Recordsmgttraining 2
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Recordsmgttraining 2 Presentation Transcript

  • 1. Records Management Training By Salvador Barragan
  • 2. Why are we here?
    • To reduce costs
    • To comply with laws and regulations requiring the preservation of documents
    • To facilitate access to records
    • LITIGATION
  • 3. Responsibility
    • University Archivist: permanent historical documents
    • University Counsel: legal nature of records and their retention
    • Department Heads: all records within their department
    • Read: “Records, who is Responsible.”
  • 4. Records Management Objectives
    • Create policies, classification system and retention policy
    • Assigning responsibilities and authorities
    • Develop a records storage plan
    • Identify and classify new records
    • Coordinate access and circulation of records within and even outside of an organization
    • Execute a retention policy to archive and destroy records
  • 5. What is a record?
    • Record: The result of recording or preserving information on any media with the intent to preserve information that reflects the position or business of an organization.
    • See: Legal and operational definitions of a record
  • 6. Commonly used Series Titles
    • Correspondence
    • Purchase Orders
    • Minutes
    • Reports (budget, financial, annual, special, etc.)
    • Journals
    • Ledgers
  • 7. Best Practices general rules to follow.
    • What records does your office officially create?
    • What records do you have?
    • What records do your employees create?
    • List both official records and non-official
  • 8. Best practices continued
    • Take list and classify them in the most general terms (use the records retention schedule)
    • Write final destruction year and disposition on each file folder
    • Keep identical destruction year folders together or put back in original order
    • Fill out destruction forms or transfer forms depending on whether records have met their final disposition
  • 9. Hands on exercise
  • 10. Records Inventory
    • Records Inventory Form
  • 11. Records Disposal
    • Records Destruction
    • Records Destruction form
  • 12. Records Transfer
    • Transferring to the Archives
    • Records Transfer form
  • 13. Tools
    • Glossary
    • YSU Archives
    • Records Management Blog
    • YSU Archives Blog