An introduction to records management at Clemson University Records Management Office 139 Anderson Hwy, Suite 100 Clemson, S.C

is the practice of maintaining records of an organization using management techniques that control the records from the time they are created until their destruction or archival preservation CreationClassification Storage/ Security Use Destruction/ Preservation

Definitions and concepts: Record- A tangible or electronic object that is the evidence and representation of the activity of an organization Record Series- A group of related records that are used or filed together Retention Schedule- a rule of the length of time a record/record series must be held until the destruction or archival selection date General Schedules- rules that apply to records commonly found in all campus departments (ie: Timesheets) Specific Schedule - a rule that applies to unique records that are not covered in the general schedules

Definitions and concepts: Records Inventory - an analysis to determine the type, volume, inclusive dates and regulatory requirements of a department’s records Compliance Audit – conducted periodically to review schedules, answer questions and ensure proper procedures are being followed within campus departments Disposition - the final destruction or archiving of a record

Clemson University’s Records Management office assists administrative offices and departments in complying with the South Carolina Public Records Act by: Helping identify official and vital records Helping identify official and vital records Standardizing records retention/disposition policies Standardizing records retention/disposition policies Conducting compliance audits Conducting compliance audits Promoting systematic and uniform disposition practices Promoting systematic and uniform disposition practices Educating personnel through workshops and the website Educating personnel through workshops and the website Analyzing the use of enterprise systems Analyzing the use of enterprise systems Serving as the liaison between the university and the S.C. Serving as the liaison between the university and the S.C. Department of Archives and History, which by statute is the Department of Archives and History, which by statute is the authority on state agency records. authority on state agency records.

What is a public record? S.C. Code to Public Records are defined as “all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form or characteristics, that are prepared, owned, used, in the possession of, or retained by a public body”.

Who is responsible for the records? Owner - Department personnel that create or manage the original record Custodian - person that stores the original record but does not own it Records Management staff work with the owners and custodians of records on campus to ensure proper procedures are being followed for the legal retention and disposition of official records.

Best practices for handling your departmental records: Know the retention schedules (general and specific) for Know the retention schedules (general and specific) for your departmental records. your departmental records. Have a consistent and orderly filing system Have a consistent and orderly filing system Have written procedures for handling your records Have written procedures for handling your records Get proper authorization for destruction of records that Get proper authorization for destruction of records that have met their legal retention requirements. have met their legal retention requirements. Dispose of the records correctly. Dispose of the records correctly. Contact Records Management staff with any questions Contact Records Management staff with any questions or concerns. or concerns.

Storing your records at the Records Center Clemson University Libraries has an off-site, high density shelved facility for storing the university’s semi-current and inactive records - The service is open to all Clemson University Departments - Records with retention schedules are accepted in specific heavy-duty bankers boxes as noted on our website. heavy-duty bankers boxes as noted on our website. - Fee is 25c per box, per month. Billed annually. - Fee is 25c per box, per month. Billed annually. - No fees for transporting materials or final disposition. - No fees for transporting materials or final disposition.

Records Transfer Request form Use to request pick up and storage of your records. Use to request a final disposition authorization for records stored in your office that have met their legal retention requirement. Since the document shows a trail of custody, all fields must be complete before it can be accepted for review by Records Center staff.

Access to your stored records Use the online request form to request your records from the records center We deliver/pick up at scheduled times during the week Call to schedule a visit to the records center

Contact us for more information Isaac Wallace, Records Manager Robin Chambers, Records Analyst Records Center Office

ISO is “ the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transact ions in the form of records”.