Archives & Records Management Newsletter

Oklahoma Department of Libraries sent this bulletin at 10/15/2026 08:00 AM CDT

 

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Archives and Records Header

October 15, 2026

 

ARM Newsletter

 

I N   T H I S   B U L L E T I N

 

From the ARM Team

ARC Meeting

Input Requested

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

 

 

Oklahoma Publications Clearinghouse Annual Reporting Reminder

 

It’s getting close to that time of year! State agency publications officers should begin preparing their annual publication lists for submission to the Oklahoma Publications Clearinghouse (OPC).

 

By January 31, 2027, all state agencies, boards, and commissions must submit to the Oklahoma Department of Libraries (ODL) either a list of publications issued in 2026 or a statement confirming that no publications were issued.

This reporting requirement is outlined in state statute and administrative code (62 O.S. §34.11.3, 65 O.S. §3-114, and OAC 405:20-5-2).

 

We’ll send additional reminders as the deadline approaches.

 

If you have any questions, please contact samuel.johnson@libraries.ok.gov.

 

  
 

  

 
 

 

December 17 Deadline: Submit Records Requests for Commission Approval

 

Need to update your agency's records retention schedule or request authorization to destroy records? The Archives and Records Commission reviews and approves these requests, helping agencies manage their records in accordance with state requirements.

 

The next Commission meeting is anticipated for January 2027. Submit your requests by December 17, 2026, to be considered for the meeting agenda.

 

Requests may include:

  • Updating an existing records retention schedule

  • Creating a new retention schedule

  • Requesting special authorization to destroy damaged records that have not yet met their retention period

  • Requesting authorization to destroy records that are no longer covered by a retention schedule

Have a request? Contact records@libraries.ok.gov by December 17 to begin the submission process.

 

The January meeting date will be confirmed following approval by the Commission.

 

 

  
 

  

 
Haskell Files Before and After
 

 

Governor Haskell Collection Reprocessing Complete

 

The Governor Haskell Collection Reprocessing Project is officially complete! The collection contains the papers of Charles N. Haskell, Oklahoma’s first governor, and has undergone its first reprocessing in more than 50 years.

 

The project involved rehousing records in new, acid-free folders, removing metal and plastic fasteners, organizing folders, straightening documents, and applying special preservation techniques to fragile materials.

 

These efforts will help protect an important part of Oklahoma’s history and ensure the collection remains accessible to researchers and future generations.

 

 

  
 

  

 
 

 

Big Progress on State Records Center Cleanup

 

September was a productive month for the State Records Center team! Staff coordinated the destruction of 189 boxes of records, received 63 boxes for storage, and reviewed 2,234 boxes identified as eligible for destruction under approved records retention schedules.

 

The team is now working with agencies to obtain final authorization for the destruction of eligible records. These efforts help agencies reduce storage costs, meet records retention requirements, and minimize risks by ensuring records are properly disposed of when they are no longer required.

 

Thank you to our agency partners for helping keep Oklahoma's records management programs efficient, compliant, and well managed.

 

 

  
 

  

 
ARC Meeting on October 22
 

 

The Archives and Records Commission will be:

 

Thursday, October 22, 2026
11:00 a.m.

 

Oklahoma State Capitol
2300 N. Lincoln Blvd., Room 100
Oklahoma City, OK

 

Download the Meeting Agenda and Packet

 

Want to stay informed about future meetings? Sign up to receive meeting notifications.

 

For more information, visit the Archives and Records Commission webpage.

 

  

 

Input Requested
     
 

 

Administrative Code Revisions Underway

 

The Archives and Records Management (ARM) Division is working on revisions to Oklahoma Administrative Code Titles 60 (Archives and Records Commission) and 405 (Department of Libraries). Proposed updates address State Records Center operations, records coordinator responsibilities, records destruction procedures, and ODL fee schedules.

 

We welcome input from our agency partners! If you have records management challenges, concerns, or suggestions you would like considered during the revision process, please contact ARM Director Patricia Nunes at patricia.nunes@libraries.ok.gov. Your feedback will help ensure these updates are practical, effective, and responsive to agency needs.

 

Additional information, including opportunities for public comment and details about a public hearing, will be shared in the December ARM Newsletter.

 

 

  
 
Off the Shelves
 

 

Discover the America250 Collection

 

This American Archives Month, discover the earliest years of the State Library. It all began with "two good reading tables, two chairs, one book-case, and a stove," according to Territory Librarian George H. Dodson. In his 1898 report, Dodson requested more chairs as well as a second stove for cold, winter months. He hoped to create a welcoming space for customers.

 

His vision included fresh collections, from art and history to science and medicine. The goal was a place where all kinds of interests and life-skills could spark. Before 1898, the State Library mainly provided books on law and legislation. This tradition of supporting Oklahoma decision-makers is still strong today and has expanded to meet modern needs. Libraries never stop growing to support customers in the next chapter—whether that chapter is personal, professional, or a national milestone.

 

This fascinating snapshot comes from the America250 collection, which gathers 250 items that played a part in shaping our state and the nation. Check out the rest of Dodson's report, discover authors, research civil rights progress, or go back in time with fascinating photos. Reflect on American history through an Oklahoma lens.

 

 

 

   

  
 

Three historic Oklahoma photographs from the America250 Collection. Left: Four men, including Apache leader Geronimo and three local lawyers, stand together on a street in Lawton, Oklahoma, in 1906. Center: Customers gather outside the Red Store trading post at Fort Sill, Indian Territory, on September 15, 1890. Right: A crowd gathers in Purcell, Oklahoma, to watch citizens form a star in celebration of statehood on November 16, 1907.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 
 

 

Essential Record

Imagine your agency had to respond to a tornado, fire, flood, or other emergency tomorrow. What records would you need to keep things running?

 

Those may be your essential records. Oklahoma law (O.S. 67 § 203) identifies these as records needed to keep government operating, protect people’s rights and interests, or help an agency get back to business after a disaster.

 

Quick question to ask yourself: What records would we need if something went wrong tomorrow?

 

  
 

 

 

   
 

 

 

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.