Recordsmgttraining 2

1,021 views

Published on

Published in: Education, Technology
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
1,021
On SlideShare
0
From Embeds
0
Number of Embeds
9
Actions
Shares
0
Downloads
27
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • Recordsmgttraining 2

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University Archivist: permanent historical documents 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

    ×