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Records Management

Records Management. What to Keep and What to Toss. What is Records Management?. Management of the life cycle of a record Creation Storage Retrieval Retention Protection Disposition Ensures that authentic and accurate information can be retrieved quickly, easily and costeffectively.

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Records Management

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  1. Records Management What to Keep and What to Toss

  2. What is Records Management? • Management of the life cycle of a record • Creation • Storage • Retrieval • Retention • Protection • Disposition • Ensures that authentic and accurate information • can be retrieved quickly, easily and costeffectively

  3. Life Cycle of a Record Record Creation Records Active Use Records Center Record Inactive Destruction Archives

  4. Records Exist in Many Formats • The medium used to document an official activity or function is irrelevant • The content of the record determines if it is evidence of an official government transaction, action, or activity • Records can be stored as paper, photographs, maps, drawings, microfilm, databases, digital images, spreadsheets, e-mail, tweets, etc.

  5. Records Management is Risk Management • Understand the risk of loss--loss is not just inadvertent destruction… • Intentional and illegal destruction or alteration • Security breech (theft, misuse or fraud) • System backup process failed • Human error • Technology obsolescence • Deterioration • Pests (rodents, insects, etc.)

  6. What is the Negative Impact? • Financial loss • Lost opportunity • Litigation/audit/ investigation • System repair/recovery costs • Customer inconvenience • Lost time/productivity • Public embarrassment or scrutiny

  7. How to Mitigate Risk? • Select appropriate recordkeeping systems (efficient and effective retrieval) • Policies, procedures, documentation • Security (inappropriate use or alteration, protect private information) • System backup • Redundancy • Disaster plan • Implement retention routinely in accordance with an approved schedule • Maintain proper storage conditions

  8. NMU Records Management • Policy and Statutory Requirements • University Records Center • University Archives • Records Retention and Disposition Scheduling • New Records Management Web Site

  9. Policy and Statutory Requirements • Michigan Public Act 431 (1984) • Michigan Public Act 116 (1992) • Michigan Optical Imaging Rules • NMU Board of Control Policy Statement (1991)

  10. Records Retention Scheduling • Assists offices in the management of their files • Provides for the efficient and legal disposition of official University Records • Records Inventory • Records Analysis • Approval Process • Legal document

  11. Why Follow a Retention Schedule? • Risks of keeping records too long • Wastes space • Harder to find records you need • Records must be reviewed for FOIA and litigation • Risks of destroying records too soon • Violation of Michigan law • Exposes agency to liability if the records are requested via FOIA or litigation • Avoid random record purging by establishing a routine within the normal course of business

  12. Determining Retention Periods • Operational/ Administrative Value • Fiscal Value • Legal Value • Historical/Archival Value • Destroy records when their value ceases to exist

  13. New Records Management Web Site • Access to general and office specific records retention schedules • Records Transfer Procedures • Online Retrieval Request Form • Online Records Transfer Form

  14. University Records CenterGSB 205 • 4,000 square foot, climate control, secure • Comprehensive storage and retrieval service • Records Destruction Service • Access restricted but available by appointment

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