Records Management and University Archives at Clemson University.

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Records Management and University Archives at Clemson University

RECORDS AND INFORMATION

Records Management and University Archives at Clemson University

Presentation transcript:

Records Management and University Archives at Clemson University

Clemson University Records Management Call us Visit us Basement of Barre Hall Hours Monday - Friday 8:00 a.m. - 4:30 p.m.

What is records management? A system for providing control over records from creation to destruction A system for ensuring that university records are retained until their mandatory retention periods have been met A system for ensuring that university records are destroyed in accordance with the Public Records Act

What is records management? It is also what many of you do every day Everyone who creates, files, maintains, and finally disposes of records is managing those records Our job is to help you follow the prescribed procedures for managing the university’s records

What is a retention schedule? A legal document which describes a series of records and specifies how long those records must be maintained by the university before they can be destroyed There are two types of retention schedules

General Schedules Retention schedules which apply to records common to all university departments Examples include –Personnel records –Financial records –Correspondence

Special Schedules Retention schedules which apply to records not covered by the general schedules -records which are created and maintained by only one department

How are schedules created? Retention schedules are developed as the result of a records inventory. The inventory consists of an analysis of a department’s records to determine –types of records held –volume of records –dates for the records

Other factors involved Reference frequency (how often and for how long the records are typically used) Are they subject to audit? Are there legal retention requirements? Are the records originals or copies? Is the information in the records summarized elsewhere?

What is the compliance audit? Periodically, Records Management staff meet with department personnel to follow up. This is the compliance audit, which is used to  review special retention schedules  discuss needed revisions  answer questions

What is the compliance audit? Provide information about the department’s role in campus-wide records management Determine the extent to which the department is following established records management procedures

What about microfilming? The Records Management office provides a microfilming service for university departments. Certified Microfilm Service Bureau Most filming is done for records which must be kept permanently or long term. Space (and paper) saving medium Expense is normally one-time.

Records Storage Boxes PIERCE LEAHY boxes order from Maintenance Stores no hanging file folders - one series per box - label it box # department name department number

What does it cost? Records Storage 20¢ per box per month billed annually for the previous calendar year No charge for picking up boxes destroying records transferring to Archives

Download forms Request information from stored boxes View retention schedules Review policies and procedures Visit Our Website

University Archives Located lower level of Strom Thurmond Institute Hours Monday-Friday, 8:00-4:30, Tuesdays until 8:00 p.m. Phone Dennis Taylor Linda Ferry

Types of records preserved Board of Trustees records, President’s office records (most) Departmental files Photographs--individuals and subjects Theses and dissertations Student publications University publications

University Archives does not keep Student records Personnel records Financial records

University Archives Preserves records. Permanent retention.

After records are received... Duplicates are removed Sensitive material is separated Conservation is performed Inventory is made Records are described Description goes online or to web site:

Help us serve you better... Follow retention schedules Pack your files carefully Fill out transmittal sheets Call ahead when you need access to your records Thanks for your patience!