised record series description)

Previously, the description only addressed background checks conducted for employment purposes. Background checks may also be performed for purposes such as housing. Moreover, law enforcement agencies may not be notified whether applicant checks are successful, a distinction previously necessary for destruction. The series now includes both successful and unsuccessful applicant files and background checks for purposes beyond employment.

  • “Inmate Commissary Files” (New record series)

These records document the request for and receipt of goods from the commissary of a correctional facility. The retention is one year.

  •  “Investigation Files (including internal affairs files)” (Revised record series description)

Previously, the retention of these records was based on the nature of the criminal offense committed. Officers may conduct investigations of deaths unconnected to a crime, such as vehicular accidents and suicides. The revision adds “death investigations” as a record type with a retention of twenty-five years after the investigation is closed.

  • “Sex Offender Registration Records” (Revised record series description)

This retention is currently phrased “5 years after residence in the county ends.” The revised description clarifies that law enforcement agencies may also destroy Sex Offender Registration files after five years following the verification of the offender’s death.

Municipalities

In the United States, “municipalities” are understood to be a city, town, or other unit of local government authorized by the state constitution or state statute. Examples of core municipal government entities include mayor’s offices, city councils, city managers, and city clerks. Municipalities also include a variety of functions such as parks and recreation, utilities, sanitation, maintenance of streets and bridges, public transportation, licensing, permitting, and zoning.

  • “Property Assessment Requests” (New record series)

These records document requests by attorneys and/or property owners for information on whether any property fees are owed to the municipality. The retention is three years.

Next Meeting

The next meeting of the Local Government Records Commission will be held on April 22, 2020 in the Regions Room at the Alabama Department of Archives and History.

Updates from the State Records Commission

The State Records Commission (SRC) met on October 30, 2019 at the Alabama Department of Archives and History. The Code of Alabama 1975 § 41-13-21 charges the Commission with determining “which government records shall be permanently preserved…and which may be destroyed or otherwise disposed of.” The Commission meets every April and October to approve Records Disposition Authorities, or RDAs. These documents outline all records that state agencies create, identify which records should be preserved permanently, and provide disposition procedures for all other records.

State Agency Outreach and Training

Records Management staff reported on state agency consultation and training sessions and permanent records transmittals to the Alabama Department of Archives and History. In fiscal year 2019, Records Management staff held a total of 62 outreach sessions with 170 attendees. Meeting topics included RDA development and revision, records management training, and permanent records transmittal.

A few highlights include:

  • November 2018: Records Management staff met with the staff from the Alabama Department of Commerce to develop an internal records management policy and conduct training.
  • February 2019: Records Management staff provided records management training for Lieutenant Governor Will Ainsworth’s staff.
  • March 2019: Records Management staff and ADAH Director Steve Murray met with staff from the Department of Mental Health to discuss the transmittal of permanent records to the Archives, including seven large ledger books containing the handwritten entries of patients admitted to Bryce Hospital in Tuscaloosa, Alabama, from 1861 to 1952.
  • June – July 2019: Records Management staff conducted 13 meetings with various divisions of the Alabama Office of Information Technology (OIT) to develop a new RDA for the agency.

Permanent Record Transmittal

In fiscal year 2019, 20 state agencies transmitted a total of 528 cubic feet of permanent paper records to the ADAH, spanning from the year 1861 to the year 2019. That’s roughly enough records to fill:

  • 264 bankers boxes or legal-sized file drawers
  • 528 copy paper boxes
  • An 8’ x 8’ x 8’ bouncy castle
  • A 4,000-gallon swimming pool

The chart below shows the “Top Ten Transmitters” of fiscal year 2019 and the amount of paper records they transmitted in cubic feet. 

The majority of the Legislative Services Agency’s transmittals included Budget Change Records, Legislative Fiscal Notes Files, and Fiscal Reference Files. The Office of the Secretary of State transmitted, among other record types, 42 cubic feet of Tract Books and 18 cubic feet of Bills and Resolutions. Transmittals from the Alabama Department of Archives and History consisted primarily of State and Local Government Agency Files. Yes, you read correctly – we transmit our permanent records to ourselves!

Two other notable transmittals are the Office of Governor Fob James, which transmitted 7 cubic feet of photographs from his administration, and the State Council on the Arts, which transmitted 18 cubic feet of Field Recordings. Read all about how we processed these audiovisual recordings in our blog post, “Preserving Alabama’s Musical Heritage: The Alabama State Council on the Arts Processing Project.”

New and Revised State Agency RDAs

The State Records Commission approved new or revised RDAs for the following agencies:

Home Builders Licensure Board (Major RDA Revision)

The Home Builders Licensure Board screens and licenses applicants who engage in residential construction and remodeling in the state of Alabama where the cost of the undertaking exceeds $10,000 and applicants who engage in residential roofing in the state of Alabama where the cost of the undertaking exceeds $2,500.

Alabama Act 2018-143, effective May 1, 2018, authorized the Home Builders Licensure Board to license roofers in addition to home builders. The RDA has been revised to reflect the board’s expanded regulatory scope.

Alabama Board for Registered Interior Designers (Major RDA Revision)

The Alabama Board for Registered Interior Designers governs the registration process for interior designers, who analyze, plan, design, document, and manage interior non-structural construction and alteration projects. Interior designers submit construction documents for commercial interior projects to building officials for review and permitting purposes.

The RDA has been revised to include the outcome of Alabama v. Lupo, an Alabama Supreme Court case which required the board’s governing legislation to be rewritten. Licensees of the Alabama Board for Registered Interior Designers are known as “registered interior designers,” in contrast to interior decorators, who focus primarily on aesthetics and do not participate in renovations or structural planning.

Alabama Department of Forensic Sciences (Major RDA Revision)

The Alabama Department of Forensic Sciences investigates unlawful, suspicious, or unnatural deaths and crimes in the state. The department provides forensic test results to members of the criminal justice system, such as Sheriffs’ Offices, in all 67 counties of Alabama.

The RDA has been revised to include mention of databases, including a federal database and in-house case management system, and to better describe several temporary record types.

Alabama Office of Information Technology (New RDA)

The Office of Information Technology (OIT)streamlines the delivery of information technology services in state government. OIT focuses on three primary mandates: IT strategic planning, IT governance, and IT resource utilization.

This RDA is new, and its listed agency subfunctions include “Promulgating Rules and Regulations,” “Planning and Promoting,” “Providing Services,” and “Inventorying.” The agency’s permanent records are associated with the agency’s role as the state’s central regulatory body for information technology and responsibility to inventory information technology assets.

Next Meeting

The next meeting of State Records Commission will be held on April 22, 2020 in the Regions Room at the Alabama Department of Archives and History.