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Managing OSU Records

Managing OSU Records

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Managing OSU Records

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  1. Managing OSU Records Information for Admin Plus November 21, 2011

  2. 1921 Makio Why do we maintain records? • Legal • Fiscal • Administrative • Research • Historical • University Policy

  3. Things that are Records… • Correspondence • Patron records • Working papers, including drafts, versions, and copies • Databases (including the underlying tables, as well as routine reports) • Personnel documentation • Financial documentation

  4. Things that are NOTRecords… • Material from other institutions or organizations • A letter from the President’s Office that was sent to everyone at OSU • An email that says “Pick up the milk.” • Listserv® Messages Records

  5. Determining how long to keep… • All IUC institutions follow the same manual for creating schedules • …based upon… • federal and Ohio laws • records management best practices • the “Office of Record” • Most units on campus use the University’s General Schedule http://go.osu.edu/retention-schedules

  6. Beware of the Pac-Man Effect… Permanent Records Long-Term Records Transient & Non-Records Short-Term Records

  7. eMail Advice… • Manage in regards to Retention Schedule… • Group by Retention Time • Group by Record Series • Manage in regards to Classification… • Subject • Project • Chrono • Student • etc… • Email may or may not be a record…as with any record it is not the medium, its the message…

  8. eMail Advice… Leaving this unmanaged leads to this… Permanent Records Long-Term Records Transient & Non-Records Short-Term Records

  9. Records Disposition… • What do we do at the end of a records retention period? • Transfer to University Archives if designated on the schedule • Dispose: • Sensitive Information/Privacy concerns (e.g. FERPA, HIPAA): Secure Destruction • Non-sensitive: Trash/Recycling

  10. Certificate of Records Destruction • Complete CRD send via campus mail or fax @ x8.4150 • We will respond within 1 week • If you need “OK” same day, call us @ x2.2409 • University Archives retains CRD permanently http://go.osu.edu/crd

  11. …And Remember… Jan Neiger Associate General Counsel Office of Legal Affairs 614.292.0611 neiger.4@osu.edu Tamar Chute University Archivist OSU Archives 614.292.3271 chute.6@osu.edu 2700 Kenny Road Daniel W. Noonan, MLS, CDIA+ E-Records/Digital Resources Archivist OSU Archives 614.247.2425 noonan.37@osu.edu 221D Thompson Library