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Introduction to Records Management

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  1. Introduction to Records Management University of North Carolina at Chapel Hill University Archives and Records Management Services Wilson Library| CB# 3926 919-962-6402 | phone recman@unc.edu

  2. Agenda What is Records Management? Why Bother with Records Management? North Carolina Law Records Management and Disasters UNC Records Retention and Disposition Schedules Role of Records Management Liaisons

  3. What is Records Management? Using efficient and economical methods to create, use, maintain, retain, preserve and dispose of official records.

  4. Why Bother with Records Management? Comply with North Carolina Law Document history of UNC-Chapel Hill Improve efficiency

  5. Administrative Fiscal Four Values of Records Legal Historic

  6. North Carolina Law • Defines duties of Department of the Cultural Resources • Regulates the destruction of public records Archives and History Act North Carolina General Statute 121

  7. North Carolina General Statute 132 • Defines public records • Documents • Papers • Letters • Maps • Books • Photos • Films • Sound Recordings • Tapes • Electronic Records • Artifacts • Or other material, regardless of physical form or characteristics, used in university business Public Records Law • Outlines custodial responsibilities

  8. State and Federal Statutes • Medical and mental health records • Health Insurance Portability and Accountability Act • Personnel records (some portions, not all) • General Statue 160-168 • Student records • Family Educational Rights and Privacy Act Confidential Records

  9. Records Management and Disasters Sudden Unexpected Destructive Not always natural Not always catastrophic Hurricane Fran, 1996

  10. Minimizing the Impact of a Disaster Lives are more important than records Distinguish between important and essential records Important records are replaceable Essential records are irreplaceable and vital to an organization • Loss of essential records results in failure of the operations they support

  11. Now is the time to prepare. Which records are critical to continue operations post disaster? How do I protect these records? Where do I store back-up copies?

  12. Records Retention and Disposition Schedules Creation Disposition Use

  13. Record Series – a group of related records • Disposition – instructions for how long you must keep a records series and how to dispose of it • Record Copy – a record held by an office that is the official keeper of that record for the University • Reference Copy – a record held by an office for their own reference and is not the official record for the University Retention and Disposition Vocabulary

  14. Lists records found in your office • Provides uniform descriptions • Outlines retention and disposition instructions • Identifies confidential or restricted records A Retention and Disposition Schedule:

  15. Liaisons need to: Role of Records Management Liaisons Know the organization of the office, where and how records are stored and used Be appointed by the administrative head of the department/office Have the records management responsibilities as part of their work plans

  16. Liaisons are responsible for: Serving as the key contact person with University Archives and Records Management Services Instructing their colleagues on retention periods and how to use the records retention schedule Coordinating records transfer to storage or University Archives

  17. Thank you for completing this module. Questions? University of North Carolina at Chapel Hill University Archives and Records Management Services Wilson Library| CB# 3926 919-962-6402 | phone recman@unc.edu