Recordsmgttraining2

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Recordsmgttraining2

  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University Archivist: permanent historical documents 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. Read: </li></ul><ul><li>“Records, Whose 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>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>Match both official records and non-official and list them. </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. Schedule and Forms
  11. 14. Records Disposal <ul><li>Records Destruction </li></ul><ul><li>Records Destruction Form </li></ul>
  12. 15. Records Transfer <ul><li>Transferring to the Archives </li></ul><ul><li>Records Transfer form </li></ul>
  13. 16. Records Inventory <ul><li>Records Inventory Form </li></ul>
  14. 17. Tools <ul><li>Glossary </li></ul><ul><li>YSU Archives </li></ul><ul><li>Records Management Website/Blog </li></ul><ul><li>YSU Archives Blog </li></ul>

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