Before You Toss That File or Delete That Email ' ' ' '

1
Before You Toss That File or Delete That E-mail .
. . .

• Extension Spring Training 08
• University Archive Staff
• Larry Landis, Elizabeth Nielsen, Karl McCreary,
• Erika Castaño, Tiah Edmunson-Morton

2
TodaysTopics

• Records retention schedule update
• Managing electronic records
• Historical records pertaining to the Extension
  Service
• Managing records in the county Extension office
• Survey of records in county Extension offices
• Your questions and issues

3
Records Retention Schedule Update

• Development of current schedule
• Current revision process
• New look and format of new schedule

4
(No Transcript)
5
Changes to Correspondence Series

• Correspondence Records that (1) document
  communications, created or received and filed in
  the course of public business AND (2) directly
  relate to agency programs or administration.
  Records may include but are not limited to
  letters, memoranda, notes and electronic messages
  that communicate formal approvals, directions for
  action, information about contracts, purchases,
  grants, personnel, and particular projects or
  programs.
• Disposition File with the associated program or
  administrative records. Retentions for program
  and administrative records are found either in
  the Oregon University System General Records
  Retention Schedule (OAR 166-475) or in the
  institution special schedules authorized by the
  State Archivist. Communications not meeting the
  above criteria do not need to be filed and should
  be retained as needed.

6
Other Proposed Schedule Changes

• Grievance records (faculty staff) change in
  language as to the administrative process for
  grievances
• Competitive Bid records moved to Contracts
  section from Equipment and Supplies section some
  language changes and retention period uniform
• Contracts and Agreements records revised to be
  broader and include records previously in other
  sections, such as leases and personal/professional
  contracts
• Non-grant funded research records new
  disposition to cover internally funded research

7
Other Proposed Schedule Changes (continued)

• Employee time and attendance records are being
  consolidated in the Payroll section
• Social Security number records moved from Payroll
  to Personnel
• Acknowledgement of Safety Rules now part of
  Safety Training Records
• Possible changes to Equipment Inventory Records
• Most changes are minor adjustments in retention
  periods, language clarification, form name
  changes
• Current review will likely result in additional
  changes

8
Commenting on the Draft Schedule

• Draft of schedule available through May 30 on the
  State Archives Web site at
• http//arcweb.sos.state.or.us/news/schedules/ous/i
  nformalreview.htm
• Send comments to
• Michael Matthews, Records Management
  AnalystOregon State Archives800 Summer St.
  Salem, OR. 97310503-378-5261
• Fax [phone]
• Michael.J.Matthews_at_state.or.us

9

• After approval new schedule available as OAR on
  State Archives web site
• Customized version for OSU on University Archives
  web site
• Revised Archives and Records Management Handbook
  due out later this year

10
Questions??

• Archives reference desk
• 7-2761
• archives_at_oregonstate.edu
• Larry Landis
• 7-0540
• larry.landis_at_oregonstate.edu
• 7-2165 automated phone tree with each staff
  members phone number