Secretary/Bookkeeper In-Service

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Presentation transcript:

Secretary/Bookkeeper In-Service Procurement Services Dept. Records Management Print Shop and Mailroom August 4th & 11th , 2017

Records Management What is Records Management? What is a Record? A set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions. SISD abides by the records retention schedules from The State Library & Archives Commission(TSLAC) What is a Record? Information maintained as evidence of business activities and transactions (original documents, in general)

Records Management What is a Records Management Liaison (RML) Designated person that assists other staff members with the procedures of records disposition. Provide guidance identifying retention schedules of different documents. Who is the RML? Registrar – student academic records Secretary – Purchase Requisitions, Personnel, etc. Other: Health, Attendance, Sped, Field Trips, Grade Books, Etc.

Records Management Box pick Requests Records Disposition Methods: Use School Dude to submit a pick up order. Orders are first reviewed and approved by Records Management before they are released ensuring that labels and/or disposition logs have been provided. Records Disposition Methods: Shredding Records A Disposition Log is required. Non-Records (copies) Retention (retention period has not been met yet) Temporary Permanent

Records Management Labels Permanent and Temporary Retention Records Labels need to be filled out electronically A disposition log is required White SISD Records boxes required Records Shred or Non-Records Shred Labels can be filled out manually or electronically Copy paper boxes are allowed

Official Records Call (due at the end of July) Student Academic Permanent Records Call 2012-13 Records (High Schools) General Records Call Schools and Departments

Records Management Records Room Review Begin in August with Secondary campuses Things to keep in mind for the review: Organization of records Records filed/labeled appropriately System in place for timely response to requests (e.g. PIA requests, audits, etc.) Records room should only contain current school year + 5 years of archive records on site.

Records Management Training New hire training Fall 2017 April 2018 Provided on a 1:1 as needed basis (call Tracy ext. 6468) Fall 2017 RML Round Table meeting to discuss common records and best practices for campuses and departments Review TSLAC Schedules (retention/destruction requirements) April 2018 Registrars Training w/Data Management about End of Year Procedures

Records Management Resources Posted on the Records Management website: Procedures Disposition Logs Label forms Training videos (new) Etc. www.springisd.org > Departments > Records Management

Tracy Manning (6468), tmanning@springisd.org Contact Information: Tracy Manning (6468), tmanning@springisd.org Gerardo Rochin (6482), gerardor@springisd.org Or records_management@springisd.org

Questions Thank You