May 1, 2008 YSU Records Management Training

Records Management Training

By

Salvador Barragan

May 1, 2008YSU Records Management

Training

Why are we here?

To reduce costs To comply with laws and regulations

requiring the preservation of documents To facilitate access to records LITIGATION

May 1, 2008YSU Records Management

Training

Responsibility University Archivist: permanent

historical documents University Counsel: legal nature of

records and their retention Department Heads: all records within

their department Read: “Records, who is Responsible.”

May 1, 2008YSU Records Management

Training

Records Management Objectives Create policies, classification system and

retention policy Assigning responsibilities and authorities Develop a records storage plan Identify and classify new records Coordinate access and circulation of records

within and even outside of an organization Execute a retention policy to archive and

destroy records

May 1, 2008YSU Records Management

Training

What is a record? Record: The result of recording or

preserving information on any media with the intent to preserve information that reflects the position or business of an organization.

See: Legal and operational definitions of a record

May 1, 2008YSU Records Management

Training

Commonly used Series Titles Correspondence Purchase Orders Minutes Reports (budget, financial, annual,

special, etc.) Journals Ledgers

May 1, 2008YSU Records Management

Training

Best Practices general rules to follow. What records does your office officially

create? What records do you have? What records do your employees

create? List both official records and non-official

May 1, 2008YSU Records Management

Training

Best practices continued Take list and classify them in the most

general terms (use the records retention schedule)

Write final destruction year and disposition on each file folder

Keep identical destruction year folders together or put back in original order

Fill out destruction forms or transfer forms depending on whether records have met their final disposition

May 1, 2008YSU Records Management

Training

Hands on exercise

May 1, 2008YSU Records Management

Training

Records Inventory Records Inventory Form

May 1, 2008YSU Records Management

Training

Records Disposal Records Destruction Records Destruction form

May 1, 2008YSU Records Management

Training

Records Transfer Transferring to the Archives Records Transfer form

May 1, 2008YSU Records Management

Training

Tools Glossary YSU Archives Records Management Blog YSU Archives Blog