RECORDS AND INFORMATION MANAGEMENT TRAINING

Size: px
Start display at page:

Download "RECORDS AND INFORMATION MANAGEMENT TRAINING"

Transcription

1 RECORDS AND INFORMATION MANAGEMENT TRAINING Presented by the Agency Analysis Bureau of the Records Management Division November 2015

2 2 Training Agenda Basic Records Management Information and Best Practices Access and security Lifecycle of a record File maintenance systems Records classification Storage Disposition Records Management Personnel (forms completion) Designation Storage Disposition

3 3 Training Objective The objective of this training is to provide you with the fundamental tools to develop and implement a successful records management program within your organization.

4 State Commission of Public Records Your Access to Public Information 4 Public Records Act et seq. NMSA 1978 Created the Commission of Public Records Commission Responsibilities Establish Records Centers Appoint a State Records Administrator Manage the facility Develop and maintain the State s Records Management Program, which includes the creation of the records retention and disposition schedule Pursuant to the Public Records Act, an agency must receive prior approval from the State Records Administrator to destroy public records

5 What is a public record? 5 Means all books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristics, made or received by any agency in pursuance of law or in connection with the transaction of public business and preserved, or appropriate for preservation, by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational and historical value of data contained therein. Public Records Act Section NMSA 1978

6 What is a non record? 6 Blank forms Extra copies Drafts SPAM mail NMAC

7 What is RIM? 7 Records and information management (RIM) is the field responsible for the efficient and systematic control of the creation, distribution, use, maintenance, and disposition of records. A good records management program has proper retention and disposition practices, and records are easy to find.

8 8 Requirements for Maintaining a Successful Records Management Program Written policies Standard Operating Procedures Records Retention and Disposition Schedule Procedures for identifying and protecting mission critical records (vital records) and historical records Training Audit and Compliance

9 Access/Security 9 Location of records (physical, electronic) Permissions (physical, electronic) Access Security Background checks Passwords Clearance levels Network

10 Why is Access Control necessary? 10 Ensure systematic control Ensure accurate and reliable records Authenticity Integrity Reliability Usability Protection of sensitive information Protection of personal information Protection of proprietary information

11 Who is Responsible for your agency s Records Management Program? 11 The success of your agency s records management program depends on every employee s efforts! All agency staff from: Cabinet Secretaries Division Directors Staff Managers Systems Administrators Administrative Staff

12 12 Lifecycle of a Record

13 File Maintenance Systems 13 A maintenance system is an internal control process utilized for rapid retrieval of records. For example: Chronological Alphabetical Numerical Combination An ideal maintenance system allows for efficient and effective retrieval of records and application of retention.

14 File Maintenance 14 Active and closed file maintenance systems may differ. Active records should be maintained for ease of access Closed records should be maintained primarily by the date of file closure (trigger event), and secondarily by active record maintenance system descriptor

15 What is a Closed Record? 15 means a record where the retention trigger event has occurred and the file is closed. If a record is suspended or dormant, it has not closed; all actions related to the file must have occurred with no other possible actions before a record can be considered closed.

16 What is a trigger event? 16 The Trigger Event is the action that caused the file to close. Date audit report released Superseded or obsolete Close of calendar year The date of this trigger event starts the retention (countdown to final disposition)

17 17 Classifying Records

18 18 What is a Records Retention and Disposition Schedule (RRDS)? A RRDS defines the timeframe a record shall be retained to meet all legal, fiscal, administrative, and historical requirements The Functional RRDS provides classification of records by function

19 Determining Official Copy of Record 19 The official copy of record is the single record determined to be official for the purposes of fulfilling the retention requirements as outlined in the record retention and disposition schedule. If your program requires original documentation to be submitted, and your agency is not required to submit this original documentation to another agency, your agency is the keeper of the official copy of record

20 20

21 Classifying Records 21 Master Categories Administration Employee services Financial and accounting Governance and compliance Legal and judiciary Natural resource management Public health and social services Public safety services

22 Classifying Records 22 Tool.html

23 Classifying Records 23 Master Category Sub Category Function ACCOUNTS PAYABLE: A. Category: Financial and accounting accounting management B. Description: Records relating to accounts payable including, but not limited to, purchasing and reimbursements. C. Retention: destroy six years from date audit report released

24 24 Storage of Public Records

25 Records Center v. Archives 25 Records Center Storage of closed records Retention has not been met Agency maintains legal custody Archives Preservation of permanent historical records Legal and physical custody is transferred to the Commission of Public Records (CPR)

26 Records Storage 26 Only closed records shall be accepted for storage at the state records center. Records will not be accepted for storage whose retention will be met within 36 months. If your agency does not store records at the records centers, you are responsible for maintaining those records in a secure environment until they meet their retention.

27 27 Disposition of Public Records

28 Disposition 28 Means the final action in the course of a record s lifecycle Destruction (via approved methods) Transfer to archives Authorization to destroy any public record shall be obtained from the State Records Administrator prior to destruction.

29 Litigation Holds 29 A well managed RIM program prepares an organization not only for government investigations but also for potential litigation. If your organization s staff has been notified of litigation regarding a particular record, the retention for that record ceases to exist until all legal issues regarding that record are done. Agencies are required to notify records center staff of any pending litigation affecting records stored at the records center ( NMAC)

30 Tampering with public records 30 Knowingly destroying, concealing, mutilating or removing without lawful authority any public record or public document belonging to or received or kept by any public authority for information, record or pursuant to law NMSA 1978 Whoever commits tampering with public records is guilty of a fourth degree felony

31 RIM Personnel 31 Records Custodian Chief Records Officer (CRO) Records Liaison Officer (RLO)

32 32 Designating Records Management Personnel

33 Roles of a Records Manager 33 basic knowledge of records management laws and best practices so that guidance can be provided to agency staff on records management issues good working knowledge of the agency's organizational structure, the mission of the agency and the type of program records created by the various organizational units ability to process, track, and maintain a history of all storage, withdrawals, transfer, and destruction of records

34 Records Custodian 34 NM Statute , Subsection I Records Custodian records custodian means the statutory head of the agency *Not to be confused with the designated records custodian for Inspection of Public Records Act requests

35 Chief Records Officer (CRO) 35 Designated by the agency records custodian. Administers the agency s records management program as a whole NMAC for further duties These duties are in addition to the authorities and responsibilities of a record liaison officer

36 Designation of CRO Form: 36

37 Records Liaison Officer 37 Designated by record s custodian RLO has the authority to sign off on disposition forms approved by State Records Administrator Designation must be renewed every fiscal year NMAC for further duties

38 38 Designation of RLO Form:

39 Pick Up Personnel 39 Authorized to pick up records at the records center

40 Designation of Pick Up Personnel Form: 40

41 41 STORAGE and INDEX FORMS

42 Electronic Storage Form (General Input Form) 42

43 43 Electronic Storage Form

44 Practice PROGRAM AND PROJECT FILES: A. Category: Administration general management B. Description: Records related to administrative programs and projects not identified in other classifications. C. Retention: destroy five years from date file closed Start Range: Acequia Madre Restoration End Range: Gila River Restoration Start Date: 10/21/2014 Trigger Date: 10/01/ PRESS AND NEWS RELEASES: A. Category: Administration community and public relations B. Description: Records related to official government press, news releases and notices. C. Retention: permanent, transfer to archives five years from date file created Start Range: End Range: Start Date: 01/01/2015 Trigger Date: 08/31/2015

45 45 Electronic Storage Form

46 Electronic Storage Form (Practice Answers) 46

47 Storage of Permanent Records 47 Records with the disposition of transfer to archives, which include records with the retention of permanent or transfer to archives, shall include an index approved by the administrator that describes the contents of the box NMAC

48 48 Electronic Permanent Index Form

49 49 Box Withdrawal Form

50 50 Request for Destruction Forms

51 Records Center or On Site Destruction 51 Records Center destruction is free For legal and audit purposes, the agency shall retain proof of the records destroyed Confidential records shall be destroyed through a bonded document recycling vendor by shredding in such a manner that the information cannot be read Non confidential records can be destroyed by the following methods: Dumpsite burial Shredding NMAC

52 Request For Destruction Form 52

53 53 Request for Destruction Form (Example)

54 Practice ACCOUNTS PAYABLE: A. Category: Financial and accounting accounting management B. Description: Records relating to accounts payable including, but not limited to, purchasing and reimbursements. C. Retention: destroy six years from date audit report released [ NMAC N, 10/01/2015] Secondary descriptor: P.O. s and payment vouchers Trigger Date: 06/30/2009 Number of boxes: GOODS AND SERVICES: A. Category: Legal and judiciary contract management B. Description: Records related to contracting of goods and services. C. Retention: destroy six years from date file closed [ NMAC N, 10/01/2015] Secondary descriptor: PSC's and contracts (Sandia) Trigger Date: 09/15/2009 Number of boxes: 6

55 55 Request for Destruction Form (Example)

56 56 Local Government Notice of Destruction

57 57 QUESTIONS?

58 Commission of Public Records Contact information 58 AGENCY ANALYSIS BUREAU Jackie Garcia, Bureau Chief Jennifer Camp, Senior Management Analyst Susan Montoya, Management Analyst Tanya Vigil, Management Analyst STATE ARCHIVES Felicia Lujan, Division Director RECORDS CENTER MANAGER Crystal Wooldridge Phone No: SANTA FE RECORDS CENTER 1205 Camino Carlos Rey Santa Fe, NM Cameron O Rear Phone No: ALBUQUERQUE R.C Yale Blvd NE Ste. A Albuquerque, NM Martin Sandoval Phone No: Website:

GENERAL GOVERNMENT ADMINISTRATION EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS) ERRDS, BOARD OF NURSING

GENERAL GOVERNMENT ADMINISTRATION EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS) ERRDS, BOARD OF NURSING TITLE 1 CHAPTER 18 PART 449 GENERAL GOVERNMENT ADMINISTRATION EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS) ERRDS, BOARD OF NURSING 1.18.449.1 ISSUING AGENCY: State Commission of Public

More information

COMMISSION OF PUBLIC RECORDS NEW MEXICO STATE RECORDS CENTER AND ARCHIVES

COMMISSION OF PUBLIC RECORDS NEW MEXICO STATE RECORDS CENTER AND ARCHIVES COMMISSION OF PUBLIC RECORDS NEW MEXICO STATE RECORDS CENTER AND ARCHIVES IMPLEMENTATION GUIDE FOR 1.13.4 NMAC: RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING July 1, 2007 1205 Camino Carlos

More information

PSAB Supplement 21 Records Retention and Disposition

PSAB Supplement 21 Records Retention and Disposition PSAB Supplement 21 Records Retention and Disposition KEY WORDS INDEX... I TABLE OF AUTHORITIES... II PSAB Supplement 21 Records, Retention and Disposition MANUAL OF PROCEDURES PSAB SUPPLEMENT 21 RECORDS,

More information

Dysart Unified School District RECORDS MANAGEMENT

Dysart Unified School District RECORDS MANAGEMENT Dysart Unified School District RECORDS MANAGEMENT Records Management in Arizona is Governed by Arizona Revised Statutes Arizona Revised Statutes that govern Records Management are: ARS 41-151 151.23 The

More information

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

More information

RECORDS COMMISSION[671]

RECORDS COMMISSION[671] IAC 7/2/08 Records Commission[671] Analysis, p.1 RECORDS COMMISSION[671] CHAPTER 1 ORGANIZATION AND RESPONSIBILITIES 1.1(17A,305) Description of organization 1.2(305) Definitions 1.3(17A,305) Responsibilities

More information

GENERAL GOVERNMENT ADMINISTRATION EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS) ERRDS, DIVISION OF VOCATIONAL REHABILITATION REPEALED

GENERAL GOVERNMENT ADMINISTRATION EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS) ERRDS, DIVISION OF VOCATIONAL REHABILITATION REPEALED TITLE 1 CHAPTER 18 PART 644 GENERAL GOVERNMENT ADMINISTRATION EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS) ERRDS, DIVISION OF VOCATIONAL REHABILITATION 1.18.644.1 ISSUING AGENCY: State

More information

Montana Local Government Records Management Guidelines

Montana Local Government Records Management Guidelines Montana Local Government Records Management Guidelines Prepared and Published by the Montana Local Government Records Committee Rev 3.0 Sep 2010 TABLE OF CONTENTS Introduction i Authority...ii Definitions...

More information

Internal Audit Records Management and Public Information Requests

Internal Audit Records Management and Public Information Requests Internal Audit Records Management and Public Information Requests August 2012 Bernalillo County Internal Audit Records Management and Public Information Requests Executive Summary SUMMARY OF PROCEDURES

More information

RECORDS DESTRUCTION PROCEDURE

RECORDS DESTRUCTION PROCEDURE RECORDS DESTRUCTION PROCEDURE The District School Board of Collier County Prepared by Donna Woods Records Management Liaison Officer woodsdo@collier.k12.fl.us RECORDS DESTRUCTION PROCEDURE Table of Contents

More information

Guidelines for Digital Imaging Systems

Guidelines for Digital Imaging Systems NORTH CAROLINA DEPARTMENT OF CULTURAL RESOURCES OFFICE OF ARCHIVES AND HISTORY DIVISION OF HISTORICAL RESOURCES ARCHIVES AND RECORDS SECTION Guidelines for Digital Imaging Systems Phase I: Project Planning

More information

Public Records Policy 05: Disposition of Public Records

Public Records Policy 05: Disposition of Public Records Office of the Public Records Administrator Connecticut State Library State of Connecticut Public Records Policy 05: Disposition of Public Records Date Issued: November 28, 2011 Supersedes: General Letter

More information

Records Management Plan

Records Management Plan Records Management Plan Harris County, Texas Prepared By: Harris County CTS Reviewed and Approved by: The County Attorney s Office The District Attorney s Office The County Auditor s Office October 13,

More information

Basic Records Management Practices for Saskatchewan Government*

Basic Records Management Practices for Saskatchewan Government* Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com

More information

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management Tsawwassen First Nation Policy for Records and Information Management September 28 2011 Tsawwassen First Nation Policy for Records and Information Management Table of Contents 1. RECORDS AND INFORMATION

More information

Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office.

Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. 1 Texas Government Code (TAC), Section 441 requires

More information

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY Statement of Intent This policy establishes the general responsibilities for management, retention, and disposition of SOUTHWEST VIRGINIA

More information

EFFECTIVE DATE: JULY 1, 2010

EFFECTIVE DATE: JULY 1, 2010 Town of Florence POLICY TITLE: EMAIL RETENTION POLICY RESPONSIBLE DEPARTMENT: Town Clerk Office APPROVAL: EFFECTIVE DATE: JULY 1, 2010 AP / RESOLUTION NO.: 2010-02 REFERENCES: TOWN MANAGER SIGNATURE: TOWN

More information

Department of Veterans Affairs VA Directive 6311 VA E-DISCOVERY

Department of Veterans Affairs VA Directive 6311 VA E-DISCOVERY Department of Veterans Affairs VA Directive 6311 Washington, DC 20420 Transmittal Sheet June 15, 2012 VA E-DISCOVERY 1. REASON FOR ISSUE: To establish policy concerning the care and handling of documents

More information

Viad Corp Records Management Policy

Viad Corp Records Management Policy Viad Corp Records Management Policy TABLE OF CONTENTS 1. PURPOSE... 2 Definitions... 3 2. PROCEDURES... 3 Management of Records.... 3 Retention in the Event of Dispute, Litigation, Subpoena, or Inquiry...

More information

File Management : Guidelines & Policies

File Management : Guidelines & Policies File Management : Guidelines & Policies Which files are considered records? Files created or received pursuant to the transaction of University business or in the fulfillment of its educational, administrative,

More information

United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008

United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 I. Introduction United Cerebral Palsy of Greater Chicago ( UCP ) recognizes that

More information

Records Retention Training

Records Retention Training Records Retention Training Purpose LSUHSC-NO must comply with state and federal records retention requirements in order to provide appropriate access to state information to the public and to limit the

More information

Developing a Records Retention Program

Developing a Records Retention Program Developing a Records Retention Program This site is intended to help you design and implement a records retention program for your organization. Here you will find a basic explanation of a records retention

More information

FDU - Records Retention policy Final.docx

FDU - Records Retention policy Final.docx Records and Information Management Program Policy and Procedure Responsible Office Office of the General Counsel Effective Date 04/01/2012 Responsible Official General Counsel Last Revision I. Rationale

More information

Administrative Procedures Memorandum A2005

Administrative Procedures Memorandum A2005 Page 1 of 12 Date of Issue: June 2014 Original Date of Issue: Subject: References: Links: Contact: June 2014 RECORDS AND INFORMATION MANAGEMENT Policy 2196 Records and Information Management Policy 2197

More information

Corporate Records Management Policy

Corporate Records Management Policy Corporate Records Management Policy Introduction Part 1 Records Management Policy Statement. February 2011 Part 2 Records Management Strategy. February 2011 Norfolk County Council Information Management

More information

5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS

5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS 5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS (CT:IM-158; 12-29-2014) (Office of Origin: A/GIS/IPS) NOTE: In October, 2014, the Department issued an interim directive superseding

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY 1. POLICY OBJECTIVE 1.1 The University of South Africa (Unisa) has the responsibility to manage, store and retain certain documentation, records and other forms of information

More information

West Chester University Records Management Policy

West Chester University Records Management Policy 1. Introduction West Chester University is committed to effective records management to preserve its history, meet legal standards, optimize the use of space, minimize the cost of record retention, and

More information

RECORDS MANAGEMENT MANUAL FOR STATE EMPLOYEES

RECORDS MANAGEMENT MANUAL FOR STATE EMPLOYEES STATE OF MICHIGAN RECORDS MANAGEMENT MANUAL FOR STATE EMPLOYEES Records Management Services February 12, 2015 0 I. INTRODUCTION This manual has been prepared for employees of the State of Michigan. It

More information

Records Management. Training 101

Records Management. Training 101 Records Management Training 101 Learning Objectives This training is designed to help you: Understand the importance of Records Management and why records are maintained Understand your RM responsibilities

More information

39C-1 Records Management Program 39C-3

39C-1 Records Management Program 39C-3 39C-1 Records Management Program 39C-3 Sec. 39C-1. Sec. 39C-2. Sec. 39C-3. Sec. 39C-4. Sec. 39C-5. Sec. 39C-6. Sec. 39C-7. Sec. 39C-8. Sec. 39C-9. Sec. 39C-10. Sec. 39C-11. Sec. 39C-12. Sec. 39C-13. Sec.

More information

Scotland s Commissioner for Children and Young People Records Management Policy

Scotland s Commissioner for Children and Young People Records Management Policy Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives

More information

ACCESS, PRODUCTION AND RETENTION OF CITY RECORDS

ACCESS, PRODUCTION AND RETENTION OF CITY RECORDS 1.05-3 1 of 6 I. PURPOSE This directive prescribes the rules regarding access, production, and retention of City records. II. POLICY A. All records and other matters in City offices are presumed to be

More information

Managing Government Records A Cooperative Undertaking. An Introduction to Kentucky s Public Records Management Law

Managing Government Records A Cooperative Undertaking. An Introduction to Kentucky s Public Records Management Law Managing Government Records A Cooperative Undertaking An Introduction to Kentucky s Public Records Management Law Revised August 2012 Table of Contents Introduction 3 What are public records? 3 What is

More information

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Massa achusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Summary of Contents About This Supplement... 7 Revisions to the Current Edition...

More information

State of Montana E-Mail Guidelines

State of Montana E-Mail Guidelines State of Montana E-Mail Guidelines A Management Guide for the Retention of E-Mail Records for Montana State Government Published by the: Montana State Records Committee Helena, Montana September 2006 Based,

More information

Section 1, Part 1. General Administration Function (Function-based arrangement)

Section 1, Part 1. General Administration Function (Function-based arrangement) Retention Guidelines for Common Administrative Records of the Government of Canada Section 1, Part 1 General Administration Function (Function-based arrangement) Revised, 21 April 2011 Table of Contents

More information

DIA Records Management Program

DIA Records Management Program DEFENSE INTELLIGENCE AGENCY DIAl 5015.001 WASHINGTON, DC 20340-5100 29 Sep 04 OPR:_ DIA Records Management Program References: (a) DIAM 13-1, "Records Maintenance and Disposition", 30 September] 998 (canceled)

More information

8. RECORDS AND INFORMATION MANAGEMENT

8. RECORDS AND INFORMATION MANAGEMENT 8. RECORDS AND INFORMATION MANAGEMENT Overview This chapter is intended to help public bodies understand how good records and information management practices assist in the effective administration of

More information

State Agency Manual of Records Management Policies

State Agency Manual of Records Management Policies State Agency Manual of Records Management Policies Explaining the Sample Policy Manual This is a sample records management policy manual for executive branch agencies in New York State government. The

More information

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014 SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM Revised January 15, 2014 Page 1 Introduction In compliance with the Code of Virginia, Section 42.1085, Southwest Virginia Community College

More information

Guideline. January User Guide to Retention Schedule Implementation

Guideline. January User Guide to Retention Schedule Implementation Guideline January 2012 User Guide to Retention Schedule Implementation Approved by: Bridget Sisk Approval date: 2008 Contact:frasera@un.org Review date: 2012 1 Guideline Using Records Retention Schedule

More information

INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY

INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY INTRODUCTION Under the Freedom of Information Acts, 1997 and 2003 the Institute is obliged to comply with legislation and publish a

More information

Chapter 2.82 - RECORDS MANAGEMENT Sections:

Chapter 2.82 - RECORDS MANAGEMENT Sections: Chapter 82 - RECORDS MANAGEMENT Sections: 8010 - Government records findings Recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake

More information

Records Management Policy

Records Management Policy Records Management Policy Who should be involved? The entire board reviews the overall compliance policy or philosophy. Many times, the administrative team and school legal counsel, often working with

More information

General Records Management Training

General Records Management Training General Records Management Training 1 Objectives Upon completion of this training, you will understand how to: Determine Federal records from non-records Manage Federal records throughout their lifecycle

More information

Arizona State Library, Archives and Public Records

Arizona State Library, Archives and Public Records Arizona State Library, Archives and Public Records RECORDS MANAGEMENT DIVISION 1919 West Jefferson Phoenix, Arizona 85009 (602) 542-3741 Managing Public Records Sent and Received Via Electronic Mail These

More information

Records Management Policy.doc

Records Management Policy.doc INDEX Pages 1. DESCRIPTORS... 1 2. KEY ROLE PLAYERS... 1 3. CORE FUNCTIONS OF THE RECORDS MANAGER... 1 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES... 1 5. PURPOSE... 2 6. OBJECTIVES... 2 7. POLICY... 2

More information

University of Louisiana System

University of Louisiana System Policy Number: M-17 University of Louisiana System Title: RECORDS RETENTION & Effective Date: OCTOBER 10, 2012 Cancellation: None Chapter: Miscellaneous Policy and Procedures Memorandum Each institution

More information

DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM

DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM ...-=". DEPARTMENT OF THE NAVY OFFICE OF THE CHIEF OF NAVAL OPERATIONS 2000 NAVY PENTAGON WASH INGTON, D.C. 20350 2000 IN REPLY RE FER T O SECNAVINST 5210.8D DONCIO SECNAV INSTRUCTION 5210.8D From: Subj:

More information

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006)

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) WHAT IS THE PURPOSE OF RECORDS MANAGEMENT? 1. To implement a cost-effective Department-wide program that provides for adequate and proper documentation

More information

BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY

BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY Effective Date Subject Number Page September 14, 2014 RECORDS RETENTION GUIDELINES E-OP-8-14 1 of 11 Supersedes/Supplements: Reference: BC

More information

PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT SYSTEM

PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT SYSTEM Issued by the EPA Chief Information Officer, Pursuant to Delegation 1-19, dated 07/07/2005 PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT

More information

A MANUAL FOR MANAGING INACTIVE RECORDS IN THE RICHMOND PUBLIC SCHOOLS

A MANUAL FOR MANAGING INACTIVE RECORDS IN THE RICHMOND PUBLIC SCHOOLS A MANUAL FOR MANAGING INACTIVE RECORDS IN THE RICHMOND PUBLIC SCHOOLS 2014 from Section 5 of: Everything You Wanted to Know About Records but Were Afraid to Ask (2014) A MANUAL FOR MANAGING INACTIVE RECORDS

More information

Rainy River District School Board SECTION 2

Rainy River District School Board SECTION 2 Rainy River District School Board SECTION 2 Organization & Administration RECORDS INFORMATION MANAGEMENT PROCEDURE PURPOSE 2.81 Records Information Management (RIM) is the systematic management of all

More information

Association of Professional Geoscientists of Ontario Records Management Policy

Association of Professional Geoscientists of Ontario Records Management Policy APPROVAL Approved By: Approval Date: Approved By: APGO Executive Committee Approval Date: February 13, 2013 Effective Date: February 13, 2013 Policy Sponsor: Responsible Person/ Contact: Governance Committee

More information

SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE RECORDS MANAGEMENT MANUAL

SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE RECORDS MANAGEMENT MANUAL SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE RECORDS MANAGEMENT MANUAL Updated 03/2015 1 INTRODUCTION A Records Management program s chief function is the systematic control of the creation, maintenance,

More information

RECORD RETENTION & DESTRUCTION POLICY

RECORD RETENTION & DESTRUCTION POLICY City & County of San Francisco BOARD OF APPEALS RECORD RETENTION & DESTRUCTION POLICY The Board of Appeals Record Retention and Destruction Policy is adopted pursuant to Chapter 8 of the San Francisco

More information

Administrative Procedure

Administrative Procedure Administrative Procedure Number: 707 Effective: 5/13/2011 Supersedes: INTERIM Page: 1 of 11 Subject: RECORDS RETENTION, MANAGEMENT, AND DISPOSITION PROGRAM 1.0. PURPOSE: 1.1. To establish and administer

More information

Records and Information Management

Records and Information Management Records and Information Management Elizabeth Adkins Dir., Information Governance Grant Thornton LLP Raquel Tamez Chief Legal Officer SourceAmerica Patrick Oot Partner Shook, Hardy & Bacon, LLP Records

More information

This policy will also cover all data created for the purposes of reporting to external bodies such as (but

This policy will also cover all data created for the purposes of reporting to external bodies such as (but RECORD AND DATA MANAGEMENT POLICY Version 2.0 Document data Document type: Rule/Policy/Plan/Guidelines/Operating Procedures Administering entity: Records Manager Date approved: 14 April2009 Latest amendment

More information

1. Each employee is responsible for managing college records in a responsible and professional manner.

1. Each employee is responsible for managing college records in a responsible and professional manner. Policy O-6.2 Approved By: College Executive Team Approval Date: February 26, 2003 Amendment Date: November 25, 2009 Policy Holder: VP Administration & CFO Purpose / Rationale RECORD MANAGEMENT The purpose

More information

Wheaton College Records and Information Management Policies and Procedures

Wheaton College Records and Information Management Policies and Procedures Wheaton College Records and Information Management Policies and Procedures 1.0 Purpose: The purpose of the Wheaton College Records and Information Management (RIM) Policies and Procedures document is to

More information

Office of IT Planning, Architecture, and E-Government Office of the Chief Information Officer

Office of IT Planning, Architecture, and E-Government Office of the Chief Information Officer Your Records Management Responsibilities Office of IT Planning, Architecture, and E-Government Office of the Chief Information Officer July 2010 Table of Contents INTRODUCTION RECORDS MANAGEMENT IN THE

More information

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES ELECTRONIC MAIL

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES ELECTRONIC MAIL COMMUNICATIONS AND RECORDS DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES ELECTRONIC MAIL Electronic mail systems, commonly called email, are becoming the communications method of choice for

More information

13.4.5.3 STATUTORY AUTHORITY: Sections 59A-2-9 and 59A-12A-1 through 59A-12A-17 NMSA 1978. [2/1/92; Recompiled 11/30/01]

13.4.5.3 STATUTORY AUTHORITY: Sections 59A-2-9 and 59A-12A-1 through 59A-12A-17 NMSA 1978. [2/1/92; Recompiled 11/30/01] This rule was filed as 13 NMAC 4.5. TITLE 13 CHAPTER 4 PART 5 INSURANCE LICENSING OF INSURANCE PROFESSIONALS INSURANCE ADMINISTRATORS 13.4.5.1 ISSUING AGENCY: New Mexico State Corporation Commission [Public

More information

Economic Realities in the Management of Public Records. George Bakolia Senior Deputy State Chief Information Officer November 4, 2011

Economic Realities in the Management of Public Records. George Bakolia Senior Deputy State Chief Information Officer November 4, 2011 Economic Realities in the Management of Public Records George Bakolia Senior Deputy State Chief Information Officer November 4, 2011 Outline Statutory and other requirements Hidden vs. direct costs Records

More information

E-Mail Policy. Government of Newfoundland and Labrador (GNL)

E-Mail Policy. Government of Newfoundland and Labrador (GNL) Document Title: E-Mail Policy Document Type: Policy No. Of Pages 6 Scope: Government of Newfoundland and Labrador (GNL) Trim # DOC15481/2009 Revision ( # ) 26 Treasury Board Approval ( # ) TBM2009-298

More information

Idaho Records Center A Program of the Idaho State Archives

Idaho Records Center A Program of the Idaho State Archives Idaho s Center A Program of the Idaho Archives Administrative s Schedule of the s Management Guide (This Schedule Revised April, 2008) C.L. BUTCH OTTER, GOVERNOR Idaho Historical Society Janet Gallimore,

More information

Records Management Basic Information For Local Government Agencies

Records Management Basic Information For Local Government Agencies Records Management Basic Information For Local Government Agencies Title 5: ADMINISTRATIVE PROCEDURES AND SERVICES Part 1: STATE DEPARTMENTS Chapter 6: STATE ARCHIVIST (HEADING: PL 1973, c. 625, @16 (new))

More information

UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT

UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT APRIL 2011 POLICY ON RECORDS MANAGEMENT TABLE OF CONTENTS DEFINITION OF TERMS AND ACRONYMS... 5 1.0 BACKGROUND... 5 1.1 RATIONALE... 5 1.2 VISION... 5

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Draft Final R Version: 1 Identifier: CCS 3.2.3 Policy Section: Records Management Date Adopted: 17 July 2015 Review Date: July 2018 Author: Jenny Kennedy Review Officer: Deputy

More information

12.25.2.2 SCOPE: All escrow companies licensed by the state of New Mexico. [12.25.2.2 NMAC - Rp, 12 NMAC 25.2.2, 7/1/15]

12.25.2.2 SCOPE: All escrow companies licensed by the state of New Mexico. [12.25.2.2 NMAC - Rp, 12 NMAC 25.2.2, 7/1/15] TITLE 12 CHAPTER 25 PART 2 TRADE, COMMERCE AND BANKING ESCROW COMPANIES ESCROW COMPANY ACT 12.25.2.1 ISSUING AGENCY: Financial Institutions Division of the Regulation and Licensing Department, 2550 Cerrillos

More information

BPA Policy 236-1 Information Governance & Lifecycle Management

BPA Policy 236-1 Information Governance & Lifecycle Management B O N N E V I L L E P O W E R A D M I N I S T R A T I O N BPA Policy 236-1 Table of Contents 236-1.1 Purpose & Background... 2 236-1.2 Policy Owner... 2 236-1.3 Applicability... 2 236-1.4 Terms & Definitions...

More information

Records Management Self-Evaluation and Compliance Guide (07/2015)

Records Management Self-Evaluation and Compliance Guide (07/2015) Records Management Self-Evaluation and Compliance Guide (07/2015) The Connecticut State Library, Office of the Public Records Administrator, developed this selfevaluation guide for state agencies to use

More information

Arkansas School Business Officials. November 6, 2014

Arkansas School Business Officials. November 6, 2014 Arkansas School Business Officials November 6, 2014 L. Freeman Wish, CPA Clarksville School District 1701 Clark Road Clarksville, AR 72830 479-705-3200 Freeman.Wish@csdar.org Student Information Financial

More information

Glossary of Records Management Terms

Glossary of Records Management Terms Glossary of Records Management Terms Active record: A record referenced often in the conduct of current departmental business. Administrative record: Records documenting the day to day operation and administration

More information

The Archives and Public Records Management Act

The Archives and Public Records Management Act 1 ARCHIVES AND PUBLIC RECORDS MANAGEMENT c. A-26.11 The Archives and Public Records Management Act being Chapter A-26.11* of The Statutes of Saskatchewan, 2015 (effective August 24, 2015). *NOTE: Pursuant

More information

Corporate Records. Classification Scheme and Retention Schedule. Introduction. Corporate Records Classification Scheme and Retention Schedule

Corporate Records. Classification Scheme and Retention Schedule. Introduction. Corporate Records Classification Scheme and Retention Schedule Corporate Records Classification Scheme and Retention Schedule Introduction Corporate Records Classification Scheme and Retention Schedule 2 Introduction The Classification Scheme and Retention Schedule

More information

RECORDS MANAGEMENT TRAINING

RECORDS MANAGEMENT TRAINING RECORDS MANAGEMENT TRAINING EVERYONES RESPONSIBILITY Marine Corps Community Services MCAS, Cherry Point, North Carolina COURSE INFORMATION Course Information Goal The goal of this training is to provide

More information

International Council on Archives

International Council on Archives International Council on Archives Section of Records Management and Archival Professional Associations ESTABLISHING A RECORDS MANAGEMENT PROGRAM: GUIDELINES FOR PROFESSIONAL ASSOCIATIONS 2009 1 Introduction

More information

O.C.G.A GEORGIA CODE Copyright 2015 by The State of Georgia All rights reserved.

O.C.G.A GEORGIA CODE Copyright 2015 by The State of Georgia All rights reserved. O.C.G.A. 50-18-90 GEORGIA CODE Copyright 2015 by The State of Georgia All rights reserved. TITLE 50. STATE GOVERNMENT CHAPTER 18. STATE PRINTING AND DOCUMENTS ARTICLE 5. STATE RECORDS MANAGEMENT O.C.G.A.

More information

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY DOC. T99-061 Passed by the BoT 8/4/99 UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY The President of the University shall adopt guidelines to require that each campus

More information

To provide efficient, economical and effective controls for the maintenance, use and destruction of all College records

To provide efficient, economical and effective controls for the maintenance, use and destruction of all College records Records Management Storage and Destruction Procedures Definitions and Responsibilities Purpose To provide efficient, economical and effective controls for the maintenance, use and destruction of all College

More information

Records & Information Management Policy

Records & Information Management Policy 2014 Records & Information Management Policy VerQu CONTENTS Document Control... 2 Purpose... 3 Scope... 3 Organizational Placement... 3 Roles and Responsibilities... 3 Corporate Records Manager... 3 Record

More information

Introduction to Records Management at Coastal Carolina University

Introduction to Records Management at Coastal Carolina University Introduction to Records Management at Coastal Carolina University Office of Institutional Research, Assessment and Analysis Edward M. Singleton Building Room 211 (843) 349 2994 Introduction to Records

More information

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009 State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN January 2010 December 2012 DECEMBER 31, 2009 Florida Department of State State Library and Archives of Florida 850.245.6750 http://dlis.dos.state.fl.us/recordsmanagers

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY GENERAL INFORMATION Policy Statement: Washington University requires that its records be managed in a manner consistent with applicable law, and in accordance with plans developed

More information

Department of Defense INSTRUCTION

Department of Defense INSTRUCTION Department of Defense INSTRUCTION NUMBER 5015.02 February 24, 2015 DoD CIO SUBJECT: DoD Records Management Program References: See Enclosure 1 1. PURPOSE. This instruction reissues DoD Directive (DoDD)

More information

Policy No: TITLE: EFFECTIVE DATE: CANCELLATION: REVIEW DATE:

Policy No: TITLE: EFFECTIVE DATE: CANCELLATION: REVIEW DATE: Policy No: TITLE: AP-AA-17.2 Data Classification and Data Security ADMINISTERED BY: Office of Vice President for Academic Affairs PURPOSE EFFECTIVE DATE: CANCELLATION: REVIEW DATE: August 8, 2005 Fall

More information

RECORDS MANAGEMENT IN THE UNITED NATIONS

RECORDS MANAGEMENT IN THE UNITED NATIONS RECORDS MANAGEMENT IN THE UNITED NATIONS A Shared Responsibility arms@un.org Agenda Why Records Management? Records vs. documents Roles and Responsibilities Records Life Cycle Records Disposition Information

More information

Managing Social Networking

Managing Social Networking Managing Social Networking Records Jerry Kirkpatrick Records Management Specialist (Retention Schedules, Imaging Requests, Training) Records Management Division Arizona State Library, Archives and Public

More information

Section 28.1 Purpose. Section 28.2 Background. DOT Order 1351.28 Records Management. CIOP Chapter 1351.28 RECORDS MANAGEMENT

Section 28.1 Purpose. Section 28.2 Background. DOT Order 1351.28 Records Management. CIOP Chapter 1351.28 RECORDS MANAGEMENT CIOP Chapter 1351.28 RECORDS MANAGEMENT TABLE OF CONTENTS Section 28.1 Purpose... 1 Section 28.2 Background... 1 Section 28.3 Scope and Applicability... 2 Section 28.4 Definitions... 4 Section 28.5 Policy...

More information

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s):

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Title: Category: Administration Information Management Policy No.: B5010 Replaces: B5010 Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Approval: (President

More information

Disposal Authorisation for Information and Technology Management Records. Administrative Schedule No. 4

Disposal Authorisation for Information and Technology Management Records. Administrative Schedule No. 4 Disposal Authorisation for Information and Technology Management Records Administrative Schedule No. 4 July 2014 AUTHORISATION FOR THE COMMENCEMENT OF THIS SCHEDULE Issued under the National Archive and

More information

Ante Litem Notice: Notice of intent to sue the Department of Juvenile Justice.

Ante Litem Notice: Notice of intent to sue the Department of Juvenile Justice. GEORGIA DEPARTMENT OF JUVENILE JUSTICE Transmittal # 15-14 Policy # 5.1 Applicability: {x} All DJJ Staff {x} Administration {x} Community Services {x} Secure Facilities (RYDCs and YDCs) Chapter 5: RECORDS

More information

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS STATEMENT OF PURPOSE The Delaware Public Archives (DPA) has issued "Model Guidelines for Electronic Records"

More information

RECORD AND INFORMATION MANAGEMENT FRAMEWORK FOR ONTARIO SCHOOL BOARDS/AUTHORITIES

RECORD AND INFORMATION MANAGEMENT FRAMEWORK FOR ONTARIO SCHOOL BOARDS/AUTHORITIES PURPOSE Records and information are important strategic assets of an organization and, like other organizational assets (people, capital and technology), must be managed to maximize their value. Information

More information