Department Procedures

Sarpy County

Records Management

Instructions/Guidelines 
 

Public

Public Records/Data

Public Record Request

Internal Use  (Sarpy County Employees ONLY)

Transfer Records to the Records Center

  • Fill out a  Box Content Form for each box and place it into its corresponding box.  We also encourage departments to provide content LISTS for each box (  Content List EXAMPLE ). Email recordsrequest@sarpy.com and include the number of boxes you would like transferred to the records center and any content LISTS you created.  The Records Management department will submit a work order to have the boxes picked up and delivered to the Records Center.
    • Please do not write on the outside of boxes.
    • Folders should be placed upright so all tabs are visible.
    • Do not over-pack boxes.  Leave approximately 1-2 inches of empty space to allow for easy access.  If additional files will be added at a later time determine the appropriate amount of space that should be left to allow for the files.
    • Include only one record series per box.  A record series is a group of related records that should be retained for a similar length of time.

Request Records

  • Send a request to recordsrequest@sarpy.com .  Please include the title of the document you are requesting in the subject line and any other important information in the body of the email.  A staff member will respond when the record is ready to be picked up.  When requesting an entire box of records a work order will be submitted to have it delivered to your office.  If you do not recieve a response within 30 minutes please contact the records department by phone. *IF you are requesting a record that belongs to another department you MUST contact that department & have them submit the request to us*
Order Boxes
  • Email recordsrequest@sarpy.com & include the number of boxes you need.  The records staff will submit a work order to have the boxes delivered to you.

 

Permanently Remove Records

 

Request Scanning Services

  • Scanning services are offered to all departments within the County at no cost.  Contact the Records Management department to request services.

Dispose of Records

  • The Records Management department offers annual secure shredding for records stored in the Records Center that have met their required retention.  A destruction form will be sent to each department that includes records due for destruction.  *no records will be destroyed unless signed off on by the department*