The Records Management Department (RMD) seeks to merge technology and efficiency for CSKT departments by offering expertise in records management fundamentals.
The RMD mission is to develop and manage an organization-wide records management system to achieve a higher level of self-governance in this important area of federal regulation. RMD supports the Tribes’ sovereign right to self-govern by regulating the creation, retention, use, and disposition of official records of tribal resources, information assets, and cultural assets.
Our goal is to establish an electronic records management system (ERMS) to enable efficiency with secure and controlled access, improve accuracy of information assets with version management, and provide a standard approach for records retention. By accomplishing these goals, RMD will support paper reduction cost savings and enable managers to transition into the digital records management environment of this present technological age. The RMD will assist in maintaining the records lifecycle within the organization; this includes the inventory, storing, accessing, scanning, and disposition of documents.
Department Head: Charmel Gillin
Phone: (406) 675-2700 ext. 1037
Email: charmel.gillin@cskt.org
Hours: Mon-Thurs 7:00am – 5:30pm
Campaigns & Initiatives
High Quality Customer Service
The RMD has set a goal to establish collaborative and professional relationships with records management teams at local governments and organizations to improve communication and networking for the purpose of serving the public. This goal will begin with developing the ERMS and equipping the CSKT with the policy and procedure structure most capable of accomplishing CSKT objectives.
As public records are identified within CSKT and accessibility points are refined, we will strive to host links to other local government record keepers to add a higher quality of service for our constituents.
Eligibility:
The Records Management Department will support CSKT departments, employees, contracted personnel, and stakeholders who create, access, or store files regarding CSKT business transactions, cultural or historical assets, citizenship, and other records of special purposes unique to the Flathead Nation. Service requests are initiated by CSKT officials and approved through CSKT Records Management policy and procedures.
Permits/Licenses/Applications/Forms:
RMD is a new and developing area of support service to CSKT. It is being built with the range of expertise capable of transitioning from legacy systems which have supported CSKT for a “good” long time. RMD staff are supported to obtain national certification status and security levels necessary for the most sensitive and confidential data. We will pursue these credentials and remain qualified to support the needs of CSKT and its citizens with professional, technical, and legal expertise.
Campaigns & Initiatives:
High Quality Customer Service
The RMD has set a goal to establish collaborative and professional relationships with records management teams at local governments and organizations to improve communication and networking for the purpose of serving the public. This goal will begin with developing the ERMS and equipping the CSKT with the policy and procedure structure most capable of accomplishing CSKT objectives. As public records are identified within CSKT and accessibility points are refined, we will strive to host links to other local government record keepers to add a higher quality of service for our constituents.
Frequently Asked Questions
To Be a Record (or not to be) — trusted guidance for record storage or disposal
Definition of a record: All files documenting your primary objectives to accomplish the tribal government’s activities and decisions. Certain files or documents may also bear a cultural or legal value and should be considered permanent or archival, depending on authenticity, perceived cultural quality, or if there’s a possibility for legal challenges to the topic. Some records are considered “trust” records because of the applicability to a resource managed by CSKT under federal government (93-638) contract, in trust, for the CSKT or an individual member of the CSKT, or other tribe. “Trust” records or resources are also under the authoritative oversight of the Bureau of Indian Affairs, Flathead Agency.
Consider what the information is, and how it’s being used.
Non-records fail to meet the conditions of records status. What would be an example?
Examples: an email from an unrelated party which is clearly junk mail and not of legal interest; extra copies of documents, such as a reproduction of an ordinance, resolution, procedure, or other extra copy used for easy reference; a copy of reference material which is not accomplishing your primary objectives; copies of financial records in your possession which are also primarily retained by the Central Accounting Office.
If you’re unsure whether it’s a record, treat it as a record and contact your records specialist or other management authority for a decision.