records management policies and procedures

The RMP policies are listed below and are housed on the University Policy Office site. ���'2�0�e`c�e�${N0��1�1X2f����ЄA(Z�`0ƫ �,"���=��0�7�@:���}����i� _��m��Ү�9�v͗ܰ��,����o f;�� These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. 0000001253 00000 n 2.3 All staff, c… NDSU Policy 713, Records Management - This policy identifies the policy and purpose for records management at NDSU. Reproduced or published material received from other offices which requires no action and is not required for documentary purposes. All record management activities, including file creation, maintenan… Transmittal letters that do not add information to that contained in the transmitted material. �$^�-��y�)�lrEz����%�$��sn�\Y��0=�E�T�����S��gL������ �5�z3�K��}zK�� �5���� i�[X� �������:��X�vӞ��2:"��!- H��% Ic�0 1���2���[�X��-�-03��I�&̤�fGb@�Z���������[Ȟ��2������N0-f�#w���q5�� • A retention and disposal programme ensures that SAQA maintains only those records it really needs for functional and historical purposes. Support our day-to-day operations 3. Records Management Policy A policy to establish a framework for the creation and management of records at teh Attorney General's Office. The following are examples of “Non-Records”: Record Series — A group of similar or related records that are normally used and filed as a unit and can be evaluated as a unit for determining the record retention period. 8.1 All information and records management practices in the University are to be in accordance with these procedures and related policy. The purpose of the Record Management Policy is to (1) establish an efficient University-wide record management system for maintaining, identifying, retrieving, preserving and destroying records, (2) ensure that records are adequately protected, (3) preserve University history, (4) ensure that records that are no longer needed or of no value are destroyed at the appropriate time, and (5) comply with all applicabl… Non-Record – By definition, the term “non-records” means recorded data or information that does not meet the above definition of the term “record”.  The physical characteristics of non-record materials are the same as record materials. 0000002768 00000 n 4.2. 0000002847 00000 n Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. 0000057971 00000 n %%EOF We place high value on our company’s records. Strategic planning and resource allocation. Disclaimer: Inclusion on this list does not necessarily imply approval or endorsement by Washington State Archives. Duplicate copies of documents maintained in the same file. The policy will help to communicate expectations, procedures and responsibilities that underpin the records management program, and serve as a mandate for recordkeeping activities. Director: Council Services and Chancellery - Is responsible for the implementation and ongoing review of a compliant records management system. By storing information, we are able to: 1. Make better decisions 2. Forecast and prepare for the future 4. Guidelines for Employees Leaving Ferris State … Library or museum material collected for informational or exhibition purposes. Considerations When Developing Your Policy. Policies and Procedures and Practices 4.1. xref trailer For more information, please see our University Websites Privacy Notice. All of the records that make up a record series must have the same retention periods. <<937083EBD8B9914AB11E1F69A88F4E02>]>> 0000066824 00000 n Requests from the public for basic information such as manuals and forms that do not have any administrative retention requirements. 3.5 … Samples and … One of the first priorities for any business intent … Procedures - form a second tier of more detailed instructions on how operational environments are … It is simply a guide and as such neither prescribes nor recommends any particular policy or procedure nor any specific authorities or responsibilities. 0000001466 00000 n For agencies to make the best use of … Records management is the systematic control of records in an efficient and economical manner throughout their life cycle. The originating agency should maintain a record copy. The University of Connecticut is an agency of the State of Connecticut.  As a state agency, the University is, and therefore its employees are, required to conform to state regulations and statutes. 1828 0 obj <>stream University records are public records and once fully processed are generally open to research use. All employees of the University of Connecticut are required to be aware of the fact that records management procedures exist, and to ensure that records are maintained, retained, stored, disposed of and, as appropriate, destroyed only in accordance with such procedures and the Records Retention Schedules. The originating agency is required to maintain the record copy. These and many other Guiding Principles of Compliant Records Management are listed after each of the five Best Practice … The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. NDSU Policy 713.1, Litigation Hold - This policy defines procedures and processes for maintaining records that are required to be kept due to litigation holds. 0000058912 00000 n 0000003077 00000 n • Write Records Management Policies and Procedures and apply them consistently. 0000001846 00000 n These examples of policies and procedures are provided as an informational resource for those working in the records and information management fields in Washington State. Evaluate our operations and employee productivity over time 7. 2.2 Records created, received or discovered which contain information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage will be protected and made accessible. Office of the Associate VP for Diversity and Equity, Office of the Executive VP for Administration and CFO, Facilities Operations and Building Services, Office of Faculty and Staff Labor Relations, Office of the Provost and Executive VP for Academic Affairs, Office of the Vice Provost and Chief Information Officer, https://compliance.uconn.edu/reporting-concerns/reporting-overview/. A Records Management Program is a planned, coordinated set of policies, procedures, people, systems and activities that are required to manage records. 0000003701 00000 n Records management is vital to the delivery of our services in an orderly, efficient, and accountable manner. 0000003662 00000 n Business processes must ensure the maintenance of reliable information and records. The operational management of information through the information lifecycle is promoted. 0000000016 00000 n RMP-1 (pdf): University Records … These policies define what information your organization must keep as a record, the procedures for managing those records, their retention periods, and procedures for ensuring their secure destruction. Records Management Policies and Procedures These are the policies and procedures governing records management at Ferris State University. The purpose of this policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities. Specific records that contain personally identifiable information will be restricted to protect individual … In this section, you should outline the purpose of the policy and detail the business drivers for creating it. Records Manager – is responsible for: Developing records management policies and procedures for University as a whole; Establishing corporate standards for records management The foundation of our records management program is the implementation of the Records Retention Schedule that will facilitate effective recordkeeping and result in more … 2.1 The Directorate has requirements under the Act to make, manage and keep records to support its business needs, legal and regulatory obligations and to meet broader community expectations. The records manageme… At the center of your records management program are your records management policies. Develop plans to improve and grow the company The differences between a non-record and a record are the reasons for keeping the information and how the information is used.  Employees are urged to visit this website to keep up to date as changes to the procedures and/or the Records Retention Schedules can and do occur.  All updates to Records Management Procedures and Records Retention Schedules are posted to the website.  Employees may also contact the University Archivist at (860) 486-4507 for further information. 0000000676 00000 n Catalogs, trade journals, and other publications or papers received which require no action and are not part of a case upon which foreseeable action will be taken. • Formalize records destruction practices and destroy records consistently and systematically. Non-records are not covered by this Records Management policy and therefore do not need to be retained, stored, disposed of or destroyed in accordance with procedures create under this policy and state law. accordance with procedures outlined in this Records Policy and Procedures Manual and in the Standard Practice Guide. This policy addresses the management, retention and disposal of all records received, created, generated, or maintained by the College and applies to all departments of the College. Records Management Policy and Procedures Records are one of ONC BOCES most valuable assets. Informational copies of correspondence and other papers on which no documented administrative action is taken. Stocks of publications, forms, or other printed documents which become obsolete or outdated due to revision. Record— Connecticut public records are defined in General Statutes Section 1-200(5) as: “any recorded data or information relating to the conduct of the public’s business–prepared, owned, used, received, or retained by a public agency, whether such data or information be handwritten, typed, tape-recorded, printed, photostatted, photographed, or recorded by any other method.”  Recorded data and information that meet this definition are covered by this Records Management Policy. It also indicates retention in active and inactive storage areas. Respond immediately to legal or administrative notification of holds on destruction of records relevant to litigation, government investigation, audits, or other legal or … This Records Management Manual provides university offices with procedures based on best practices for the management of university records. These procedures have been developed to provide guidance for the identification, capture, use, storage, security and disposal of records to ensure a consistent approach to records management across the University. endstream endobj 1811 0 obj <>/Outlines 79 0 R/Metadata 1808 0 R/Pages 1804 0 R/OCProperties<>/OCGs[1812 0 R 1813 0 R 1814 0 R]>>/StructTreeRoot 98 0 R/Type/Catalog>> endobj 1812 0 obj <. IV. The policy will be supported through the delivery of standards, guidance and procedures, which are documented within the Information Governance Policy Framework. Preserve and defend our company’s legality 6. 1810 0 obj <> endobj The Vice President – Information Technology Services (ITS) and Chief Information Officer in the UC Office of the President is delegated universitywide responsibility for records management and information practices policy. When developing a records management policy, approach the project in a … They represent its collective memory, underpin its daily operations and support its public image. The University welcomes and encourages good-faith reporting of compliance concerns and/or seeking advice regarding compliance issues. Under Section 11-8a of the Connecticut General Statutes the University has the obligation to handle, maintain, retain, dispose of and in cases destroy records in a certain manner, following specific processes and schedules. According to the ISO 15489-1:2001, records management involves tasks like setting policies and standards, assigning responsibilities and authorities, establishing procedures and guidelines, providing access to management and use of records, and integrating records management into business systems and processes. Visit https://compliance.uconn.edu/reporting-concerns/reporting-overview/ for more information. All employees of the University of Connecticut are required to be aware of the fact that records management procedures exist, and to ensure that records are maintained, retained, stored, disposed of and, as appropriate, destroyed only in accordance with such procedures and the Records Retention Schedules.  The University’s Records Management Procedures are available at http://records.compliance.uconn.edu/. Work with the Records Manager to resolve questions or confusion about the interpretation or implementation of records policies and procedures. Detail any specific rules and regulations your organization is meeting by implementing this policy and any additional considerations. 0000001656 00000 n startxref Set-up a Records Retention Schedule. Curtin Information Management and Archives is responsible for developing and implementing policies, procedures, systems, tools and techniques, training and support programs, and monitoring compliance with records and information management policies and procedures, and advising senior management of any … Our websites may use cookies to personalize and enhance your experience. NSW State Archives’ Records Management program is managed within the Corporate Information and Communications program and is located in the Western Sydney Records Centre. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. Inclusion on the University's online Policy Library. Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. You cannot break up a record series into individual records and give each record a different retention period. 0000002717 00000 n 0000002036 00000 n This policy covers all types of records, regardless of physical characteristics, that are created, generated, received; recorded as evidence of the organization, its functions, policies, decisions, procedures, operations, or acti… Records Retention Schedules — A comprehensive list of record series which indicates for each series the length of time it is to be maintained until it is reviewed for destruction or archival retention. Prioritise Security and Privacy. 0000058685 00000 n Records Management Policy 1 Records Management Policy 1 Preamble As a pre-eminent university in Africa, driven by the pursuit of knowledge and innovation, with a unique institutional culture based upon the values the University espouses, the North-West University has adopted its first Records Management Policy on 22 … By-Laws, Rules and Regulations of the University Senate, Policy Against Discrimination, Harassment and Related Interpersonal Violence. 0000002359 00000 n The Records Management Policy will be implemented throughout the University via: An Announcement Notice under ‘FedNews’ on the ‘FedUni’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure. 4. Published 28 July 2015 From: Learn from past mistakes 5. The policy is usually supported by procedures dealing with day-to-day records management operations and by disposal schedules. The goal of the United Church’s Records Management Program is to ensure that: 0 Working papers, preliminary drafts, or other material summarized in final or other form and which have no value once action has been taken. By continuing without changing your cookie settings, you agree to this collection. 1810 19 x�b```b``�d`a``-f`@ V6�8�c � �u �0�2�*}�v�=V�9�/{+�6w6gv66Vn/�-Ku��m]�:� Ԡ!_!/��c���.b���b'�� �� POL005 – Records Management Policy and Procedures V7.1 The Executive Leadership Board shall receive reports and notes of meetings from Information Governance Group as often as requested or required. Today’s increasingly digital environment … %PDF-1.6 %���� Policies - The RM policy works in tandem with a number of other policies and procedures in place within Ofgem, for example records retention policy and security policy. 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