Records Management and University Archives at Clemson University

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Records Management and University Archives at
Clemson University
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Clemson University Records Management
Call us 864-656-4415 Visit us 139 Anderson
Hwy. Suite 100 Hours Monday Friday 800
a.m. - 430 p.m.
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What is records management?

• A system for providing control over records from
  creation to destruction
• A system for ensuring that university records are
  retained until their mandatory retention periods
  have been met
• A system for ensuring that university records are
  destroyed in accordance with the Public Records
  Act

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What is records management?

• It is also what many of you do every day
• Everyone who creates, files, maintains, and
  finally disposes of records is managing those
  records
• Our job is to help you follow the prescribed
  procedures for managing the universitys records

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What is a retention schedule?

• A legal document which describes a series of
  records and specifies how long those records must
  be maintained by the university before they can
  be destroyed
• There are two types of retention schedules

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General Schedules

• Retention schedules which apply to records common
  to all university departments
• Examples include
• Personnel records
• Financial records
• Correspondence

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Special Schedules

• Retention schedules which apply to records not
  covered by the general schedules -records which
  are created and maintained by only one department

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How are schedules created?

• Retention schedules are developed as the result
  of a records inventory.
• The inventory consists of an analysis of a
  departments records to determine
• types of records held
• volume of records
• dates for the records

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Other factors involved

• Reference frequency (how often and for how long
  the records are typically used)
• Are they subject to audit?
• Are there legal retention requirements?
• Are the records originals or copies?
• Is the information in the records summarized
  elsewhere?

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What is the compliance audit?

• Periodically, Records Management staff meet with
  department personnel to follow up. This is the
  compliance audit, which is used to
• review special retention schedules
• discuss needed revisions
• answer questions

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What is the compliance audit?

• Provide information about the departments role
  in campus-wide records management
• Determine the extent to which the department is
  following established records management
  procedures

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What about microfilming?

• The Records Management office provides a
  microfilming service for university departments.
• Certified Microfilm Service Bureau
• Most filming is done for records which
  must be kept permanently or long
  term.
• Space (and paper) saving medium
• Expense is normally one-time.

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Records Storage Boxes
BANKERS BOX boxes order online from Office Max
Solutions Item no. 12775 - no hanging file
folders - one series per box - label it box
department name department number
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What does it cost?
Records Storage 20 per box per month billed
annually for the previous calendar year No
charge for picking up boxes destroying
records transferring to Archives
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Visit Our Website
http//www.lib.clemson.edu/recmgmt

• Download forms
• Request information from stored boxes
• View retention schedules
• Review policies and procedures

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University Archives

• Located lower level of Strom Thurmond Institute
• Hours Monday-Friday, 800-430, Tuesdays until
  800 p.m.
• Phone [phone]
• E-mail Dennis Taylor td_at_clemson.edu, Linda
  Ferry lferry_at_clemson.edu

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Types of records preserved

• Board of Trustees records, 1888 - 1999
• Presidents office records (most)
• Departmental files
• Photographs--individuals and subjects
• Theses and dissertations
• Student publications
• University publications

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University Archives does not keep

• Student records
• Personnel records
• Financial records

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University Archives

• Preserves records.
• Permanent retention.

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After records are received . . .

• Duplicates are removed
• Sensitive material is separated
• Conservation is performed
• Inventory is made
• Records are described
• Description goes online or to web site
  http//libimage.lib.clemson.edu
  

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Help us serve you better . . .

• Follow retention schedules
• Pack your files carefully
• Fill out transmittal sheets
• Call ahead when you need access to your records
• Thanks for your patience!