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Records Management and University Archives at Clemson University

Records Management and University Archives at Clemson University. Clemson University Records Management. Call us 656-4415 Visit us Basement of Barre Hall Hours Monday - Friday 8:00 a.m. - 4:30 p.m. What is records management?.

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Records Management and University Archives at Clemson University

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  1. Records Management and University Archives at Clemson University

  2. Clemson University Records Management • Call us • 656-4415 • Visit us • Basement of Barre Hall • Hours • Monday - Friday • 8:00 a.m. - 4:30 p.m.

  3. What is records management? • A system for providing control over records from creation to destruction • A system for ensuring that university records are retained until their mandatory retention periods have been met • A system for ensuring that university records are destroyed in accordance with the Public Records Act

  4. What is records management? • It is also what many of you do every day • Everyone who creates, files, maintains, and finally disposes of records is managing those records • Our job is to help you follow the prescribed procedures for managing the university’s records

  5. What is a retention schedule? • A legal document which describes a series of records and specifies how long those records must be maintained by the university before they can be destroyed • There are two types of retention schedules

  6. General Schedules • Retention schedules which apply to records common to all university departments • Examples include • Personnel records • Financial records • Correspondence

  7. Special Schedules • Retention schedules which apply to records not covered by the general schedules -records which are created and maintained by only one department

  8. How are schedules created? • Retention schedules are developed as the result of a records inventory. • The inventory consists of an analysis of a department’s records to determine • types of records held • volume of records • dates for the records

  9. Other factors involved • Reference frequency (how often and for how long the records are typically used) • Are they subject to audit? • Are there legal retention requirements? • Are the records originals or copies? • Is the information in the records summarized elsewhere?

  10. What is the compliance audit? • Periodically, Records Management staff meet with department personnel to follow up. This is the compliance audit, which is used to • review special retention schedules • discuss needed revisions • answer questions

  11. What is the compliance audit? • Provide information about the department’s role in campus-wide records management • Determine the extent to which the department is following established records management procedures

  12. What about microfilming? • The Records Management office provides a microfilming service for university departments. • Certified Microfilm Service Bureau • Most filming is done for records which must be kept permanently or long term. • Space (and paper) saving medium • Expense is normally one-time.

  13. Records Storage Boxes • PIERCE LEAHY boxes • order from Maintenance Stores 656-2022 • - no hanging file folders • - one series per box • - label it • box # • department name • department number

  14. What does it cost? • Records Storage • 20¢ per box per month • billed annually for the previous calendar year • No charge for • picking up boxes • destroying records • transferring to Archives

  15. Visit Our Website http://www.lib.clemson.edu/recmgmt • Download forms • Request information from stored boxes • View retention schedules • Review policies and procedures

  16. University Archives • Located lower level of Strom Thurmond Institute • Hours Monday-Friday, 8:00-4:30, Tuesdays until 8:00 p.m. • Phone 656-3031 • E-mail: Dennis Taylor td@clemson.edu, Linda Ferry lferry@clemson.edu

  17. Types of records preserved • Board of Trustees records, 1888 - 1999 • President’s office records (most) • Departmental files • Photographs--individuals and subjects • Theses and dissertations • Student publications • University publications

  18. University Archives does not keep • Student records • Personnel records • Financial records

  19. University Archives Preserves records. Permanent retention.

  20. After records are received . . . • Duplicates are removed • Sensitive material is separated • Conservation is performed • Inventory is made • Records are described • Description goes online or to web site: http://libimage.lib.clemson.edu

  21. Help us serve you better . . . • Follow retention schedules • Pack your files carefully • Fill out transmittal sheets • Call ahead when you need access to your records • Thanks for your patience!

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