The main elements that should be … Usually, approximately 2/3 of a file drawer will fit into a one cubic­foot box. Office retention schedules are reviewed annually. 5. There may be additional considerations for your organization, but our template should provide you enough to start asking the right questions and begin moving forward. The University Archives has a budget which allows them to provide appropriate boxes xref �����qeIr�-T*,����͌g�>�'�ϟ����Y�. Records Management and Destruction Policy. is strongly advised by the University Archives and Records Management Program. �N�\��ă��+���`6��������W�74J(0���8�D����ZN�7P(�I��� �Ed�큸,KxB�o�0��}��:���74��A�C�ƽ�1TdM6���5���t�K�~֐q��MWg�~ԩXJa���-����0�"# ����I^��0`f26�yͤJ��̤��T�vZZ�y��)e�������_C_(}z��_Qb 0 x�}��n�@��y����~v11$ %PDF-1.5 %���� Introduction 1.1. 0000011786 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 November 2013. V+� Đ����d�0�A� �s�'�� )G�x&03�$0�5�M`�ax�"� ���͠����y�)�,&,����ײ��.�=���K� k��� in order. destruction. Purpose and Scope This policy outlines our responsibilities for the creation and management of records within the Bank of England. This information may be any hard copy, digital, email, sound or video recording that is evidence of a business transaction or activity. 4.6 Personal Information Personal data is defined as Information relating to an identified or identifiable natural person (‘data is maintained in the files of the University Records Management Program for the Department. Policy & Procedure State law requires that a copy of certification be filed every time a Sample Operational Policies and Procedures Complaint and grievance procedures Description Sample Company has guidelines for all managers regarding complaints and grievances. Ferris State University, JavaScript must be enabled for the correct page display, University Archives - Melinda Isler, Archivist, Guidelines for Employees Leaving Ferris State University, How to Transfer Records to the University Records Center/Archives, Ferris State University Records Management business policy, Using Records in the Inactive Records Center, Records Management Policies and Procedures. used. Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding compliance with l… Establishing Records Management Procedures Based on the Records Survey, schools and divisions must establish appropriate records management procedures in accordance with the established University Records Schedule. 0000002894 00000 n f��,F�d��h�C4 6TY ��(H�(6�SC�4�%L9ӊHeL[��)���c��yT*��(�ɰ �dE�%�k�!�8���8�濻����h�����%��=F�xC5�"���gLTp�0b� ս�xFǫt� ��Zw��ѡ�{c�v%�����/� } are created by the department and archivist, and will be as consistent as possible These are the policies and procedures governing records management at Ferris State UNCLASSIFIED Bank of England Records & Information Management Policy 1 POLICY: Records Management 1 FileSite is an Electronic Document & Records Management System (EDRMS). chronologically, the earliest records should be in front. 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 … One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." has been approved by the state and is included in the appendix of this manual. Disposal of records and information is performed in accordance with an approved records retention schedule. the University Archivist. This policy is part of a wider set of documents related to Records Management within SU (see Annexure B). Although procedures PROCEDURAL DETAILS . For requests of one box or less, requests can be made to archival staff to have the This number will consist of three 0000003987 00000 n of Disposal to the University Archives and Records Management. Evaluate our operations and employee productivity over time 7. Records retention schedules are one of the core documents of a records management These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. 0000473715 00000 n This list does not need to be all­inclusive. Although procedures to manage paper and electronic/digital records should: support quick and easy retrieval of information University. Materials may also or the University Archives. All requests from other offices must be approved by the originating G�f the Internet Usage Policy. Make better decisions 2. Records must be transferred in standard one cubic­ foot boxes, preferably acid­free. 0000003239 00000 n agreed upon by the University Archivist and the owner of the material, through legal Personal papers of faculty, staff and organizations associated with the university Records management means the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of, and information about, business activities and transactions in the form of records as per the definition in AS ISO 15489.1:2002 Records Management. This group provide the resources necessary for the management of records and liaise with Information Compliance on all aspects set out in ISO 15489-1:2001. Call the UARMP at x3731, and notify them that a transfer is in process. scheduled retention. may be considered for placement in the university Archives in accordance with terms Lecture notes, research documents, presentations and service Records Management SOP Page 5 of 10 Standard Operating Procedure SOP Ref: SOP/156/08 NOT PROTECTIVELY MARKED Version 1.2 February 2009 established policies, procedures and standards. This form is available in the Appendix and from a record, and whether certification is needed, contact the University Archives. The … Skilled staff. It sets the framework within which all records must be maintained and operates at three levels, these are: Overarching policy (this document), Procedures:which sit beneath this policy and deal with the way in which particular Reviewed and approved by the FLITE Interim Dean, Leah Monger. 0000002726 00000 n LEGISLATION/POLICY SUPPORTED. *Upon receipt, the University Archives and Records Management Program staff will assign �uR�� Archival boxes will not have numbers. Records placed into the inactive records center are available to the originating office Program within 30 days. the 18th accession received in 2002 will have an accession number RC­2002­18. DO Please note that the revised retention schedule (Attachment A) is posted below. endstream endobj 264 0 obj <> endobj 265 0 obj <> endobj 266 0 obj <> endobj 267 0 obj [226 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 606 0 0 0 0 459 0 0 267 0 0 0 874 0 668 532 0 563 465 0 0 0 0 0 0 0 0 0 0 0 0 0 528 528 412 528 491 0 528 527 246 0 0 246 804 527 527 528 0 352 394 347 527 469 0 0 470] endobj 268 0 obj [289 0 R] endobj 269 0 obj <>stream Purpose. boxes may be done through University Archives if staffing permits. records center for destruction. Not all of these records may be kept permanently, It should be based on thorough research of appropriate policies and standards and audited regularly. 246 53 Records Management Policy 1 Introduction . Records Management policy must be supported by documented processes and sets of procedures that govern its implementation. 0000474401 00000 n This Policy forms part of a suite of policies and procedures that support an information governance framework. records within the offices or for moving projects. Internal audits undertaken include periodic reviews of the agency's records management systems, procedures and practices. Generally, records which contain personal information such as birth “Record Series/Description” is a brief title that captures the function of the record This document explains Ofgem’s Records Management (RM) policy. This Policy forms part of a suite of policies and procedures that support an information governance framework. 0000005353 00000 n • A retention and disposal programme ensures that SAQA maintains only those records it … 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 applicable local, state, and federal laws and regulations. Skilled staff. The Ferris State University Records Management business policy, approved in 2010, is available as part of the business policies page. Records Management and Destruction Policy This is the original full policy with attachments. While the sample records management policy focuses on financial records, it should help you understand the key concepts required in any records management policy. They identify the record Information Management Committee Providing leadership, direction and strategic advice on the planning and delivery of the Information Management Strategy, Roadmap and Action Plan in alignment with USCs Planning Framework. The first column entitled It applies to all Bank staff and to all records created and received by the 0000007063 00000 n A record is defined in the Records Management British Standard BS ISO 15489 as “Information created, Archivist immediately prior to or after the employees departure. 0000011813 00000 n 0000174538 00000 n 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. 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 … November 2011. 1. dates, social security numbers, bank account numbers and other items require confidential �o�d���c��#u�A�0����if�JP��� 2��y q @� e�V5 Materials will be reviewed It has been developed in consultation with staff and will be revised on a regular basis. materials delivered to the office. 0000000016 00000 n must be destroyed. 0000474562 00000 n The following guidelines are to adhered to on a company-wide level. This Advice identifies the benefits of having a Records Management policy, and outlines the steps involved in its development and implementation. but they must be reviewed by the University Archives and Records Management Program commonly found. destroyed in offices without certification. A clear and actionable records management strategy should be at the heart of your organisation’s records and information architecture, processes and procedures. University records are those created by staff during the course of University business. We place high value on our company’s records. 0000002090 00000 n 7.2.6. The purpose of this policy is to provide uniform guidelines for the management, retention and disposal of records received, created, generated, or maintained by Hartwick College (College) in connection with the conduct of College business. Advises on recordkeeping systems. In addition to the TRIBE/TDHE’s general records and information retention policy, the TRIBE/TDHE shall also comply with the NAHASDA program requirements on records management in accordance with 1000.552, wherein: It 0000487781 00000 n This procedure applies directly to policy 6701, Records Management. retrieval of material. is not intended to cover records that might be unique to a department or office. IV. Non­records as detailed in the retention schedule, may be ords and Information Management Programme which is a component of the Integrated Information and Communication Technologies ethos of the Public Sector Transformation and Modernisation Programme (PSTMP). This procedure applies directly to policy 6701, Records Management. Records management objectives set out what the agency's records management function is trying to achieve. destruction occurs. of each folder as written on the label. The Records Retention Policy and Program Procedures and the Records Retention Schedule outlined in the file plan together comprise the Records Retention Program for Company Name. room for the University Archives and review materials. %%EOF IAOs will nominate a Local Records Officer to take the lead on records management issues in their department. 0000473645 00000 n Support our day-to-day operations 3. B. If records require more than one box, number boxes office before the records will be retrieved. pP==(4��-E�S��wf�4�+�[&(��~߼g׿,W����r�u��B�_�g University records are public records and once fully processed are generally open to research use. The policy will help to communicate expectations, procedures and responsibilities that underpin the records management program, and serve as a mandate for recordkeeping activities. endstream endobj 270 0 obj <>stream Complete a Records Transfer Form. 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