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Records
Management
and University
Archives
Erin Lawrimore
February 14, 2012
Goals of Records
Management
 Identify

permanent records that
document university history
 Comply with state and federal laws
concerning public records
 Improve efficiency by ensuring that
University records are retrievable, reliable,
secure, and trustworthy
Functions of a Retention
Schedule
 Lists

records found in your office

 Provides

uniform descriptions

 Outlines

retention and disposition
instructions

 Identifies

confidential or restricted records
Records Retention Schedule
 UNC

System Records Retention Schedule

http://www.northcarolina.edu/legal/policies/Records_
Departmental Scheduling
 Winnows

down the UNC System Schedule
 Uses the individual department’s
language
 Allows for scheduling of non-scheduled
record series
 Identifies a Key Contact for the
department
Departmental Key Contacts
 Know

the organization of the office,
where and how records are stored and
used

 Be

appointed by the administrative head
of the department/office

 Have

the records management
responsibilities as part of their work plans
Key Contact Duties
 Serving

as the key contact person with
University Archives and Records
Management Services

 Instructing

their colleagues on retention
periods and how to use the records
retention schedule

 Coordinating

records transfer to storage
or University Archives
Goals of RM Program
 Collaborate

with key staff on
departmental retention schedules
 Train key staff in transfer procedures
 Ensure more predictable and reliant
transfer of permanent records to Archives
 Promote/publicize Archives across
campus

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Records Management at UNCG

  • 2. Goals of Records Management  Identify permanent records that document university history  Comply with state and federal laws concerning public records  Improve efficiency by ensuring that University records are retrievable, reliable, secure, and trustworthy
  • 3. Functions of a Retention Schedule  Lists records found in your office  Provides uniform descriptions  Outlines retention and disposition instructions  Identifies confidential or restricted records
  • 4. Records Retention Schedule  UNC System Records Retention Schedule http://www.northcarolina.edu/legal/policies/Records_
  • 5. Departmental Scheduling  Winnows down the UNC System Schedule  Uses the individual department’s language  Allows for scheduling of non-scheduled record series  Identifies a Key Contact for the department
  • 6. Departmental Key Contacts  Know the organization of the office, where and how records are stored and used  Be appointed by the administrative head of the department/office  Have the records management responsibilities as part of their work plans
  • 7. Key Contact Duties  Serving as the key contact person with University Archives and Records Management Services  Instructing their colleagues on retention periods and how to use the records retention schedule  Coordinating records transfer to storage or University Archives
  • 8. Goals of RM Program  Collaborate with key staff on departmental retention schedules  Train key staff in transfer procedures  Ensure more predictable and reliant transfer of permanent records to Archives  Promote/publicize Archives across campus