Middle School Records Clerks Meeting

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Presentation transcript:

Middle School Records Clerks Meeting Records Management Middle School Records Clerks Meeting Date: 04/06/2017 Presenter: Ann Ebrahimi Records Manager

Organizational Structure Services IT Records Destruction Records Storage Retention Schedules Document Imaging Consulting Administrative Services Print Shop Graphics Post Office Fleet Copiers Customer Service Records Mgt. and Document Imaging Services

End of School Year!

What are some of your end of the school year records activities that you do?

/Receipt

STEPS TO CLEAN OUT AND GET CONTROL OF YOUR RECORDS Utilize two resources – the records retention schedules and destruction authorization form.

Inventory your records to determine what needs to be maintained and which records are eligible for destruction.

Recycle or destroy all eligible records based on the retention schedule. Complete the destruction authorization form. Submit to Records Management for review. Records Manager approves form. Records Center staff schedules the pick up of the boxes.

Box records that must be retained for retention and store in a secure location on the campus. Keep an inventory of what records were boxed and where they are stored.

Preparing Records for Storage No hanging files No 3-ring binders Do not over pack boxes. Do not tape or bind boxes shut. No unauthorized storage boxes

3 Records Requests Box Label Sample 212 No SD3225-02a June 8, 2017 SCHOOL NAME ABC High School SCHOOLYEAR 2016-2017 OFFICE Registrar RETENTION SCHEDULE NUMBER SD3225-02a RECORD TITLE/BOX CONTENT: Records Requests DATE RANGE: August 18, 2016 - May 28, 2017 BOX NO: 3 DATE TO BE DESTROYED: June 1, 2019 RECORDS STORAGE USE ONLY DATE RECEIVED FOR STORAGE: June 8, 2017 TO BE MICROFILMED: (Yes / No) No STORAGE ROOM: 212

Repeat these steps on an annual basis. Routinely purging records benefits by reducing the number of files in the office. Facilitates the retrieval of information as there are fewer files to search. Avoid last minute crash programs to clean out office or storage areas. Ensures compliance with retention schedules.

Call Records Management !

Contact Info / References RecordsManagement@houstonisd.org Customer Service 713-556-6055 Fax 713-556-7010 http://www.houstonisd.org/Page/31913 Retention Schedules Forms and Procedures Federal & State School Guidelines

Questions

Thank you Date: 04/06/2017 Presenter: Ann Ebrahimi Records Manager