When developing a records management policy, approach the project in a … 0000001846 00000 n This Records Management Manual provides university offices with procedures based on best practices for the management of university records. 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. 0 Reproduced or published material received from other offices which requires no action and is not required for documentary purposes. 1828 0 obj <>stream • A retention and disposal programme ensures that SAQA maintains only those records it really needs for functional and historical purposes. 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. By continuing without changing your cookie settings, you agree to this collection. 0000002847 00000 n The foundation of our records management program is the implementation of the Records Retention Schedule that will facilitate effective recordkeeping and result in more … The records manageme… • Formalize records destruction practices and destroy records consistently and systematically. 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. 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/. For more information, please see our University Websites Privacy Notice. Preserve and defend our company’s legality 6. Library or museum material collected for informational or exhibition purposes. Make better decisions 2. 1810 19 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. Guidelines for Employees Leaving Ferris State … 0000006396 00000 n Records Manager – is responsible for: Developing records management policies and procedures for University as a whole; Establishing corporate standards for records management 0000001656 00000 n Learn from past mistakes 5. 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. 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. 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. 0000003701 00000 n These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. 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. Policies and Procedures and Practices 4.1. %%EOF Today’s increasingly digital environment … The policy will be supported through the delivery of standards, guidance and procedures, which are documented within the Information Governance Policy Framework. One of the first priorities for any business intent … Disclaimer: Inclusion on this list does not necessarily imply approval or endorsement by Washington State Archives. Requests from the public for basic information such as manuals and forms that do not have any administrative retention requirements. These and many other Guiding Principles of Compliant Records Management are listed after each of the five Best Practice … University records are public records and once fully processed are generally open to research use. Our websites may use cookies to personalize and enhance your experience. IV. xref ���'2�0�e`c�e�${N0��1�1X2f����ЄA(Z�`0ƫ �,"���=��0�7�@:���}����i� _��m��Ү�9�v͗ܰ��,����o f;�� 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.  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. All of the records that make up a record series must have the same retention periods. startxref 3.5 … Transmittal letters that do not add information to that contained in the transmitted material. 0000002359 00000 n Detail any specific rules and regulations your organization is meeting by implementing this policy and any additional considerations. The University welcomes and encourages good-faith reporting of compliance concerns and/or seeking advice regarding compliance issues. Published 28 July 2015 From: Strategic planning and resource allocation. 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. accordance with procedures outlined in this Records Policy and Procedures Manual and in the Standard Practice Guide. 0000058912 00000 n <<937083EBD8B9914AB11E1F69A88F4E02>]>> Specific records that contain personally identifiable information will be restricted to protect individual … 4.2. 4. 0000000676 00000 n Considerations When Developing Your Policy. 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. For agencies to make the best use of … 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. Records Management Policy A policy to establish a framework for the creation and management of records at teh Attorney General's Office. 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… It is simply a guide and as such neither prescribes nor recommends any particular policy or procedure nor any specific authorities or responsibilities. Evaluate our operations and employee productivity over time 7. 0000001253 00000 n 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. 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 is vital to the delivery of our services in an orderly, efficient, and accountable manner. The policy will help to communicate expectations, procedures and responsibilities that underpin the records management program, and serve as a mandate for recordkeeping activities. They represent its collective memory, underpin its daily operations and support its public image. NSW State Archives’ Records Management program is managed within the Corporate Information and Communications program and is located in the Western Sydney Records Centre. Business processes must ensure the maintenance of reliable information and records. 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. 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. Duplicate copies of documents maintained in the same file. We place high value on our company’s records. 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/. �$^�-��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�� At the center of your records management program are your records management policies. trailer Working papers, preliminary drafts, or other material summarized in final or other form and which have no value once action has been taken. x�b```b``�d`a``-f`@ V6�8�c � �u �0�2�*}�v�=V�9�/{+�6w6gv66Vn/�-Ku��m]�:� Ԡ!_!/��c���.b���b'�� �� The policy is usually supported by procedures dealing with day-to-day records management operations and by disposal schedules. 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 this policy is to provide guidance and reference for University employees regarding the retention, disposition, storage and destruction of official University records, in all formats. Respond immediately to legal or administrative notification of holds on destruction of records relevant to litigation, government investigation, audits, or other legal or … The originating agency is required to maintain the record copy. 0000003077 00000 n 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. 0000003662 00000 n 0000000016 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 … 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… Inclusion on the University's online Policy Library. Work with the Records Manager to resolve questions or confusion about the interpretation or implementation of records policies and procedures. Informational copies of correspondence and other papers on which no documented administrative action is taken. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. 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. A Records Management Program is a planned, coordinated set of policies, procedures, people, systems and activities that are required to manage records. You cannot break up a record series into individual records and give each record a different retention period. 0000002036 00000 n Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. The operational management of information through the information lifecycle is promoted. 0000002717 00000 n 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. Set-up a Records Retention Schedule. 0000058685 00000 n 0000002768 00000 n 0000001466 00000 n 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. Forecast and prepare for the future 4. • Write Records Management Policies and Procedures and apply them consistently. It also indicates retention in active and inactive storage areas. 0000057971 00000 n By storing information, we are able to: 1. Visit https://compliance.uconn.edu/reporting-concerns/reporting-overview/ for more information. 2.3 All staff, c… Develop plans to improve and grow the company 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 … Samples and … The originating agency should maintain a record copy. By-Laws, Rules and Regulations of the University Senate, Policy Against Discrimination, Harassment and Related Interpersonal Violence. The RMP policies are listed below and are housed on the University Policy Office site. Stocks of publications, forms, or other printed documents which become obsolete or outdated due to revision. 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. %PDF-1.6 %���� NDSU Policy 713, Records Management - This policy identifies the policy and purpose for records management at NDSU. 1810 0 obj <> endobj Director: Council Services and Chancellery - Is responsible for the implementation and ongoing review of a compliant records management system. Prioritise Security and Privacy. 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 <. All record management activities, including file creation, maintenan… 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. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. 0000066824 00000 n 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. Records management is the systematic control of records in an efficient and economical manner throughout their life cycle. Records Management Policies and Procedures These are the policies and procedures governing records management at Ferris State University. Procedures - form a second tier of more detailed instructions on how operational environments are … Support our day-to-day operations 3. Records Management Policy and Procedures Records are one of ONC BOCES most valuable assets. RMP-1 (pdf): University Records … The goal of the United Church’s Records Management Program is to ensure that: The differences between a non-record and a record are the reasons for keeping the information and how the information is used. 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. Changing your cookie settings, you should outline the purpose of the discussed! 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Policy or procedure nor any specific rules and regulations your organization is by... May use cookies to personalize and enhance your experience records and give each record a retention! University Senate, policy Against Discrimination, Harassment and related Interpersonal Violence other papers on which no documented administrative is! The systematic control of records policies and procedures these are the reasons keeping! Procedures these are the reasons for keeping the information and records particular or... Listed below and are housed on the University are to be in accordance with these procedures and policy!