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Records Management and University Archives at Clemson University

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Title: Records Management and University Archives at Clemson University


1
Records Management and University Archives at
Clemson University
2
Clemson University Records Management
Call us 656-4415 Visit us Basement of Barre
Hall Hours Monday - Friday 800 a.m. - 430 p.m.
3
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

4
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

5
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

6
General Schedules
  • Retention schedules which apply to records common
    to all university departments
  • Examples include
  • Personnel records
  • Financial records
  • Correspondence

7
Special Schedules
  • Retention schedules which apply to records not
    covered by the general schedules -records which
    are created and maintained by only one department

8
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

9
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?

10
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

11
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

12
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.

13
Records Storage Boxes
PIERCE LEAHY boxes order from Maintenance Stores
656-2022 - no hanging file folders - one series
per box - label it box department
name department number
14
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
15
Visit Our Website
http//www.lib.clemson.edu/recmgmt
  • Download forms
  • Request information from stored boxes
  • View retention schedules
  • Review policies and procedures

16
University Archives
  • Located lower level of Strom Thurmond Institute
  • Hours Monday-Friday, 800-430, Tuesdays until
    800 p.m.
  • Phone 656-3031
  • E-mail Dennis Taylor td_at_clemson.edu, Linda
    Ferry lferry_at_clemson.edu

17
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

18
University Archives does not keep
  • Student records
  • Personnel records
  • Financial records

19
University Archives
  • Preserves records.
  • Permanent retention.

20
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

21
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!
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