Wyoming
State Archives

Approved by the Wyoming State Parks and Cultural Resources Commission on January 18, 2001.

Mission: The Wyoming State Archives exists to ensure that all citizens have ready access to the documentary resources reflecting Wyoming's history and governmental functions.

Function: The State Archives maintains the institutional memory of Wyoming Government by identifying and ensuring the preservation of records that document the Government's work and impact. Two sets of statutes affect the WSA. One is the state's Public Records Act (W.S. 16-4-201 through 16-4-205), which defines public records and stipulates how government records custodians must make them available to the public. This act also specifies those government records that are not available for public use. The second group (W.S. 9-2-401 through 9-2-419) assigns WSA a wide range of management responsibilities, including securing state records in a central archives, setting records retention periods, operating a state records center, and managing a centralized micrographics program.

While the functions of the State Archives have been consistent since the inception of the program in 1957, many new factors have arisen in recent years which are driving the program in new and varied directions. The growth of government programs and services has resulted in an increase in the number of public records which must be properly managed and maintained. The advent of word processors, photocopiers, fax machines and desktop computers has geometrically increased the amount of paper which must be managed. In addition, the Wyoming State Archives must also contend with evaluating and preserving electronic records created by governmental programs. These include everything from relational databases to spreadsheets; word processing files to electronic mailings. All are records which must be managed and maintained to assure public accountability of government programs at the state and local levels.

WSA is a small program within state government, but it has significant impact on all government functions and ultimately, on all citizens that government serves. Archival records must be managed in perpetuity. Once a decision is made to archive a record, whether in electronic format, microfilm or paper, the records must be maintained and accessible for hundreds of years.

Good stewardship of these records is a critical priority and requires that WSA:

• identify, appropriately schedule and manage records and information for as long as needed;
• acquire and utilize appropriate technologies and equipment to ensure preservation of and accessibility to documentary resources;
• train and educate staff and other records managers in best practices and standards;
• provide and promote responsible public access to Wyoming's records and history;
• regularly evaluate and fine tune management practices to accommodate changing technologies and governmental and public needs.

Goal I: Identify, appropriately schedule and manage records and information for as long as needed.

Objective A: Manage the permanent historical records.

STRATEGIES:

1. Properly manage the accessioning and deaccessioning of non-government collections.
2. Review and purge non-permanent records stored with permanent records.
3. Review records to determine if they have enduring value or should be evaluated for destruction.
4. Adequately describe and inventory collections to provide access to information and promote their use.
5. Properly and safely store records.

Objective B: Assist state and local government agencies in analyzing and scheduling records.

STRATEGIES:

1. Plan and implement process and activities necessary to conduct a successful records management project to analyze records and adopt retention schedules.
2. Working with state or local government personnel, inventory the records obtaining all possible information necessary to establish their value and retention period.
3. Using all possible sources and criteria, analyze the record to determine if proposed retention period is adequate.
4. After approval by agency of record, submit records retention requests to the State Records Committee (SRC) for review and their recommendations.
5. Advertise and conduct a public meeting with the SRC members, to allow input on retention requests, at which time final approvals are obtained.
6. Finalize minutes of meeting and distribute newly adopted retention schedules to appropriate agencies and interested patrons.

Objective C: Operate the State Records Center.

STRATEGIES:

1. Provide temporary low-cost storage for semi- and inactive state agency records which are not yet eligible for destruction.
2. Provide temporary storage for permanent state government records which are too active or research use by the agency is high, or staff is not available to microfilm them.
3. Maintain a quality storage facility.
4. Process requests to destroy stored records when their legally established retention period is met, and provide facilities/methods to properly destroy the records received from other units and other state agencies.
5. Using whatever resources are necessary, insure that research requests are responded to within 24-hours, and emergency requests within one hour.

Objective D: Establish and operate an electronic records management program.

STRATEGIES:

1. Participate in planning with state and local government agencies considering the use of electronic document imaging systems or establishing new data base systems.
2. Investigate the characteristics of a WWW web page and determine how a web page lends itself to the retention process.
3. Analyze and prepare retention schedules on electronic data bases, as resources allow.
4. Become involved and participate in committees and agencies developing electronic commerce within Wyoming to insure the disposition and preservation of information that is part of the system.
5. Work with consultants, directors, Attorneys, Auditors, records and information managers, and employees, to plan and develop strategies necessary to protect Wyoming from law suits relating to the use, storage, and disposition of electronic records.

Goal II: Utilize appropriate technologies and equipment to ensure preservation of and accessibility to documentary resources.

Objective A: Manage a centralized micrographics program.

STRATEGIES:

1. Insure that established criteria and legally established retention schedules require that the records are to be microfilmed.
2. Properly transfer records for microfilming, and ensure their arrangement/sequence.
3. Produce the best quality microfilm from the equipment available.
4. Process/develop internally produced microfilm and other state agency microfilm in accordance with International standards and State of Wyoming standards.
5. Insure that the microfilm is a quality product, and then destroy, if legally permitted, the paper.
6. Label storage media, distribute original and research copies, and enter index information into data base, including location information of the original and copy.
7. Provide resources and facilities to duplicate and sell microfilm copies.
8. Receive and maintain camera security microfilm negatives from state agencies and local government offices in a secure, environmental controlled vault.

Objective B: Operate a document conservation laboratory.

STRATEGIES:

1. Evaluate and provide for the conservation of historical materials that need to be stabilized or repaired.
2. Utilize facilities and staff as much as possible, to train other WSA employees and those from other agencies.
3. Develop plans and seek methods or other resources to identify, preserve and make accessible images contained on nitrate negatives.

Objective C: Manage a centralized photographic program

STRATEGIES:

1. Develop a plan for curation and management of the photographic collection.
2. Provide photographic reproduction services.
3. Develop a strong partnership with the State Historic Sites.

Goal III: Train and educate staff and other records managers in best practices and standards.

Objective A: Establish and maintain partnerships for training programs.

STRATEGIES:

1. Collaborate with the training unit of the Dept. of Administration and Information and other agencies to provide adequate training relating to the Governor's Executive Order and the State's E-mail policy, and how to manage word processing files.
2. Participate in and sponsor records and information management workshops, seminars, and tours, that will provide education to state and local government employees, and potential employees, and, within reason and depending upon resources, educate the public about services, resources, and proper management and preservation of permanent and non-permanent media.
3. Investigate, and when and if possible, do whatever can be done to educate state and local government employees and elected officials, as to the need to properly manage electronic records.
4. Collaborate with other state agencies and the University of Wyoming to develop proposals, obtain grants, and implement programs to assist local government entities in preserving their collections.

Objective B: Develop an in-house plan for training staff.

STRATEGIES:

1. Although resources are not available to meet the needs of training in-house staff, develop plans and seek outside resources that will allow some training of all staff over a period of time.
2. Attempt to use in-house resources to provide minimum training of staff on the current data processing software systems that are installed.
3. Co-sponsor or collaborate on training programs that will allow staff to attend at a reduced price or for free.

Objective C: Investigate and promote methods that ensure professional standards are adhered to, and best practices are followed.

STRATEGIES:

1. Cooperate with other state agencies and organization, and form partnerships with them for the protection and management of Wyoming cultural resources.
2. Communicate and conduct information meetings with leaders of other federal, state and local governments, businesses, and professional organizations.
3. Establish a State Records Management Work Group, and work with the group to assess methods to improve the management of state records.

Goal IV: Provide and promote responsible public access to Wyoming's records and history.

Objective A: Make it possible for anyone to access Wyoming's archival records from anywhere.

STRATEGIES:

1. Assist the State Historical Records Advisory Board (SHRAB) as they meet and identify methods to enhance the state's education and outreach as it pertains to historical government and private records, and promote the use of the Society of the American Archivists (SAA) - endorsed standards for archival finding aids.
2. Using whatever resources are available, research requests should be responded to within 24-hours, and emergency requests within one hour.
3. Using resources of the department's Information Technology unit, and any other resources that can be utilized, plan, develop, and implement data bases that allow easy access and knowledge of permanent records that are maintained, and correct existing data bases to make them easier to use.
4. Investigate copyright issues and software capabilities, in order to provide access to collections, including historical photographs, on and thru the Internet.

Objective B: Tell the world who we are and what we have available.

STRATEGIES:

1. Evaluate and update website information and outreach activities to provide for needs of researchers outside of Cheyenne, and to promote the Archives' collections and services.
2. Enlist the help and support of the division's public information officer, to help tell the world who we are and what we have available.
3. Enter records into a statewide (WYLD) and/or national (OCLC) library system.

Goal V: Regularly evaluate and fine tune management practices to accommodate changing technologies and governmental and public needs.

Objective A: Evaluate the quality of all program services.

STRATEGIES:

1. Ensure that confidential records or restricted information is protected.
2. Monitor the destruction of records, insuring that the destruction is performed satisfactorily.
3. Conduct surveys of customers, compile results, and report findings.
4. In order to provide quality services, evaluate and monitor space, equipment, and human resource needs, and make recommendations for solutions if quality of service is threatened.
5. Continue to review, plan, and implement any strategies necessary to satisfy all of the recommendations of the Legislative Services Office's program audit.
6. When received, review the preservation consultant's report that was funded by the National Endowment for the Humanities, and respond to the needs that were identified relating to the archival storage conditions.
7. Monitor daily temperature and relative humidity readings in the environmental controlled microfilm/photo and records vaults, and require adjustments or repairs when necessary.
8. Inspect microfilm and photographic negatives to determine if there are problems that are affecting the film's life expectancy.

Objective B: Identify resources needed to improve services and maintain a quality program.

STRATEGIES:

1. Assist with identification and correction of remaining Barrett Building construction/remodeling issues including the security.
2. Review and approve purchases that benefit the entire program.
3. Prepare budget for the next biennium that matches current and future program needs.
4. Collaborate with the Wyoming State Library and the American Heritage Center, University of Wyoming, and review shared responsibilities and determine avenues for enhancing services.
5. Participate on the Confidentiality of Records Committee and work to resolve legal issues relating to access of public records.
6. Draft legislation as directed or needed, and monitor its progress and testify as to its need and value, keeping all interested parties informed as to its progress and value.