Authorized Users serve as the liaison between their unit, the Records Management Program, and the State Records Center (SRC).

Who is an Authorized User?

Authorized Users are assigned to manage the records being stored at the SRC on behalf of a specific department. Each unit decides who will be the Authorized User for their area. Information about how to sign up to be an Authorized User can be found on the Records Management Program website.

What do Authorized Users do?

Authorized Users:

• Create record box labels; submit boxes to and retrieve boxes from the SRC via the SRC’s inventory system, Versatile
• Manage records for a specific department at the SRC until they reach their retention period according to the assigned records schedule
• Act as the primary contact between their department, the Records Management Program and the SRC for questions about records being stored there
• Assist with coordinating the biannual disposition of their department’s records stored at the SRC that have met their required retention period

More information about these tasks will be covered later in the training. 

Responsibilities of Authorized Users

SRC Authorized Users are assigned a unique Versatile user ID and password to manage their box inventory and are responsible for keeping this secure. This is separate from any existing state agency or University ID.

Authorized Users should never share their credentials with others or let others log in on their behalf. Sharing credentials can result in having an Authorized User’s access privileges revoked. If someone is not an Authorized User, and simply needs to request records as a one-off situation, they should work with their unit’s Authorized User, rather than requesting the records themselves or requesting to be an Authorized User. 

Authorized Users should keep their contact information updated with the SRC. The SRC uses this information for mailing record box labels, picking up and dropping off boxes, and contacting you about your inventory.  

Authorized Users also have the responsibility of notifying the Records Management Program if they are leaving their position or their duties have changed, and they no longer require Authorized User access.