Post on 23-Dec-2015
AgendaWhat is Records Management?What is a Public Record?Destruction of Public Records.
Research Records
UVa Records Management Office
Other Resources/Contact Information
What is Records Management?Virginia: . . . The application of efficient and
economical methods for managing the lifecycle of public records consistent with regulations and guidelines promulgated by the State Library Board . . .” (Code of Virginia §42.1-85.A)
ARMA, Records and Information Management (RIM): “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for the capturing and maintaining evidence of and information about business activities and transactions in the form of records.” (ARMA Glossary, 2007)
What is a Public Record?"Public record" or "record" means recorded
information that documents a transaction or activity by or with any public officer, agency or employee of an agency. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record.” (Code of Virginia §42.1-77.)
Destruction of Public RecordsNo agency shall destroy or discard a public record unless :(i) the record appears on a records retention and disposition schedule . . . and the record's retention period has expired; (ii) a certificate of records destruction . . .has been properly completed and approved by the agency's designated records officer;(iii) there is no litigation, audit, investigation, request for records pursuant to the Virginia Freedom of Information Act (Code of Virginia §42.1-86.1.)
Research RecordsCurrent Policy
3 years or 4 years – confusing??LVA Retention Policy
5 years (starts when?)UVA Revising Policy:
5 years after “closing” of the grant/account
UVa Records Management OfficeStaff:
University Records OfficerAdditional 1-2 positions to
be hired
Focus Areas:Strategy and PolicyServices
Strategy and PolicyRecords Retention
Schedules – Library of Virginia
UVa Records PolicyE-Discovery/FOIA/AuditsSecurity/Disaster
Preparedness Enterprise Content
Management (ECM) Systems
Storage Guidelines (physical and electronic)
Long-Term Preservation
ServicesConsultations
RetentionStorageRM Best Practices
TrainingIn-person and online trainingTopics including Email, Digital Imaging System,
Electronic Records, Records OrganizationWebsite (www.virginia.edu/recordsmanagement)
Electronic approval of destructions (RM3 Form)Searchable database of retentions
Benefits of Records ManagementControlled records growth
Fewer copies (paper and electronic)Cost savings
Storage space, equipment, supplies, management
Improved office efficiencyReduced searching and faster
retrievalEssential records protectionConfidential information protectionCompliance with legal requirementsPreservation of records with
historic value
How You Can Help:
Attend Training – Spring 2009Spread the WordShare RM issues/problems/victoriesConsult RM when:
Destroying RecordsCreating/Selecting new electronic
records systemsRemember that keeping everything
is not an option
Join our Mailing ListRecords Management Email
Mailing List:Website rollout/updatesTraining schedules/announcementsInteresting Records Management
news articles
To Join:https://list.mail.virginia.edu/mailman/
listinfo/records-management
Questions?Caroline J. Walters, MA, MLS
University Records Officer/Records ManagementInformation Security, Policy, and Records Office
(ISPRO)Office of the Vice President/CIO
University of Virginia, 2400 Old Ivy Rd.Box 400898, Charlottesville, VA 22904-4898
Phone: (434) 243-9162Fax: (434) 243-9197
Email: cjwalters@virginia.edu