Records Management programs have been implemented across 107 state entities (with 58% reporting). A total of 16,555.57 cubic feet of records that met their retention requirements were securely disposed of. This reduction in physical storage, equipment needs, and related staffing demands resulted in significant cost savings for the state. For entities reporting electronic records, an additional 232 TB of data was disposed of, contributing further cost savings.
Records Management has been playing a key role in advancing statewide digital accessibility efforts. Work has included outreach to agency coordinators, development of updated standards, procedures, and training materials, and evaluation of document remediation software tools. With an extended federal deadline of April 26, 2027, efforts will continue to ensure state records and forms—particularly those published on public websites—are accessible to all citizens.
Several modernization efforts improved processes and communication. Key updates included moving the master list of records coordinators to SharePoint and relocating records and state forms training materials to a dedicated Microsoft Teams site. These changes improve access to resources, enable more targeted communication, and support greater automation. Ongoing work includes enhancing the Records Management System (RMS), which houses state retention schedules, and developing data-driven metrics and dashboards to track and strengthen program compliance.
Establish Statewide Email Retention Standards: Adopt a uniform, enterprise-wide policy defining mandatory retention periods for email communications. This would support compliance with public records law, reduce litigation risk, mitigate storage costs, and improve audit readiness across executive branch agencies.
Implement a Data Tagging & Labeling Framework: Require classification of state records into defined tiers aligned with the state’s Data Classification Policy. Integrate labels with technical controls such as data loss prevention tools to reduce the risk of unauthorized disclosure, limit human error, and support regulatory compliance.
Mandate Records Management Training for All Employees: Require standardized training covering retention obligations, data classification, legal holds, and risk mitigation, including consequences of non-compliance. Training should occur at onboarding and annually thereafter to strengthen workforce awareness, align policy with practice, and ensure a defensible, auditable compliance record.