Records Management

1
Records Management

• An introduction to records management
• at Clemson University
• Records Management Office
• 139 Anderson Hwy, Suite 100
• Clemson, S.C. 29631
• 864-656-4415

2
Records Management

• is the practice of maintaining records of an
  organization using management techniques that
  control the records from the time they are
  created until their destruction or archival
  preservation

3
Records Management

• Definitions and concepts
• Record- A tangible or electronic object that is
  the evidence and representation of the activity
  of an organization
• Record Series- A group of related records that
  are used or filed together
• Retention Schedule- a rule of the length of time
  a record/record series must be held until the
  destruction or archival selection date
• General Schedules- rules that apply to records
  commonly found in all campus departments (ie
  Timesheets)
• Specific Schedule - a rule that applies to
  unique records that are not covered in the
  general schedules

4
Records Management

• Definitions and concepts
• Records Inventory - an analysis to determine the
  type, volume, inclusive dates and regulatory
  requirements of a departments records
• Compliance Audit conducted periodically to
  review schedules, answer questions and ensure
  proper procedures are being followed within
  campus departments
• Disposition - the final destruction or archiving
  of a record

5
Records Management

• Clemson Universitys Records Management office
  assists administrative offices and departments in
  complying with the South Carolina Public Records
  Act by
• Helping identify official and vital records
• Standardizing records retention/disposition
  policies
• Conducting compliance audits
• Promoting systematic and uniform disposition
  practices
• Educating personnel through workshops and the
  website
• Analyzing the use of enterprise systems
• Serving as the liaison between the university
  and the S.C.
• Department of Archives and History, which
  by statute is the
• authority on state agency records.

6
Records Management

• What is a public record?
• S.C. Code 30-1-10 to 30-1-140
• Public Records are defined as all books, papers,
  maps, photographs, cards, tapes, recordings, or
  other documentary materials regardless of
  physical form or characteristics, that are
  prepared, owned, used, in the possession of, or
  retained by a public body.

7
Records Management

• Who is responsible for the records?
• Owner- Department personnel that create or
  manage the original record
• Custodian- person that stores the original
  record but does not own it
• Records Management staff work with the owners and
  custodians of records on campus to ensure proper
  procedures are being followed for the legal
  retention and disposition of official records.

8
Records Management

• Best practices for handling your departmental
  records
• Know the retention schedules (general and
  specific) for
• your departmental records.
• Have a consistent and orderly filing system
• Have written procedures for handling your
  records
• Get proper authorization for destruction of
  records that
• have met their legal retention requirements.
• Dispose of the records correctly.
• Contact Records Management staff with any
  questions
• or concerns.

9
Records Management

• Storing your records at the Records Center
• Clemson University Libraries has an off-site,
  high density shelved facility for storing the
  universitys semi-current and inactive records
• - The service is open to all Clemson University
  Departments
• - Records with retention schedules are accepted
  in specific
• heavy-duty bankers boxes as noted on
  our website.
• - Fee is 25c per box, per month. Billed
  annually.
• - No fees for transporting materials or final
  disposition.

10
Records Management

• Records Transfer Request form
• Use to request pick up and storage of your
  records.
• Use to request a final disposition authorization
  for records stored in your office that have met
  their legal retention requirement.
• Since the document shows a trail of custody, all
  fields must be complete before it can be accepted
  for review by Records Center staff.

11
Records Management

• Access to your stored records
• Use the online request form to request your
  records from the records center
• We deliver/pick up at scheduled times during the
  week
• Call to schedule a visit to the records center

12
Records Management

• Contact us for more information
• http//www.clemson.edu/library/recordsmgt/
• Isaac Wallace, Records Manager 656-4336
• Robin Chambers, Records Analyst 656-0288
• Records Center Office 656-4415

13
Records Management

• ISO 15489
• is the field of management responsible for the
  efficient and systematic control of the creation,
  receipt, maintenance, use and disposition of
  records, including the processes for capturing
  and maintaining evidence of and information about
  business activities and transact ions in the form
  of records.