Basics of Records Management

Space savings is the most immediately realized benefit of a records management program. By implementing retention schedules and systematically destroying records that have met their retention requirements, an organization can significantly reduce the space occupied by records.

Appropriate disposition of records can greatly reduce the need for filing cabinets, file folders, electronic storage media, etc. Improving records management systems can also reduce misfiles and lost records, which can result in costly searches to locate needed records.

Retrieval of information is made more efficient through improved records management systems. Time and money spent on searching for records directly prevents a University from utilizing its resources properly and where they are needed most.

An effective records management program addresses both creation control (limits the generation of records or copies not required to operate the business) and records retention (a system for disposing of records once they no longer have legal, fiscal, administrative and/or historical value and thus have met their retention). Disposing of records that are no longer useful or retiring inactive records stabilizes the growth of records in all formats.

Records management programs reduce the risks associated with litigation and potential penalties by establishing retention requirements based upon a record’s legal, fiscal, administrative, and/or historical value. In the absence of such requirements, many organizations either destroy records that should be retained or retain everything, thereby taking a legal risk or assuming unnecessary operating costs. In the event legal proceedings are initiated, the appropriate records can be easily and quickly located to ensure a speedy resolution.

In today’s business environment turnover is inevitable. A proper records management program ensures when an employee leaves the university that the information they hold does not leave with them.

Identifying vital records and preparing a carefully designed disaster recovery plan can help an organization reduce its vulnerability. The destruction of important records can cost an organization millions of dollars and threaten the organization’s ability to function, thus jeopardizing its existence.

A disposition form is required for all record copies except those that have a retention of obsolete, superseded or administrative value lost (OSA). Below are examples of common records with a retention of OSA that do not require a disposition form upon disposal:

• Administrative Support Records – GS1 #3
• Drafts and Working Papers – GS1 #242
• Mailing/Contact Lists – GS1 #29
• Operational and Statistical Report Records – GS1 #124
• Transitory Messages – GS1 #146
• Course and Program Records: Descriptions and Requirements – GS5 #50

When the retention requirement has been met for records they should be disposed. However, if an administrative need exists to keep records for a longer period of time, a departmental desktop procedure should be created for everyone accessing the specific record stating the departmental retention for consistency.

Duplicate copies do not require a disposition form upon disposal. However, one exception applies:

• Travel Records – GS1 – SL #52 - Both the department of the originating office and the on campus office in which copies of travel records are sent (Procurement Office) are record holders. Both copies are records.

*Although a disposition form may not be required, documents containing restricted data must be shred

 All restricted data must be shredded or if electronic, disposed of in a secure manner in coordination with Information Technology Services.

Below are common examples of restricted data (list is not exhaustive):

• Institutional or Personal Financial Data:  Credit card numbers, P-Card numbers, accounts receivable transaction records, donor gift history including dates and amounts, institutional checking or investment numbers
• Employee Data:  Benefits information, birth date, banking information, health insurance policy ID numbers, transcripts, education records
• Personally Identifiable Data:  Passport and visa numbers, social security numbers
• University Data:  Responses to bids/RFPs/ITNs until 30 days after award, privileged attorney-client communications, Computer account passwords
• Student Data: Student banking information, transcripts, student payment history and bills, admission applications, education records, financial aid and scholarship information, registration information, judicial student affairs, grades with UIN's and student names

 For information about restricted data click here.