1. Records Management at UW-Green Bay Or, I am out of space and just want to throw some things away!

2. What is records management? Records management is the logical and practical approach to the creation, organization, maintenance, use, and periodic legal disposition of records, regardless of the media involved

3. Benefits of Records Management Identifies inactive records. It is estimated that 90% of all documents generated have a very short life-span. Allows for the legal destruction of obsolete records Guarantees permanent retention of records with historical, legal, fiscal, and/or administrative value

4. Even more benefits.... Documents UW-Green Bay’s policy and decision making history. Provides for greater continuity and saves reinventing the wheel Personnel cost savings because retrieval of records is more efficient Eliminates duplicate copies of records Space and equipment savings

5. Do I Have To? As a state agency, the records we generate and/or receive in the course of operating UWGB, are subject to statutory requirements. The primary portions of the Wisconsin statutes effecting university records are found in chapter 16.61, chapter 19.21, and chapter 19.31.

6. Law Highlights Defines public records  Books, papers, maps, photos, films, recordings, optical disks  Regardless of physical format or characteristics  Received by state agency or its employees in the transaction of business  Applies to virtually every item created or received on campus

7. More law highlights Public records may NOT be disposed of without written approval of the Public Records and Forms Board Confidential records retain confidentiality when sent to archives Destroying public records without proper authorization may result in legal action Guarantees citizens’ access to public records State statutes are echoed in University laws and regulations

8. The Life Cycle of a Record

9. Starting out..... 1) Complete inventory and analysis worksheet  Definitions  Examples 2) Submit to archives

10. Waiting...... Archives staff reviews inventory worksheets Archives staff creates records schedules Signatures obtained from departments Records schedules submitted to Public Records and Forms Board

11. Hooray! The paperwork is done Records schedules approved by Public Records and Forms Board Approved schedules returned to offices

12. Disposal

13. When can I throw it away? Records may be disposed of based on the identified retention period Must always have the required number of years in your files, plus the current year You may dispose of records when it is convenient for your office

14. Recycling Records that are not confidential may be recycled per the normal campus recycling procedures You must do this in accordance with the retention period identified on the schedule

15. Transfer to Archives Send an e-mail to Deb Anderson indicating you have records ready to send to the Archives and how many boxes you will be sending Records must be packed in regular-sized Bankers’ boxes Do not remove contents from folders Contents and records schedule number should be identified

16. Confidential Shredding Records with confidential information must be shredded Receiving Department and Archives coordinate confidential shredding approximately once per quarter Only offices that have completed records scheduling can use confidential shredding Individual department shredders should not be used

17. Myths About Records Management I have plenty of space in my new office and I don’t need to worry about records Records schedules only need to be done when we want to throw something away My records are not important so I don’t need to do records scheduling Someone might ask me for that document and I should keep it

18. More Myths Office XYZ isn’t that good at keeping things so I better keep copies of the documents they send me. I can just shred a couple pieces of records at my desk and no one will know! This takes too long and is a pain! All of my stuff is on the computer and those files aren’t records! What would be the harm of keeping the records until I retire?

19. We’re here to help you climb over your mountains of papers! Archives staff can respond to questions about records creation and retention. Available for office visits on limited basis Archives staff will anticipate questions that will be asked by the Public Records and Forms Board Cheating is allowed Future includes general schedules for campus and UW System; records management policy for UW System; and addressing electronic records issues