Information for City Agencies
City Archives
The City Archives & Special Collections serves as the official repository for the records of the New Orleans city government (See Home Rule Charter of the City of New Orleans, 94:36-41). The Archives is charged with preserving, organizing, and providing equitable access to the materials transferred to the City Archives’ collection. This includes records of the creation of the city’s government, of past mayoral and city council administrations, records from city agencies, and will eventually include records from current and future administrations. Please contact the City Archives to discuss your agency’s records and archival transfers.
Once the Archives receives records, they are inventoried, processed, and described on our website. We create finding aids for the public to search and request materials to view. Photographs are digitized, digital records are organized, and we create exhibits to highlight collection materials. Browse the categories above to view how city records are described in our collection.
What materials are the Archives interested in?
Both official records and non-records can have historic value and are included in the city archives collection. Below are some examples of types of records and non-records that the Archives is interested in. This list is not exhaustive, and materials are evaluated on a case by case basis. Be sure to contact us prior to disposing of any materials. We are happy to schedule a visit to assess your agency’s holdings.
Records Management
Records Management provides the foundation for a successful archives by promoting the seamless transfer of records from originating agency to the archives, ensuring that valuable materials are not lost or discarded. Because the City of New Orleans does not have a Records Management Program at this time, it falls to the individual agency to work with both the City Records Officer and State Archives regarding the management and disposal of their own records. The City Archives can provide support to city agencies in developing policies that promote responsible retention, preservation, and destruction of city records. City Agencies must obtain approval from both the City Records Officer and the State Archives prior to disposing of any records, as outlined in R.S.44:411.
Public Records Law
The Louisiana State Public Records Law (R.S.44) gives direction for the preservation, retention, and disposal of public records. This will provide helpful information when drafting your agency’s records retention schedule.
Louisiana State Archives
The Louisiana State Archives functions as the repository for the government records for all Louisiana municipalities excluding New Orleans. The City Archives works cooperatively with the State Archives to manage City of New Orleans records, but it is the State Archives that has ultimate approval authority on retention schedules and disposal requests.
