Records Management An introduction to records management at Clemson University Library Depot 103 Clemson Research Blvd Anderson, S.C. 29625
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
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 (e.g., timesheets) Specific Schedule - a rule that applies to unique records that are not covered in the general schedules
Records Management Definitions and concepts: Records Inventory - an analysis to determine the type, volume, inclusive dates and regulatory requirements of a department’s 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
Records Management The Library Depot’s Records Center staff and the University archivist assist 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.
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”.
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 The Library Depot’s records center 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.
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 center staff with any questions or concerns.
Records Management • Storing your records at the Library Depot • Clemson University Libraries has an off-site, high density shelved facility for storing the university’s 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 25¢ per box, per month. Billed annually. • - No fees for transporting materials or final disposition.
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.
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
Records Management • Final Disposition of Records • Records are destroyed or archived at the end of their retention period. • A disposition authorization form is created by the Records center staff that lists the record series, retention schedule and method of disposition. (Secure Shred, Recycle or Archive) The form should be signed and retained in the department for three years. • Records should be destroyed in the manner indicated on the form. Shredding is managed by the University Recycling Center. • Departments are responsible for the proper disposition of records stored in their office. Records stored at the Library Depot are managed by the Records center staff which includes notifying departments when their stored records are eligible for final disposition.
Records Management • Contact us for more information • Robin Chambers Operations Manager 656-0288 • Michelle Voyles Records Coordinator 656-0680 • Dennis Taylor University Archivist 656-4751 • http://clemson.libguides.com/librarydepot