Title: Introduction to Records Management
1Introduction to Records Management
- Presented by Peggy Turnbull,
- Records Manager
- Bluefield State College
2Outline
- Records Management Concept
- Bluefield State College Guidelines
- Retention and Disposal Schedules
- Records Inventory
- Other RM needs on campus?
3Section One
- Concepts of Records Management
4What is it?
- The systematic control of all records
- From their creation or receipt
- Through their processing, distribution,
organization and retrieval - To their ultimate disposition (destruction or
permanent preservation) - Source Hunter, Gregory S. The Archival Hedge
Records Management for Archivists. Presentation
at HBCU Advanced Archives Institute, April 20,
2004, Atlanta, GA.
5What is a record?
- A document in any format (electronic, microfilm,
paper, etc.) that is created or received during
the process of doing business
6What is a record series?
- Records series is a group of files that have been
created for a similar purpose - Examples
- Minutes
- Syllabi
- Correspondence
- Student grade reports
- Admissions applications
- Parking applications
7College Media Relations Series
- Photographs
- All Users Messages
- Presidents Monthly Report to the Board of
Governors - Questionnaires
- News releases
- Bulletin
- Correspondence
- Email
- Print
- Subject files
- Marquee requests ?
- Campus activities and events ?
8Life Cycle of Records
- Source Disposition of Federal Records A
Records Management Handbook. 2000 web edition.
http//www.archives.gov
9Records Usage Graph
- Source JISC infoNet, an advisory service of the
JISC. http//www.jiscinfonet.ac.uk/records-managem
ent
10Retention and Disposal Schedules
- A document that identifies the disposition of a
record - How long to keep it
- Where it goes when no longer used
- Shredder
- Archives
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13Section Two
- Bluefield State Records Management Guidelines
14Bluefield State Records Management Guidelines
- Created in 2004
- Legal authority is Records Management and
Preservation of Essential Records Act WV Code
5A-8-1 through 20 - Regulated by 148 CSR 12 13
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17BSC Guidelines
- Allows for retention of college records with
continuing value - Allows for efficient disposal of records without
continuing value
18Section One Statement
- Includes definition of vocabulary terms
- Identifies roles
- Emphasis is on records retention and disposal
- Storage Records Center and the Archives
19Section Two Responsibility
- President
- Records Manager
- Department Officers
- Archivist
20President
- Establish program
- Establish and maintain records
- Submit reports to the Administrator
- Cooperate with the Administrator
- Appoint a Records Manager
21Records Manager
- Develop and administer RM program
- Be point person to the Administrator
- Coordinate a biennial inventory
- Review Retention and Disposal Schedule
- Oversee transfer of records
- Prepare and submit forms
22Department Officers
- Help develop retention schedules
- Help transfer records
- Channel requests for help to the RM
- Make reports
- Cooperate with RM on inventories, surveys, etc.
23Archivist
- Help with transfer to the Archives
- Assist in identifying series with continuing or
historical value - Be knowledgeable about legalities of access
(e.g., FERPA)
24Records Inventory, Retention Authorization, and
Disposal Schedules
- Records reviewed for their value
- Administrative
- Fiscal
- Legal
- Historic
- Operational
25Records Inventory, Retention Authorization, and
Disposal Schedules
- Record series identified
- Duplicate records
- Retention periods identified
- Administrator and State Archivist approve
- Reviewed every two years
26Records Destruction
- Use schedule
- If not on schedule, State Archivist approves
27Microfilm
- Original document destruction will show on
disposal reports
28Filing Plans
- Can be part of inventory
- Alphabetical
- Numerical
- Chronological
- Code or classification system
29Statement about the Archives
- Personal papers
- Records
- Open access to records unless prohibited
30Part Three
- BSC Retention and Disposal Schedule
31BSC Retention and Disposal Schedule
- Distributed June 11, 1982
- Updated since?
- Some retention periods listed
- Some departments missing
- Campus police
- Campus activities
- Student government
32Section Four
33Records Inventory
- Will start Summer 2007
- Need department officers identified
- Goal
- In one year, all departments represented at this
meeting will have been surveyed
34Future workshops?
- How to manage email
- RM for electronic documents
35Questions?
Peggy Turnbull Librarian, Records Manager,
Archivist Wendell G. Hardway Library Bluefield
State College Voice mail x4053 pturnbull_at_bluefie
ldstate.edu
36Useful Websites
- West Virginia Archives and History. Records
Management. - http//www.wvculture.org/hiStory/rmpb/rmpb.html
- West Virginia Secretary of State. Code of State
Rules. - http//www.wvsos.com/csr/search.asp
- Library of Virginia. College University
Records Retention Schedule. - http//www.lva.lib.va.us/whatwedo/records/sched_st
ate/GS-111.PDF