This document provides an overview of record management and retention schedules. It explains that a retention schedule lists records an office generates and provides instructions for how long to retain them and whether they should be destroyed or transferred to the archives. The schedule helps offices comply with legal requirements to appropriately manage records. It also outlines some key record management terms and concepts, such as the difference between official records and reference copies, legal holds, and the responsibilities of employees to follow the schedule.
This document provides an overview of records management. It defines records management as the systematic control of records creation, maintenance, use and disposition. It discusses records lifecycles, retention schedules, and the importance of schedules for the proper management of records according to state law. Benefits of records management include operational efficiency, compliance with legal requirements, and protection of records and information. The document provides guidance on key records management topics such as reference copies, legal holds, and the role of the records schedule.
Designing A Compliant Record Retention Policyrlhicksjr
This document discusses key topics in designing a compliant record retention policy, including retention issues, destruction issues, systems, and data structures and organization. It notes that a retention policy involves a formal written policy statement, retention schedule, and procedures. Retention requirements can vary across jurisdictions and authorities. When destroying records, documentation is important, and outsourcing destruction requires understanding the vendor's definition of destruction. Designing an effective policy requires understanding a client's data structures, such as what records exist, where they are located, and how they are managed.
An enrolled agent (EA) is a federally-licensed tax practitioner who specializes in taxation and has unlimited rights to represent taxpayers before the Internal Revenue Service. The National Association of Enrolled Agents (NAEA) website at www.naea.org allows you to search for an EA by location, specialty, and other criteria or call their referral service at 800-424-4339. Records related to taxes and business finances should generally be kept for 7 years after filing or the transaction date while some documents like tax returns, contracts, deeds, and financial statements should be kept permanently.
The document discusses policies and procedures for managing records retention programs, including what records to keep, where to store them, and for how long. It describes different types of records, conducting records inventories, using RFID technology, developing retention schedules, retrieving and transferring records, and destroying records at the appropriate time according to procedures. The role of a records center in housing inactive records and its control processes are also outlined.
Master copy ev.cloud email retention training presentationLibert Pichardo
The document provides training on Miami-Dade County's new email retention solution called Symantec Enterprise Vault Cloud (EV.cloud). It announces that EV.cloud has been acquired and implemented as the standardized email archiving solution for the County. The training covers key topics about email retention including that emails are considered public records under Florida law, the purpose of applying record series and retention schedules, and strategies for properly tagging emails with the appropriate retention tags in EV.cloud to comply with records retention requirements.
Records Retention and Destruction Policies 2015Richard Austin
Overview of records retention and destruction policies including why have an RRDP, issues to consider in developing an RRDP and steps in developing an RRDP
This document provides an introduction and overview of electronic records management for California state government agencies. It defines key terms related to electronic records and records management systems. It discusses the importance of developing an electronic records management program and plan, including reviewing requirements, training, documenting existing systems, conducting a records inventory and appraisal, and obtaining approval for records retention schedules. The document provides guidance on various aspects of electronic records management such as creating, organizing, and arranging electronic files and records series. It also covers ensuring electronic records integrity, database management, hardware and data security, disaster preparedness and recovery, storage media care, and legal issues. The overall aim is to help agencies improve their electronic recordskeeping practices to meet statutory requirements.
This document provides an overview of records management. It defines records management as the systematic control of records creation, maintenance, use and disposition. It discusses records lifecycles, retention schedules, and the importance of schedules for the proper management of records according to state law. Benefits of records management include operational efficiency, compliance with legal requirements, and protection of records and information. The document provides guidance on key records management topics such as reference copies, legal holds, and the role of the records schedule.
Designing A Compliant Record Retention Policyrlhicksjr
This document discusses key topics in designing a compliant record retention policy, including retention issues, destruction issues, systems, and data structures and organization. It notes that a retention policy involves a formal written policy statement, retention schedule, and procedures. Retention requirements can vary across jurisdictions and authorities. When destroying records, documentation is important, and outsourcing destruction requires understanding the vendor's definition of destruction. Designing an effective policy requires understanding a client's data structures, such as what records exist, where they are located, and how they are managed.
An enrolled agent (EA) is a federally-licensed tax practitioner who specializes in taxation and has unlimited rights to represent taxpayers before the Internal Revenue Service. The National Association of Enrolled Agents (NAEA) website at www.naea.org allows you to search for an EA by location, specialty, and other criteria or call their referral service at 800-424-4339. Records related to taxes and business finances should generally be kept for 7 years after filing or the transaction date while some documents like tax returns, contracts, deeds, and financial statements should be kept permanently.
The document discusses policies and procedures for managing records retention programs, including what records to keep, where to store them, and for how long. It describes different types of records, conducting records inventories, using RFID technology, developing retention schedules, retrieving and transferring records, and destroying records at the appropriate time according to procedures. The role of a records center in housing inactive records and its control processes are also outlined.
Master copy ev.cloud email retention training presentationLibert Pichardo
The document provides training on Miami-Dade County's new email retention solution called Symantec Enterprise Vault Cloud (EV.cloud). It announces that EV.cloud has been acquired and implemented as the standardized email archiving solution for the County. The training covers key topics about email retention including that emails are considered public records under Florida law, the purpose of applying record series and retention schedules, and strategies for properly tagging emails with the appropriate retention tags in EV.cloud to comply with records retention requirements.
Records Retention and Destruction Policies 2015Richard Austin
Overview of records retention and destruction policies including why have an RRDP, issues to consider in developing an RRDP and steps in developing an RRDP
This document provides an introduction and overview of electronic records management for California state government agencies. It defines key terms related to electronic records and records management systems. It discusses the importance of developing an electronic records management program and plan, including reviewing requirements, training, documenting existing systems, conducting a records inventory and appraisal, and obtaining approval for records retention schedules. The document provides guidance on various aspects of electronic records management such as creating, organizing, and arranging electronic files and records series. It also covers ensuring electronic records integrity, database management, hardware and data security, disaster preparedness and recovery, storage media care, and legal issues. The overall aim is to help agencies improve their electronic recordskeeping practices to meet statutory requirements.
This document provides an overview of records management. It defines records management as the systematic control of records creation, maintenance, use and disposition. It discusses the three stages of a records life cycle - creation, maintenance and use, and disposition. It also discusses the purpose and components of a records retention schedule, including providing examples of records series from the Elizabeth City State University schedule. The document outlines the benefits of records management such as meeting legal requirements, improving efficiency, and supporting research. It also discusses the importance of legal holds in preserving relevant records during litigation.
lecture presented at the Annual Convention of the Association of College and University Registrar and Liaison Officers (ACURLO) Region IV-A held at Sol y Viento , Makiling Heights, Pansol, Calamba City on September 13, 2012
The document discusses the appraisal and disposition of records. It defines appraisal as the process of determining a record's value and deciding how long it should be kept. Disposition refers to the actions taken with records after appraisal, such as transferring, destroying, or preserving them. An important outcome of appraisal is a disposal schedule that prescribes retention periods and disposition instructions for records. The document outlines the multi-step process that organizations should follow for properly appraising, scheduling, and disposing of their records over time.
Records are compiled information regardless of format that provide evidence of business activities. They must be accurate, authentic, and have integrity. Records are a valuable information asset and memory of an organization, supporting accountability and legal requirements. Records management is the efficient control of records throughout their lifecycle, including creation, maintenance, use, storage, protection, and eventual disposal or permanent preservation.
Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation. It aims to ensure records are accessible, usable and secure while reducing costs and improving efficiency.
Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation - to facilitate their use and maintenance. It allows for records to be accessible while protecting them and supporting an organization's operations, compliance, and decision-making.
Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation. It aims to ensure records are accessible, usable and secure while reducing costs and improving efficiency.
The document provides an overview of records and information management. It defines what constitutes a record, outlines the lifecycle of records from creation to disposition, and discusses the benefits of effective records management programs. These include improved efficiency, compliance with legal requirements, and reduced costs. The document also covers topics such as records values, international retention periods, ISO standards, and related professional organizations.
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
A records retention schedule specifies minimum retention periods for records and authorizes their disposal. It serves as an instruction sheet for caring for and preserving records based on their administrative, legal and historical value. The scheduling process involves analyzing records, determining their value, and establishing retention periods and final dispositions. Records are classified as active, inactive or dead based on their use and retention periods. Inactive records are stored offsite until their value expires and final disposition through destruction or transfer.
DATA & RECORDS MANAGEMENT COURSE ISO RECORDS MANAGEMENT CONTROLStpmasekwa
This course focuses on how to develop best practice record and data management. Efficient record and data management systems are essential for any organisation. Administrators, Office Managers and Personal Assistants all need to develop and improve their record and data management techniques and systems. This course covers all aspects of record and data management related to understanding the processes involved, the guidelines that apply, the steps that need to be taken, best practice examples and easy reference templates for use, storage and retrieval of data training course with practical and hands on case studies and workshops will help you to learn about cyber security, protection of data, reducing organisation risk, meeting global compliance standards, as well as privacy protection requirements and using ISO records management and ISO Information security management to deliver solutions. This training course seeks to provide you with the latest skills and case studies such as how to manage information, audit controls, manage legal regulations and standards, work more safely in an online world and how to protect sensitive and personal information. By applying these skills to the tasks and challenges you face in your work, you will deliver stronger and more compliant solutions to managing cyber related risks and applying information governance roles and responsibilities.
Course Duration: 2 DaysDownload course outline→
UPON COMPLETION OF THIS COURSE, THE PARTICIPANTS SHOULD KNOW THE FOLLOWING:
Record and data management systems and the related processes
Overview of the guidelines that relate to record and data management
Record and data management: data, storage and retrieval aspects
Planning a storage and retrieval system
Implementing and maintaining a filing system
Guidelines for retention and disposal of records
Archiving and disposal of records
Practical tips and templates for use at work
Practical application to own work environment and related types of data that are worked with
Good administrative practices and processes
Using technology effectively for data management
Quality Management Systems
This document provides an introduction to archives and records management. It discusses how public records in Georgia are considered public property and must be maintained, inventoried, and disposed of according to state law. It also discusses how public records are open to the public under the Georgia Open Records Act. The document then covers the records life cycle, including creation, use, storage, transfer, and disposal. It provides information on active and electronic records management, retention and disposition schedules, archival records, vital records, and disaster planning.
FUNDAMENTAL OF RECORDS MANAGEMENT -Notes TOPIC 2 ..pptxNuhuShadrack
This document provides an overview of the records life cycle model, which describes the typical stages that records go through from creation to final disposition. It discusses the three main stages:
1) Current/Active stage: Records are created and used actively in business processes.
2) Semi-current/Semi-active stage: Records are maintained for reference needs and stored offline. Processes include registration, tracking, classification, and appraisal.
3) Non-current/Inactive stage: Records no longer needed for current reference. They are either destroyed or transferred to archives based on an appraisal and retention schedule.
The document outlines the key processes and features at each stage of the records lifecycle to help records
The document provides information on records and information management. It defines what constitutes a record, outlines the lifecycle of a record from creation to disposition, and discusses the benefits of effective records management programs. It also covers topics such as records values, legal requirements, international standards, and related professional organizations. The document is intended to educate attendees on best practices for organizing, storing, and retaining organizational records and information.
Disclaimer
The opinions expressed in this presentation are my personal opinions and must not be construed as representing the opinion of the AACCUP or any institution with which I am or have been affiliated in my professional life.
The Story of the Assignment That Works: Connecting Students, Faculty, and Lib...freeweb
An assignment that merges Archives Instruction with Library Information Literacy instruction to use primary sources in the development of a persuasive English paper centered around the students' own institution.
Laura Butler has over 20 years of experience in clinical research. She currently works as a Senior Clinical Research Associate at TFS CRO, where she identifies clinical trial sites, monitors trials, mentors staff, and assists with developing clinical documents. Previously she held similar roles at other clinical research organizations. Butler has a Master's degree in Curriculum and Instruction and speaks English and Spanish fluently.
Pilot training archive service accreditationJanice Tullock
This document provides information about an event to introduce Archive Service Accreditation. It lists the organizations involved in developing the accreditation scheme and the participants attending the pilot event. The day will involve introducing the aims and requirements of the accreditation standard, providing information needed to work towards accreditation, answering initial questions, and testing the training and application materials. Participants will complete exercises to provide feedback on requirements and identify actions needed. The accreditation scheme aims to launch in 2013/14 after completing this pilot testing and evaluation.
The document provides an overview and introduction to records management best practices. It discusses key concepts like the lifecycle of records, the importance of organizing paper and electronic files through naming conventions and classification systems, and properly managing records based on their level of activity through appropriate storage and eventual disposition. The goal is to help organizations effectively manage institutional records by understanding records types, implementing best practices for file organization, and utilizing retention schedules to properly maintain and dispose of records over time.
This document provides an overview of records management. It defines records management as the systematic control of records creation, maintenance, use and disposition. It discusses the three stages of a records life cycle - creation, maintenance and use, and disposition. It also discusses the purpose and components of a records retention schedule, including providing examples of records series from the Elizabeth City State University schedule. The document outlines the benefits of records management such as meeting legal requirements, improving efficiency, and supporting research. It also discusses the importance of legal holds in preserving relevant records during litigation.
lecture presented at the Annual Convention of the Association of College and University Registrar and Liaison Officers (ACURLO) Region IV-A held at Sol y Viento , Makiling Heights, Pansol, Calamba City on September 13, 2012
The document discusses the appraisal and disposition of records. It defines appraisal as the process of determining a record's value and deciding how long it should be kept. Disposition refers to the actions taken with records after appraisal, such as transferring, destroying, or preserving them. An important outcome of appraisal is a disposal schedule that prescribes retention periods and disposition instructions for records. The document outlines the multi-step process that organizations should follow for properly appraising, scheduling, and disposing of their records over time.
Records are compiled information regardless of format that provide evidence of business activities. They must be accurate, authentic, and have integrity. Records are a valuable information asset and memory of an organization, supporting accountability and legal requirements. Records management is the efficient control of records throughout their lifecycle, including creation, maintenance, use, storage, protection, and eventual disposal or permanent preservation.
Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation. It aims to ensure records are accessible, usable and secure while reducing costs and improving efficiency.
Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation - to facilitate their use and maintenance. It allows for records to be accessible while protecting them and supporting an organization's operations, compliance, and decision-making.
Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation. It aims to ensure records are accessible, usable and secure while reducing costs and improving efficiency.
The document provides an overview of records and information management. It defines what constitutes a record, outlines the lifecycle of records from creation to disposition, and discusses the benefits of effective records management programs. These include improved efficiency, compliance with legal requirements, and reduced costs. The document also covers topics such as records values, international retention periods, ISO standards, and related professional organizations.
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
A records retention schedule specifies minimum retention periods for records and authorizes their disposal. It serves as an instruction sheet for caring for and preserving records based on their administrative, legal and historical value. The scheduling process involves analyzing records, determining their value, and establishing retention periods and final dispositions. Records are classified as active, inactive or dead based on their use and retention periods. Inactive records are stored offsite until their value expires and final disposition through destruction or transfer.
DATA & RECORDS MANAGEMENT COURSE ISO RECORDS MANAGEMENT CONTROLStpmasekwa
This course focuses on how to develop best practice record and data management. Efficient record and data management systems are essential for any organisation. Administrators, Office Managers and Personal Assistants all need to develop and improve their record and data management techniques and systems. This course covers all aspects of record and data management related to understanding the processes involved, the guidelines that apply, the steps that need to be taken, best practice examples and easy reference templates for use, storage and retrieval of data training course with practical and hands on case studies and workshops will help you to learn about cyber security, protection of data, reducing organisation risk, meeting global compliance standards, as well as privacy protection requirements and using ISO records management and ISO Information security management to deliver solutions. This training course seeks to provide you with the latest skills and case studies such as how to manage information, audit controls, manage legal regulations and standards, work more safely in an online world and how to protect sensitive and personal information. By applying these skills to the tasks and challenges you face in your work, you will deliver stronger and more compliant solutions to managing cyber related risks and applying information governance roles and responsibilities.
Course Duration: 2 DaysDownload course outline→
UPON COMPLETION OF THIS COURSE, THE PARTICIPANTS SHOULD KNOW THE FOLLOWING:
Record and data management systems and the related processes
Overview of the guidelines that relate to record and data management
Record and data management: data, storage and retrieval aspects
Planning a storage and retrieval system
Implementing and maintaining a filing system
Guidelines for retention and disposal of records
Archiving and disposal of records
Practical tips and templates for use at work
Practical application to own work environment and related types of data that are worked with
Good administrative practices and processes
Using technology effectively for data management
Quality Management Systems
This document provides an introduction to archives and records management. It discusses how public records in Georgia are considered public property and must be maintained, inventoried, and disposed of according to state law. It also discusses how public records are open to the public under the Georgia Open Records Act. The document then covers the records life cycle, including creation, use, storage, transfer, and disposal. It provides information on active and electronic records management, retention and disposition schedules, archival records, vital records, and disaster planning.
FUNDAMENTAL OF RECORDS MANAGEMENT -Notes TOPIC 2 ..pptxNuhuShadrack
This document provides an overview of the records life cycle model, which describes the typical stages that records go through from creation to final disposition. It discusses the three main stages:
1) Current/Active stage: Records are created and used actively in business processes.
2) Semi-current/Semi-active stage: Records are maintained for reference needs and stored offline. Processes include registration, tracking, classification, and appraisal.
3) Non-current/Inactive stage: Records no longer needed for current reference. They are either destroyed or transferred to archives based on an appraisal and retention schedule.
The document outlines the key processes and features at each stage of the records lifecycle to help records
The document provides information on records and information management. It defines what constitutes a record, outlines the lifecycle of a record from creation to disposition, and discusses the benefits of effective records management programs. It also covers topics such as records values, legal requirements, international standards, and related professional organizations. The document is intended to educate attendees on best practices for organizing, storing, and retaining organizational records and information.
Disclaimer
The opinions expressed in this presentation are my personal opinions and must not be construed as representing the opinion of the AACCUP or any institution with which I am or have been affiliated in my professional life.
The Story of the Assignment That Works: Connecting Students, Faculty, and Lib...freeweb
An assignment that merges Archives Instruction with Library Information Literacy instruction to use primary sources in the development of a persuasive English paper centered around the students' own institution.
Laura Butler has over 20 years of experience in clinical research. She currently works as a Senior Clinical Research Associate at TFS CRO, where she identifies clinical trial sites, monitors trials, mentors staff, and assists with developing clinical documents. Previously she held similar roles at other clinical research organizations. Butler has a Master's degree in Curriculum and Instruction and speaks English and Spanish fluently.
Pilot training archive service accreditationJanice Tullock
This document provides information about an event to introduce Archive Service Accreditation. It lists the organizations involved in developing the accreditation scheme and the participants attending the pilot event. The day will involve introducing the aims and requirements of the accreditation standard, providing information needed to work towards accreditation, answering initial questions, and testing the training and application materials. Participants will complete exercises to provide feedback on requirements and identify actions needed. The accreditation scheme aims to launch in 2013/14 after completing this pilot testing and evaluation.
The document provides an overview and introduction to records management best practices. It discusses key concepts like the lifecycle of records, the importance of organizing paper and electronic files through naming conventions and classification systems, and properly managing records based on their level of activity through appropriate storage and eventual disposition. The goal is to help organizations effectively manage institutional records by understanding records types, implementing best practices for file organization, and utilizing retention schedules to properly maintain and dispose of records over time.
This presentation was provided by Rebecca Benner, Ph.D., of the American Society of Anesthesiologists, for the second session of NISO's 2024 Training Series "DEIA in the Scholarly Landscape." Session Two: 'Expanding Pathways to Publishing Careers,' was held June 13, 2024.
A Visual Guide to 1 Samuel | A Tale of Two HeartsSteve Thomason
These slides walk through the story of 1 Samuel. Samuel is the last judge of Israel. The people reject God and want a king. Saul is anointed as the first king, but he is not a good king. David, the shepherd boy is anointed and Saul is envious of him. David shows honor while Saul continues to self destruct.
Elevate Your Nonprofit's Online Presence_ A Guide to Effective SEO Strategies...TechSoup
Whether you're new to SEO or looking to refine your existing strategies, this webinar will provide you with actionable insights and practical tips to elevate your nonprofit's online presence.
Temple of Asclepius in Thrace. Excavation resultsKrassimira Luka
The temple and the sanctuary around were dedicated to Asklepios Zmidrenus. This name has been known since 1875 when an inscription dedicated to him was discovered in Rome. The inscription is dated in 227 AD and was left by soldiers originating from the city of Philippopolis (modern Plovdiv).
Level 3 NCEA - NZ: A Nation In the Making 1872 - 1900 SML.pptHenry Hollis
The History of NZ 1870-1900.
Making of a Nation.
From the NZ Wars to Liberals,
Richard Seddon, George Grey,
Social Laboratory, New Zealand,
Confiscations, Kotahitanga, Kingitanga, Parliament, Suffrage, Repudiation, Economic Change, Agriculture, Gold Mining, Timber, Flax, Sheep, Dairying,
2. Record Management
• What is Record Management
• What is a Record Retention
Schedule
• Why do I need a schedule
• I do not have records
• Records with legal or Litigation
hold
• Employee Responsibilities
• Benefits of Record Management
• Questions
3. What is Record Management
The field of management
responsible for the
systematic control of the
creation, maintenance,
use, and disposition of
records in order to
achieve adequate and
proper documentation of
the policies and
transactions an
organization and effective
and economical
management of agency
operations
4. What is What is Record Management
• Records management addresses Record Management Life
the life cycle of records. The life
cycle usually consists of three Cycle
stages:
• Creation or receipt
• Maintenance and use
• Disposition Creation
• Tools for maintaining and using
records include file plans, indexes,
and access and security Maintenance
procedures. The main tool used to
manage the disposition of records
is the records schedule.
• The archival and historical agency Disposition
of the State of North Carolina shall
be the Department of Cultural
Resources. (1945, c. 55; 1955, c.
543, s. 1; 1973, c. 476, s. 48.)
5. What is a Record Retention and
Disposition Schedule?
• A records schedule is a tool for the employees of the
Elizabeth City State University to use when managing the
records of the university. It lists records found in an office
and gives an assessment of their value by indicating when
(and if) those records should be destroyed. The schedule is
also an agreement between the office, the University
Archives and Records Service (UARS) and the North
Carolina Department of Cultural Resources (DCR).
• This schedule serves as the inventory and schedule that the
Department of Cultural Resources is directed by North
Carolina General Statutes 121-5 (c) and 132-8 to provide. It
supersedes all previous editions, including all
amendments.
6. What is a Record Retention and
Disposition Schedule?
• Tools for maintaining and
using records include file
plans, indexes, and access
and security procedures. The
main tool used to manage the
disposition of records is the
records schedule.
• The archival and historical
agency of the State of North
Carolina shall be the
Department of Cultural
Resources. (1945, c. 55;
1955, c. 543, s. 1; 1973, c.
476, s. 48.)
7. What is a record retention and
disposition schedule?
ECSU Record Retention and
Disposition Schedule ECSU Disposition Schedule
•
• Administrative Records
• File Cabinet One
•
• GU02 Accreditation: Departmental, college, program and/or Southern
Association of Colleges and /or School (SACS) accreditation. Items:
correspondence, reports questionnaires, guides. DISPOSITION
INSTRUCTIONS; Original: Transfer 1 copy of final report to the University
Archives after process ends. Destroy in office remaining records when
administrative value ends.
•
• GU02 Accreditation 2009
•
• GU03 Activities & Events: Activities and events that are initiated or
sponsored by the University.
Items: bulletins, memorandums, circulars, invitations, announcements,
press releases, photographs
• DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after
3 years. Reference: Destroy in office when event is completed.
•
• GU 03 – Activity & Events 2009
• GU03 Departmental Honors Convocation Nominees
• GU 03 - 2009 Departmental Honors Convocation Nominees
• GU 03 - 2008 Departmental Honors Convocation Nominees
• GU 03 – 2007 Departmental Honors Convocation Nominees
•
• GU04: Administrative and official operations of an individual office.
Items: reports, memorandums, correspondence, and directives
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after
5 years. Reference: Destroy in office when reference value ends.
•
• GU04 Departmental Minutes
• GU04 Departmental Minutes 2008-2009
• GU04 Departmental Minutes 2007-2008
•
8. What does “reference” mean?
A reference copy is usually a record • GU03 Activities & Events: Activities and
that your office has for its own use events that are initiated or sponsored by the
and is not the original or official University.
copy for the entire university. As an Items:
example, many academic bulletins, memorandums, circulars, invitation
departments maintain copies of s, announcements, press
student records (transcripts, releases, photographs
applications, etc.); however, the • DISPOSITION INSTRUCTIONS: Original:
official record keeper for these Transfer to University Archives after 3 years.
records is the University Registrar. Reference: Destroy in office when event is
Since the academic department completed.
needs these records for their own
use - or reference use - they are
listed in the schedule as
"REFERENCE." Reference copies
have different retention periods
based upon their designation as a
reference copy.
9. Record Management
• Q. What if I have two records series with the same name in
my schedule - an official and a "REFERENCE"?
• A. It is possible for an office to have official or record
copies and reference copies of the same records series. A
records series is a group of related records (in any format)
held by an organization. An example would be Committee
and Council Records. The official records of a committee
are maintained by the chair of the committee. If your
office has someone who is the chair of a committee, their
records are the official/record copy and would follow that
series in your schedule. However, if that person is a
member of a committee (not the chair) those records
would be reference copies and should follow the reference
series in your schedule.
10. Why do I need a Schedule
According to G.S. 132-5 and G.S. 132-3, you
may destroy public records only with the
consent of DCR. DCR has an agreement with
UARS to provide records management
services to the University of North Carolina
at Chapel Hill. This schedule is the primary
way DCR gives consent through UARS for the
destruction of university records. Without an
approved schedule, your office cannot
destroy any record, no matter how
insignificant.
11. I Do Not Have Records
Nearly every university office
generates, receives, or uses records.
Computer files of any kind, including
drafts and email, are public records.
Even if your records are not the official
or final versions, your records are
public records. Not all records have
great historical, legal, or fiscal
value, but they all must be managed
according to a records retention and
disposition schedule.
12. What is a “legal hold” or “litigation hold”
on Records and When does it Apply?
Records that are subject to a legal hold or litigation hold must
not be destroyed until officially released from the hold. A hold is
placed when either an official discovery order is served on the
university requesting the production of certain records (for a
litigation, regulatory investigation, audit, open records
request, etc.), or when litigation is pending and the university is
on notice to preserve all potentially relevant records. You must
ensure that for a claim or litigation that is reasonably foreseeable
but has not yet been initiated, any relevant records (in paper or
electronic formats) are preserved and not destroyed until
released by the University Counsel. The records in question must
not be destroyed until the completion of the action and the
resolution of all issues that arise from it regardless of the
retention period set forth in the schedule. If you have any
questions contact the University Counsel.
13. What if I have two records series with
the same name in my schedule – an
official and a “REFERENCE”?
It is possible for an office to have official or record
copies and reference copies of the same records
series. A records series is a group of related records
(in any format) held by an organization. An example
would be Committee and Council Records. The
official records of a committee are maintained by the
chair of the committee. If your office has someone
who is the chair of a committee, their records are the
official/record copy and would follow that series in
your schedule. However, if that person is a member
of a committee (not the chair) those records would be
reference copies and should follow the reference
series in your schedule.
14. What are the benefits of
Record Management
• What are the benefits of records management?
• Records enable and support an agency's work to fulfill its mission. Every
organization, including Federal agencies, must address well-defined objectives
that add value, either by achieving the organization's goals or by reducing
costs. Since records contain information, a valuable resource, it is essential to
take a systematic approach to the management of records. Records
management:
• Contributes to the smooth operation of your agency's programs by making the
information needed for decision making and operations readily available
• Helps deliver services in a consistent and equitable manner
• Facilitates effective performance of activities throughout an agency
• Protects the rights of the agency, its employees, and its customers
• Provides continuity in the event of a disaster
• Protects records from inappropriate and unauthorized access
15. Record Management
• Meets statutory and regulatory requirements including archival, audit, and
oversight activities
• Provides protection and support in litigation
• Allows quicker retrieval of documents and information from files
• Improves office efficiency and productivity
• Provides better documentation more efficiently
• Supports and documents historical and other research
• Frees up office space for other purposes by moving inactive records to storage
facilities
• Avoids unnecessary purchases of office equipment