General Records Management Practices
General Records Management Practices
Each department, in coordination with Records Management, shall promote sound records management practices.
Under the administration of the director, Record Management:
- Develops realistic records retention and disposal schedules.
- Arranges for the orderly transfer of inactive records of value to the University Records Center.
- Maintains a vital records protection program.
- Provides supervision of the University Records Center and Archives storage.
- Maintains filing systems that will assure efficient usage and prompt retrieval of records.
- Provides supervision of the University System Forms Management program.
- Provides assistance to all University departments in matters relating to records management, filing systems, microfilm systems, and forms management.
Records and Forms Management
University Records Center
The Records Center (882-7652), 2910 LeMone Blvd., provides low cost, centralized storage for inactive University records and permanent storage for the Campus Archives (all campuses), Western Historical Manuscripts (all campuses), and the State Historical Society.
- For assistance with problems or questions regarding records management, records retention schedules, filing systems or forms analysis, design, or management, contact: Records Management (882-6362).
- For pick-up or delivery, records transfer forms, or assistance regarding Records Center Storage, contact: Records Center (882-7652).
The Microfilm Facility (882-3763), 2910 LeMone Blvd., provides low cost microfilming of University records that have been approved for microfilming. Faculty and students may also use the facility for microfilming personal records directly related to their academic endeavor.
- For assistance with microfilm systems, equipment or costs, contact: Microfilm Operations (882-3763), or Records Management (882-6541).
The Forms Management Program is part of Records Management, 2910 LeMone Blvd., and provides analysis, design, and management services for all University forms.
- For assistance regarding forms and analysis or design, contact: Forms Management (882-5459).
Departmental Records Management Practices
Departments are responsible for cooperating with Records Management and coordinating the development of retention schedules for their records' series. Departmental records management practices are to include:
- Coordination with Records Management to develop realistic records retention and disposal schedules for all their records. [See also: 10:020 Retention & Disposal of University Records.]
- Orderly transfer of inactive records of value from prime office space or inadequate remote storage to the University Records Center. [See also: 10:020 Retention & Disposal of University Records.]
- Identification of vital records for all permanent and essential records in the department. [See also: 10:050 Vital Records.]
- Consultation with Records Management on all proposed microfilm systems and equipment. [See also: 10:030 Microfilming Records.]
- Creation of filing systems that will assure efficient use and prompt retrieval of records.
- Consultation with the Records Manger on all major purchases of filing equipment.
University Records - "University records" are any papers, books, maps, photographs, original microfilm, or other documentary materials regardless of physical form, make or characteristics which have been produced, executed or received by any academic or administrative staff member in connection with the transaction of University business.
Inactive Records - "Inactive records" are records of value referred to on an average of once per month or less.
University Non-Records - "University non-records" are:
- Extra copies of documents preserved only for convenience of reference.
- Stocks of printed or reproduced documents kept for supply purposes where file copies have been retained for record purposes.
- Books, periodicals, newspapers, posters, and other library and museum materials made or acquired and preserved solely for reference or exhibition purposes.
- Private materials neither made nor received by a University staff member in connection with the transaction of University business.
- Duplicate microfilm of University records.
- Magnetized, perforated, and photographically coded cards and tapes, provided that the documents containing the same information have been retained or approved for disposal.
- Material not filed as evidence of department operation or for its informational value such as: telephone call slips, letter of transmittal, route slips, etc.
- Dictation tapes, machine tapes, and mechanical records which have been transcribed into typewritten or printed form.
- Preliminary drafts of letters, memoranda, reports, work sheets, and informal notes which do not represent significant, basic steps in the preparation of the record document.
NOTE: When there is any doubt whether any paper is a non-record, it will be considered to be a University record.