Records Management Chris Halonen, University Records Manager Chairs’ Compliance Workshop, 10 January 2013.

Slides:

Advertisements

Similar presentations

Introduction to Recordkeeping

Advertisements

Records Management at Queen’s University By Shan Jin November 2008.

Recordkeeping for Good Governance Toolkit

UT Tyler Records Management Training

Records Management for UW-Madison Employees – An Introduction UW-Madison Records Management UW-Archives & Records Management 2012 Photo courtesy of University.

FERPA 102 Helpful Guide for Administrators, Security Contacts and Support Staff Prepared by the Office of the Registrar Student Records: Institutional.

Training Session January 7,  Background on the Policy (Juan)  Policy Roll-out Process (Pattie)  Records Management Self-Assessment (Amanda and.

John L. Baines OIT Security and Compliance Retention: Preserving Public Records.

Records Management at UW-Whitewater Why records management? Life cycle of records Four values – Administrative – Legal – Fiscal – Historical.

Washington State Archives Defensible Disposition: Electronic Records Management Presented by: Scott Sackett Electronic Records Management Consultant, Eastern.

Institutional Archives Julie Holcomb, Ph.D., CA Assistant Professor, Department of Museum Studies, Baylor University.

Developing a Records & Information Retention & Disposition Program:

7/13/2015 Scanning Supporting Documents for Transactions Cynthia Ghering October 13, 2010.

Records Management Lunch & Learn, 24 January 2013

RECORDS MANAGEMENT City of Oregon City “ That was then… this is now!”

Public Officials/Staff and Public Records You are now a part of Maine’s history!!

Anglican Province of Canada Privacy Policy. Commitment to Privacy The Privacy Policy, including the Web Privacy Statement, is the Anglican Province of.

Created May 2, Division of Public Health Managing Records What is a Record? What is a Records Retention & Disposition Schedule? Why is this Important?

Collecting and Preserving Records of A&I Occupants Presented by Tammy Peters Smithsonian Institution Archives Records Management Team February/March 2005.

Access & Privacy Chairs’ Compliance Workshop January 10, 2013.

Nuts and Bolts of Museum Records Management:

Public Records Management Advanced Real Property Seminar September 15, 2010 Presented by: Tom Vincent, NCDCR Local Records Management Analyst.

Ofsted framework 2012 Feedback from inspections carried out under the new framework and implications for clerks and governing bodies Clerks briefings April.

Records Management Overview. Why? It’s the Law It’s the Law It’s University Policy It’s University Policy Fiscal and Legal Compliance Fiscal and Legal.

ARMA Charlotte - Piedmont Educational Seminar 2007 Managing Public Records Law and Practice In North Carolina Government Records Branch Division of Historical.

Electronic Communications State Owned System Mandates Presented by: Eileen Goldgeier.

Basic Records Management. What we’ll cover Virginia Public Records Act Definitions Understanding and using the LVA General Schedules The schedule cover.

ECM and Compliance Marcelle Blasl ECMm² (AIIM)

Policies and Procedures Deb Bartlett Joy Faerber Office of Procedures, Records, and Forms Revised May 2015.

Archiving Records Offsite Using the State Records Center (SRC)

Records Managers’ Forum 28 February Draft standard on the appraisal and disposal of State records Catherine Robinson Senior Project Officer, Government.

MANAGING PUBLIC WWU: Tony Kurtz WWU Archives & Records Center x3124.

Data Protection, Freedom of Information and Information/Records Management.

Ecords Management Records Management Paul Smallcombe Records & Information Compliance Manager.

Records & Information Management (RIM) Risk: Is Your Company Exposed? March 19, 2013.

Presidential Memorandum on Managing Government Records Paul Wester Chief Records Officer for the U.S. Government National Archives and Records Administration.

Allegra Huxtable Manager Government Recordkeeping Tasmanian Archives and Heritage Office.

Module 9 Configuring Messaging Policy and Compliance.

Records Management 101 The Basics Archival and Records Management Services Division.

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

Washington State Archives Documenting Democracy Washington State Archives: Records Management for School Districts and ESDs Presented by: May 2010 Julie.

Washington State Archives June 2010 Presented by: Megan Bezzo Electronic Records Management Consultant Basics of Records Retention Washington State Archives.

Washington State Archives October 2010 Presented by: Russell Wood - State Records Manager Julie Woods – Local Government Records Retention Specialist Basics.

Recordkeeping for Good Governance Toolkit Workshop PARBICA 14 Evidence and Memory in the Digital Age.

Managing Records: Good government, Better business. FOI Presentations to Boards & Committees Cayman Islands National Archive November 2008.

SCHOOLS FINANCE OFFICERS MEETINGS Records Management, “Paper-Lite” Environments and Procedures when a school closes Elizabeth Barber.

ITCC / IT Retreat Data Access Procedure December 10, 2009 Karl F. Lutzen Information Security Officer.

An introduction to records management at Clemson University Records Center is located at the Library Depot 103 Clemson Research Blvd Anderson, S.C

Washington State Archives September 2010 Presented by: Russell Wood State Records Manager Basics of Records Retention Washington State Archives Documenting.

Awareness Training Seminar Freedom of Information 20 th September 2004.

A New Standard for Disposal Mark Crookston Senior Advisor Appraisal Government Recordkeeping Group.

Slide 1 Management '06 Managing for the benefit of better knowledge Nick Povey - Head of Information Management UK Civil Aviation Authority.

Surveying and Scheduling Records of OCIO Presented by Jennifer Wright Smithsonian Institution Archives Records Management Team February 16, 2005.

Surveying and Scheduling Records of SCEMS Presented by Ginger Yowell & Mitch Toda Smithsonian Institution Archives Records Management Team October 2, 2007.

University Retention Schedule Training. Introduction to the University Retention Schedule.

Presentation Title | May 4, 2009 Contracts and Compliance Administration & Finance.

UT Tyler Records Management Training. Records Management Basic Training What is Records Management? Why is Records Management so important? Who is responsible.

Records Management in Government Prepared by the Information Management Unit Saskatchewan Archives Board.

The Medical College of Georgia HIPAA Privacy Rule Orientation.

New Hire HIPAA Orientation. HIPAA Overview HIPAA is an acronym that stands for the Health Insurance Portability and Accountability Act of HIPAA.

University of Kentucky Records Management Tutorial Taking responsibility for the records you create and managing their life-cycles.

UW-Madison Guidelines for Managing the Records of Departing Employees*

UT Tyler Records Management Training

Mastering Administration

Records Management New policies and procedures

Red Flags Rule An Introduction County College of Morris

FOIA, Privacy & Records Management Conference 2009

RAMP-TRIM Training modules ppt Training Modules Overview Highlights

Outlook and Shared Drives

Why do we need to keep records

Presentation transcript:

Records Management Chris Halonen, University Records Manager Chairs’ Compliance Workshop, 10 January 2013

University records All information created, received, & kept by the university, its units & employees, documenting university activities, regardless of format/medium, including: – –Letters & memos –Minutes of meetings –Photos, digital images, video –Social media: tweets, Facebook pages

What’s excluded? Faculty members’ teaching materials, research, scholarly works (Policy 73, IP rights) –Only documentation from assigned tasks are university records Personal & documents, clearly identified & stored as such

Basic principles of RM program All university-owned information has a lifecycle: –created or received in some work activity, –kept for reference or to meet external requirements (e.g., FIPPA) and –destroyed when no longer needed by the university Records are organized/classified by these work activities The lifecycle, organization, and units responsible for records are documented in the WatClass retention schedules (currently 60% complete)WatClass retention schedules We set priorities for the RM issues we deal with first, but the RM program applies to all university records

WatClass: 12 university functions Administration (AD) Campus Services (CS) External Relations and Communications (ER) Finance (FN) Governance (GV) Human Resources (HR) Health, Safety, and Security (HS) Information Management (IM) Property and Facilities (PF) Research Management (RS) Student Management (ST) Teaching and Learning (TL)

Purpose of the RM program Meet internal needs for information as efficiently as possible Demonstrate accountability to our constituencies Comply with statutory/regulatory requirements Provide evidence of processes or transactions, admissible in legal proceedings

Policy 12: roles/responsibilities Secretary & CIO: overall responsibility University Records Manager: –Design & promote RM program –Provide advice & guidance Chairs: –“Unit managers/heads are responsible for ensuring that their unit’s records are accurate, complete, and retained in accordance with the university’s approved retention schedules; and for authorizing disposal actions (destruction or transfer to the university’s archives) at the end of the retention period.”

How to proceed? Regularly destroy transitory records when no longer neededtransitory records Organize records by the activities they belong to, & document the records you have –File plan for paper files –Directories & folders list, for shared drives & SharePoint Identify retention periods for records, from the WatClass retention schedules (consult with me on this) WatClass retention schedules Destroy records at the end of their retention period, and document their destructiondocument their destruction –A very small percentage of records go to the University Archives