Records Management Training By Salvador Barragan

Why are we here? To reduce costs To comply with laws and regulations requiring the preservation of documents To facilitate access to records LITIGATION

To reduce costs

To comply with laws and regulations requiring the preservation of documents

To facilitate access to records

LITIGATION

Responsibility University Archivist: permanent historical documents University Counsel: legal nature of records and their retention. Department Heads: all records within their department. Read: “Records, Whose Responsible.”

University Archivist: permanent historical documents

University Counsel: legal nature of records and their retention.

Department Heads: all records within their department. Read:

“Records, Whose Responsible.”

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

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

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 .

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 .

Commonly used Series Titles Correspondence Minutes Reports (budget, financial, annual, special, etc.) Journals Ledgers

Correspondence

Minutes

Reports (budget, financial, annual, special, etc.)

Journals

Ledgers

Best Practices general rules to follow. What records does your office officially create? What records do you have? What records do your employees create? Match both official records and non-official and list them.

What records does your office officially create?

What records do you have?

What records do your employees create?

Match both official records and non-official and list them.

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

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

Hands on exercise

Schedule and Forms

Records Disposal Records Destruction Records Destruction Form

Records Destruction

Records Destruction Form

Records Transfer Transferring to the Archives Records Transfer form

Transferring to the Archives

Records Transfer form

Records Inventory Records Inventory Form

Records Inventory Form

Tools Glossary YSU Archives Records Management Website/Blog YSU Archives Blog

Glossary

YSU Archives

Records Management Website/Blog

YSU Archives Blog