Archives & Records Management Newsletter

Oklahoma Department of Libraries sent this bulletin at 08/17/2026 02:00 PM CDT

 

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Archives and Records Header

August 17, 2026

 

ARM Newsletter

 

I N   T H I S   B U L L E T I N

 

From the ARM Team

Corner Records

Off the Shelves

Terms to Know 

 

From the ARM Team
 

 

From the State Archives and Records Management (ARM) Team at the Oklahoma Department of Libraries

 

Transferring Records and Publications to the State Archives

 

Agencies can transfer records and state publications, including electronic records, to the State Archives once they have met their retention periods or are ready for permanent preservation. Our team can receive both physical and digital materials and help determine what is eligible for transfer.

 

There is no cost to transfer records or publications to the State Archives, and agencies retain access to everything they deposit. Our team can also assist with preparing inventories, reviewing documentation, and guiding agencies through each step of the transfer process.

 

Ready to make a transfer or have questions about the process? Contact archives@libraries.ok.gov for assistance.

  
 

  

 
 

 

Time to Review Your Retention Schedules?

 

If your agency needs to update its records retention schedules, now is a good time to get started. The Archives and Records Commission’s next meeting is October 22, and the deadline to submit proposed changes for consideration at that meeting is September 11. The sooner we hear about your proposed changes, the more time our team has to work with you and prepare them for the October agenda.

 

If your agency has records that have been damaged but have not yet met their required retention period, please let us know. We can work with you on a special records destruction authorization for the Commission to consider at its October meeting.

 

Need assistance? Contact the Records Management team at records@libraries.ok.gov.

 

 

  
 

  

 
Records Staff
 

Clearing the Way at the Records Center

 

We will be reaching out to agencies soon to request authorization to destroy records currently stored at the State Records Center that have met their retention requirements. This effort helps agencies properly dispose of eligible records while freeing up valuable storage space.

 

Jason is preparing destruction requests and palletizing authorized boxes for pickup by the Meadows. Agencies are responsible for destruction costs charged by the Meadows, but Records Center staff handle the pulling and preparation of boxes at no additional cost.

 

Regularly disposing of records that have met their retention requirements helps agencies stay compliant and avoids unnecessary storage costs, potentially saving agencies thousands of dollars each year.

 

Have questions about records stored at the State Records Center? Contact records@libraries.ok.gov for assistance.

 

 

  
 

  

 
 

 

Training with the ARM Team

 

FY 2027 is off to a great start for our training team! We have already delivered records management training sessions for Transportation, Commerce, and the Arts Council.

 

We can also provide training for records coordinators and publications officers, including guidance on the publications deposit process and mandatory deposit compliance as the end-of-year deadline approaches.

 

If your agency would like to get on our calendar, please reach out to records@libraries.ok.gov to schedule a session.

 

 

  
 

  

 
Jason

Staff Spotlight

 

Jason Gilmore is the newest member of the Archives and Records Management Team, and he brings a remarkable blend of experience and energy to our work. With 20 years in warehouse management, scanning operations, and electronic document management in the private sector, Jason has already become a steady hand in our State Records Center operations.

 

He now leads the effort to identify records that have met their retention periods and to coordinate their destruction or transfer to the State Archives, work that keeps agencies compliant and ensures the State Records Center stays efficient and up‑to‑date.

 

Outside of records management, Jason is also a published author, adding a creative dimension to the ARM team. We’re excited to have him on board!

 

 
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Account Credits Being Applied

 

We’ve identified existing Corner Records credits on some land surveyor accounts and are applying them when applicable. This helps ensure customers receive the amounts they are due and that account balances and billing remain accurate.

 

Corner Records are certified documents filed by land surveyors when they establish, restore, or reference a public land survey corner. These records help maintain accurate boundary information across Oklahoma and support consistent surveying practices statewide.

 

Have questions about Corner Records or your account? Contact corner@libraries.ok.gov for assistance.

 

 

 

 

 

  
 
Off the Shelves
 

 

Family Behind the State Capitol Model

 

Justin Van Deursen is working on the biography of Enrico Liva—an ancestor who left his mark on architecture nationwide. From the Chrysler Building and the Lincoln Memorial to Oklahoma’s own State Capitol, Enrico's breath-taking legacy as a craftsman can be found across the country.

 

For one stop on his research journey, Justin connected with ODL State Archives Manager Alyssa. Together, they explored his great grand uncle's time in our state. Alyssa pulled original photos of the State Capitol's plaster model as well as payment documents for Enrico, his brother Giovanni, and their father, Giusto. Justin was amazed to get his first glimpse at their wages.

 

Raised in a family of Italian artisans, Enrico moved to New York in 1904 and started out blasting subway tunnels. He soon became as sought-after in the states as the Livas had been internationally, turning down projects like U.S. Senate chamber panels to stay close to family. During the America250 celebration, our state archivists have been helping researchers like Justin uncover family history and highlight unsung parts of the nation's past.

 

Without talented minds and hands like those of the Livas, America might tell a very different architectural story. Enrico and other stoneworkers helped buildings, as Justin puts it, become "statements and interact visually with the public."  

   

  
 

Left: Enrico Liva adds finishing touches to a sculpted face. Middle: Enrico poses with sculpted figures. Right: Enrico with his son, Louis, who followed in his father’s professional footsteps.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 
 

 

ARC — Archives and Records Commission

The Archives and Records Commission (ARC) holds sole and exclusive authority over the disposition of all public records and archives created by state officers, departments, boards, commissions, agencies, and institutions. ARC reviews and approves retention schedules, special destruction authorizations, and other key records‑management actions for Oklahoma agencies. The Commission meets quarterly to ensure statewide consistency and compliance with statutory requirements.

 

 

 

  
 

 

 

   
 

 

 

Help Keep Your Colleagues in the Loop

 

Know someone who works with archives, records management, publications, or information governance? Share this newsletter with them!

 

Subscribers receive the latest updates from the State Archives and Records Management team, including training opportunities, helpful resources, important deadlines, and reminders.

 

 

 

  
 

  

 
 

 

  

 

 

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Questions? Email records@libraries.ok.gov.