Introduction to Records Management. Presented by Janice Schulz, University Records Manager. Why Manage Records?. It’s the Law Federal, state and local regulations require the management of records we create, receive and use.
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Presented by Janice Schulz, University Records Manager
It’s the Law
Ohio Revised Code- §149.351. Prohibition Against Destruction or Damage of Records
(A) All records are the property of the public office concerned and shall not be removed, destroyed, mutilated, transferred, or otherwise damaged or disposed of, in whole or in part, except as provided by law or under… the records programs established by the boards of trustees of state-supported institutions of higher education under section 149.33 of the Revised Code…
Ohio Revised Code- §149.33. State records program
(B) The boards of trustees of state-supported institutions of higher education shall have full responsibility for establishing and administering a records program for their respective institutions. The boards shall apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposition of the records of their respective institutions.
UC Board of Trustees Rule
E. University records shall be retained for such period as is required by retention schedules established by the university archives, and may be disposed of only in accordance with disposition instructions issued by the university archives. Removal, destruction, mutilation, alteration, transfer, or other disposition of university records except as authorized by this rule is prohibited and may result in disciplinary action.
Strong penalties can be assessed for the mismanagement of records
In March 2006 the City of Akron was ordered to pay a fine of $860,000 for shredding the timesheets of two employees.
It makes your office run more efficiently.
It preserves the history of the University.
"Records" includes any document, device, or item, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of any public office of the state or its political subdivisions, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office. (Ohio Revised Code §149.011 (G))
"Public record" means records kept by any public office, including, but not limited to, state, county, city, village, township, and school district units, and records pertaining to the delivery of educational services by an alternative school in Ohio kept by a nonprofit or for profit entity operating such alternative school pursuant to section 3313.533 [3313.53.3] of the Revised Code. (ORC §149.43 (A))
Create University rules regarding records
University Records Manager
Administers the program
Writes retention schedules
Provides consulting services
Assist in development, administration
and review of functional schedules
Create and manage
recordsRecords Management Responsibilities at UC
Who has responsibility
for records management
at the University?
Contact RM via phone, email or stop in at Blegen 804