The records custodian's work
A records custodian looks after the town's records once they exist. In Chiban the job covers Right-to-Know requests, redaction, the retention schedule, approving disposal, legal holds and archival copies. In a small town the custodian is often the clerk too, so one person may hold the land use staff role as well.
Where each job lives
The custodian's staff menu has Preservation, Legal holds, Right-to-Know, Retention and Data export. Disposed records has no menu entry. Open it from the Retention page.
| The job | The page | Who can do it |
|---|---|---|
| A request arrives and needs a first response | Log and answer a Right-to-Know request | Land use staff and records custodians |
| Records are ready to go to the requester | Release records and close the request | Land use staff and records custodians |
| A document has to be shown with parts blacked out | Redact a document | Land use staff and records custodians |
| Records are old enough to dispose of | Retention and disposal | Land use staff and custodians propose a batch. Only a custodian approves it. |
| Litigation or a dispute means records must be kept | Legal holds | Administrators and records custodians |
| A document has no archival copy | Archival copies | Land use staff, administrators and records custodians |
The roles and permissions reference lists every permission and the roles that have it. Data export is covered in the export archive format.
Trying these pages in the demo
The demo has no records custodian sign-in. Most of this section can be tried as Sam Clerk, who holds the land use staff role: the Right-to-Know log, redaction, the retention list, proposing a batch and the preservation list. Legal holds opens as Avery Admin. Approving a disposition batch needs the custodian role, so nobody can do that step in the demo.