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The way that agencies have been depositing records at the
Colorado State Archives is changing! As part of a pilot
project to develop an automated inventory system, the
Archives is accepting electronic Public Records Register
data from agencies when a deposit is made. We have
interviewed numerous agencies and the Archives staff to
develop our new system that will hopefully be easy for
agencies to use and will result in a deposit and inventory
system that will be more efficient and customer friendly.
Support help will exist on the E-Register forms as well as
on this "Help Page". Should you have any additional
questions please contact the Colorado State Archives at:
303-866-2550 or
archives@state.co.us.
Electronic Register
(E-Register) Submissions
When your agency has the approval of the State
Archivist to deposit records in the Archives, you will be
responsible (as in the past) for providing information
about the deposit and the specific records that you are
sending to us. In the past this has been in the form of a
hard-copy "Public Records Register." It is this form that
we are automating.
Your Electronic Register (E-Register) will consist of
two files for each record series/subseries that you are
depositing. (See glossary for definition of "Record
Series/Subseries"). The purpose of the first
file will be to provide agency and series information. This file is
available to you on-line as a Microsoft Word form called
"EFORM XXXX.doc". You will rename
and save this form so that the x's are replaced with a meaningful identifying name for the
E-Register. If the information on this file does not
change from one deposit to the next you will not have to
fill it out again until the information does change.
The purpose of the second file is to list specific
information about each of the containers for each series
deposit. You may download either the on-line Microsoft
Word or Excel file for this part of the E-Register
although we do prefer that you use the Excel format. The
Microsoft Word and Excel Spreadsheet files are
called, "ELIST XXXX.doc"
or "ELIST XXXX.xls"
which you will rename so that it corresponds with the name
of the first file.
The links below will take you to other Help Pages and
the E-Register files.
EFORM XXXX.doc
ELIST XXXX.doc
ELIST XXXX.xls
ELIST MD
XXXX.xls
ELIST MD
XXXX.doc
Glossary of Terms
Official Agency Names Examples
On-line State Agency Records Management Manual (including
Higher Education)
On-line Municipal Records Management
Manual
On-line School District Records
Management Manual
On-line Special District Records
Management Manual
Agency Specific Records Disposition
Schedules
Archives Box Description and Where to Order
E-mail Address to Send Files:
archives@state.co.us
(Please put "E-Register" in Subject Line)
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