Introduction to Records Management

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Introduction to Records Management

• Presented by Peggy Turnbull,
• Records Manager
• Bluefield State College

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Outline

• Records Management Concept
• Bluefield State College Guidelines
• Retention and Disposal Schedules
• Records Inventory
• Other RM needs on campus?

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Section One

• Concepts of Records Management

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What is it?

• The systematic control of all records
• From their creation or receipt
• Through their processing, distribution,
  organization and retrieval
• To their ultimate disposition (destruction or
  permanent preservation)
• Source Hunter, Gregory S. The Archival Hedge
  Records Management for Archivists. Presentation
  at HBCU Advanced Archives Institute, April 20,
  2004, Atlanta, GA.

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What is a record?

• A document in any format (electronic, microfilm,
  paper, etc.) that is created or received during
  the process of doing business

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What is a record series?

• Records series is a group of files that have been
  created for a similar purpose
• Examples
• Minutes
• Syllabi
• Correspondence
• Student grade reports
• Admissions applications
• Parking applications

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College Media Relations Series

• Photographs
• All Users Messages
• Presidents Monthly Report to the Board of
  Governors
• Questionnaires
• News releases
• Bulletin
• Correspondence
• Email
• Print
• Subject files
• Marquee requests ?
• Campus activities and events ?

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Life Cycle of Records

• Source Disposition of Federal Records A
  Records Management Handbook. 2000 web edition.
  http//www.archives.gov

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Records Usage Graph

• Source JISC infoNet, an advisory service of the
  JISC. http//www.jiscinfonet.ac.uk/records-managem
  ent

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Retention and Disposal Schedules

• A document that identifies the disposition of a
  record
• How long to keep it
• Where it goes when no longer used
• Shredder
• Archives

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Section Two

• Bluefield State Records Management Guidelines

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Bluefield State Records Management Guidelines

• Created in 2004
• Legal authority is Records Management and
  Preservation of Essential Records Act WV Code
  5A-8-1 through 20
• Regulated by 148 CSR 12 13

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BSC Guidelines

• Allows for retention of college records with
  continuing value
• Allows for efficient disposal of records without
  continuing value

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Section One Statement

• Includes definition of vocabulary terms
• Identifies roles
• Emphasis is on records retention and disposal
• Storage Records Center and the Archives

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Section Two Responsibility

• President
• Records Manager
• Department Officers
• Archivist

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President

• Establish program
• Establish and maintain records
• Submit reports to the Administrator
• Cooperate with the Administrator
• Appoint a Records Manager

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Records Manager

• Develop and administer RM program
• Be point person to the Administrator
• Coordinate a biennial inventory
• Review Retention and Disposal Schedule
• Oversee transfer of records
• Prepare and submit forms

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Department Officers

• Help develop retention schedules
• Help transfer records
• Channel requests for help to the RM
• Make reports
• Cooperate with RM on inventories, surveys, etc.

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Archivist

• Help with transfer to the Archives
• Assist in identifying series with continuing or
  historical value
• Be knowledgeable about legalities of access
  (e.g., FERPA)

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Records Inventory, Retention Authorization, and
Disposal Schedules

• Records reviewed for their value
• Administrative
• Fiscal
• Legal
• Historic
• Operational

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Records Inventory, Retention Authorization, and
Disposal Schedules

• Record series identified
• Duplicate records
• Retention periods identified
• Administrator and State Archivist approve
• Reviewed every two years

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Records Destruction

• Use schedule
• If not on schedule, State Archivist approves

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Microfilm

• Original document destruction will show on
  disposal reports

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Filing Plans

• Can be part of inventory
• Alphabetical
• Numerical
• Chronological
• Code or classification system

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Statement about the Archives

• Personal papers
• Records
• Open access to records unless prohibited

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Part Three

• BSC Retention and Disposal Schedule

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BSC Retention and Disposal Schedule

• Distributed June 11, 1982
• Updated since?
• Some retention periods listed
• Some departments missing
• Campus police
• Campus activities
• Student government

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Section Four

• Records Inventory

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Records Inventory

• Will start Summer 2007
• Need department officers identified
• Goal
• In one year, all departments represented at this
  meeting will have been surveyed

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Future workshops?

• How to manage email
• RM for electronic documents

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Questions?
Peggy Turnbull Librarian, Records Manager,
Archivist Wendell G. Hardway Library Bluefield
State College Voice mail x4053 pturnbull_at_bluefie
ldstate.edu
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Useful Websites

• West Virginia Archives and History. Records
  Management.
• http//www.wvculture.org/hiStory/rmpb/rmpb.html
• West Virginia Secretary of State. Code of State
  Rules.
• http//www.wvsos.com/csr/search.asp
• Library of Virginia. College University
  Records Retention Schedule.
• http//www.lva.lib.va.us/whatwedo/records/sched_st
  ate/GS-111.PDF