Records Management - City Clerk - City of Columbia
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The City of Columbia's Records Management division, operating under the City Clerk's office, provides storage and management services for over 4,000 permanent, temporary, and inactive records while ensuring compliance with South Carolina's Public Records Act of 1990. The division manages record creation, retention, preservation, and disposition to reduce costs and improve efficiency, utilizing techniques including microfilming, imaging, and archival restoration. Records Management also serves as the official keeper of City Council's legislative history, with historical minutes from 1883-1911 digitized and made searchable through the South Carolina Digital Library.
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Skip to main content x-twitter facebook youtube instagram flickr Back to ColumbiaSC.gov Hit enter to search or ESC to close Close Search BOARDS & COMMISSIONS RECORDS Record Management Our Mission Frequently Requested Information ELECTIONS LOBBYIST REGISTRATION search Records Management provides efficient, cost-effective permanent and temporary storage of research and reference services for permanent and inactive records held to meet legal, fiscal or administrative requirements of the City of Columbia. The City of Columbia complies with the Public Records Act of 1990, Code of Laws of South Carolina 1976, Sections 30-1-10 through 30-1-180, as amended. The South Carolina Department of Archives and History and the City of Columbia are legally charged with the responsibility for overseeing the care and maintenance of all city records. This mandate requires the Archives and the City of Columbia to insure that older, historical records are preserved satisfactorily, whether by microfilming, transfer to an archival repository, application of special restoration treatments or a combination of the above. Similarly, the records of short-term value must be identified and disposed of in accordance with an orderly timetable, allowing each record sufficient time to outlive all administrative usefulness or value before transfer to an inactive records storage center for a specified period of time, or immediate destruction. In addition, the Records Storage Facility stores over 4,000 permanent, temporary and inactive boxed records for city departments and divisions. Management techniques are applied to the creation, use, maintenance, retention, preservation, and disposition of records to reduce costs and create efficiency in record keeping. This includes the management of imaging, filing and microfilming equipment; filing and information retrieval systems; files, correspondence, reports and forms; historical documentation; retention scheduling and vital records protection. Records Management is the keeper of City Council’s legislative history and other official records of the City. The historical minutes of Columbia’s City Council covering January 1883 to December 1911, are accessible online via the South Carolina Digital Library. Thanks to the dedicated volunteers at Richland Library’s Walker Local History Center, the handwritten entries have been fully transcribed, enabling full-text search functionality. MEET THE RECORDS MANAGEMENT TEAM Moises Renteria Document Technician Moises.Renteria@columbiasc.gov (803)545.3125 © 2026 City Clerk. All Rights Reserved. x-twitter facebook youtube instagram flickr Menu Close Menu
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