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UNIVERSITY Records Management Program October 18, 2010

UNIVERSITY Records Management Program October 18, 2010. PRESENTED BY: KEM GRAVENBERG UNIVERSITY RECORDS MANAGEMENT COORDINATOR. INTRODUCTION. Records and Information is Everyone’s Responsibility. All Employees are Responsible for Following those Policies.

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UNIVERSITY Records Management Program October 18, 2010

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  1. UNIVERSITY Records Management ProgramOctober 18, 2010 PRESENTED BY: KEM GRAVENBERG UNIVERSITY RECORDS MANAGEMENT COORDINATOR

  2. INTRODUCTION • Records and Information is Everyone’s Responsibility. • All Employees are Responsible for Following those Policies. • Failing to do so Can Have Effects That May Be Felt for Years to Come.

  3. BENEFITS

  4. STANDARDS

  5. Records and Information Policy Covers Four Primary Issues that Apply to Everyone

  6. RECORDS RETRIEVAL • The Whole Point of Having Records is to be able to Retrieve Them When you Need Them. • The Same Records Management Principles Apply to Paper Files and Electronic Media.

  7. RECORDS RETENTION

  8. RECORDS REDUCTION • The Purpose of a University-wide Records Reduction Policy is to Systematically Reduce the Cost, Floor Space, and Computer Memory Required to Store Records.

  9. RECORDS RECOVERY • Disasters Come in all Sizes – From an Earthquake or Flood to a Fire Confined on a Single Floor. • Records and Electronic Back Ups are Essential to Business Resumption After a Disaster.

  10. E-MAIL • E-Mail Reduction • E-Mail Writing

  11. DISCOVERY • Purpose & Definition of Discovery • Electronic Discovery • Documents and Data are “Electronic” if They Exist in a Medium Than Can Only Be Read Through the Use of Computers • The Same Rules That Govern Paper Discovery, Govern Electronic Discovery

  12. UNIVERSITY SUPPORT • Scope and Responsibilities • Involves entire University – legal, IT, records management, internal auditor, risk management, campus departments • Overcome complexity by standardization • Responsible Parties • Records Manager for overall retention program • IT for implementation and electronic records • Risk Manager for business continuity • Compliance Officer/Auditor – to audit University’s process and procedures • All campus employees – responsible for records • Management accountable

  13. SUMMARY • Communication Effort • Enterprise-wide Solution • Status Quo

  14. CONTACT INFORMATION • Kem Gravenberg, Records Management Coordinator 8/5809: kem@csus.edu • Serena Fuson, Administrative Support Coordinator 8/6312: sfuson@csus.edu • Veronica Liew, Administrative Support Coordinator 8/7344: vliew@csus.edu • Records Management Email Address recmgt@csus.edu • Christine Lovely, Legal Counsel 8/6940: lovelyc@csus.edu • Records Management Web Site: www.csus.edu/aba/records-management

  15. QUESTIONS • Any Questions?

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