General Records Management Practices
Records Management – General Information
|University of Missouri System Policies|
|· Records General Policy||23001|
|· Storage and Disposal of University Records||23002|
University Records Management policies are contained in the University of Missouri System Policies. Each department, in coordination with Records Management, shall promote sound records management practices.
Records Retention requirements for all University Records and documents (regardless of media) will be collectively determined by the UM Director of Records Management, the Campus Archivist, the Internal Auditing Representative, and General Counsel.
Official Records shall not be destroyed or otherwise disposed of by any University officer or employee on their own initiative. Destruction of Records must be in compliance with the University’s approved Records Retention and Disposition schedules.
All employees should be made aware of their responsibilities and receive training in the use and management of Records appropriate for their role and work duties. When an employee leaves a department or the University, the department head is responsible for ensuring that the departing employee’s Records, including their electronic Records, are transferred to another employee, destroyed following appropriate retention requirements or transferred to Archives.
See the Records Management website: https://www.umsystem.edu/ums/fa/management/Records
Missouri Sunshine Law (RSMo 610)
All policies applied generally at the University are expressly applicable to the electronic environment.
Relevant institutional policies include, but are not limited to:
- CRR 110.005: Acceptable Use Policy (Use of Facilities & Equipment)
- CRR 110.010: Regulations (Use of Facilities & Equipment)
- CRR 180.010: Archival Program (Records Management)
- CRR 200.010: Standard of Conduct (Student Conduct)
- Policy 24004 on Use of University Equipment & Resources
- Policy 12001 on Management, Access and Use of IT Resources
Relevant State of Missouri laws and guidelines include, but are not limited to:
- RSMo 109: Public and Business Records
- RSMo 610: Governmental Bodies and Records
- Missouri Attorney General’s Summary of the Missouri Sunshine Policy
- Missouri Secretary of State’s Office: Guidelines, Managing E-Mail Records
Records Retention Guide – www.umsystem.edu/ums/fa/management/Records/guide/