Records Management

An introduction to records management at Clemson University

Records Center is located at the Library Depot103 Clemson Research Blvd

Anderson, S.C. 29625

Records Management

is the practice of maintaining records of an organization using management techniques that control the records from the time they are created until their destruction or archival preservation

Creation

Classification

Storage/Security

Use

Destruction/Preservation

Records ManagementDefinitions and concepts:

Record- A tangible or electronic object that is the evidence and representation of the activity of an organization

Record Series- A group of related records that are used or filed together

Retention Schedule- a rule of the length of time a record/record series must be held until the destruction or archival selection date

General Schedules- rules that apply to records commonly found in all campus departments (e.g., timesheets)

Specific Schedule - a rule that applies to unique records that are not covered in the general schedules

Records Management

Definitions and concepts:

Records Inventory - an analysis to determine the type, volume, inclusive dates and regulatory requirements of a department’s records

Compliance Audit – conducted periodically to review schedules, answer questions and ensure proper procedures are being followed within campus departments

Disposition - the final destruction or archiving of a record

Records ManagementThe Library Depot’s Records Center staff and the University archivist assist administrative offices and departments in complying with the South Carolina Public Records Act by:

Helping identify official and vital records Standardizing records retention/disposition policies Conducting compliance audits Promoting systematic and uniform disposition practices Educating personnel through workshops and the website Analyzing the use of enterprise systems Serving as the liaison between the university and the S.C. Department of Archives and History, which by statute is the authority on state agency records.

Records Management

What is a public record?

S.C. Code 30-1-10 to 30-1-140Public Records are defined as “all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form or characteristics, that are prepared, owned, used, in the possession of, or retained by a public body”.

Records Management

Who is responsible for the records?

Owner- Department personnel that create or manage the original record

Custodian- person that stores the original record but does not own it

The Library Depot’s records center staff work with the owners and custodians of records on campus to ensure proper procedures are being followed for the legal retention and disposition of official records.

Records Management

Best practices for handling your departmental records:

Know the retention schedules (general and specific) for your departmental records. Have a consistent and orderly filing system Have written procedures for handling your records Get proper authorization for destruction of records that have met their legal retention requirements. Dispose of the records correctly. Contact records center staff with any questions or concerns.

Records Management

Storing your records at the Library Depot

Clemson University Libraries has an off-site, high density shelved facility for storing the university’s semi-current records. - Only records that fall within the inclusive dates of a state retention

schedule are accepted. - Current records that are accessed frequently are not recommended

for storage.

- The service is open to all Clemson University Departments- Records are only accepted if stored in heavy-duty bankers

boxes. - Fee is 25¢ per box, per month. Billed annually. - No fees for transporting materials or final disposition.

Records Management

Records Transfer Request form

Use to request pick up and storage of your records.

Use to request a final disposition authorization for records stored in your office that have met their legal retention requirement.

Since the document shows custody, all fields must be complete before it can be accepted for review by Records Center staff.

Records Management

Access to your stored records

Use the online request form to request your records from the records center

We deliver/pick up at scheduled times during the week

Call to schedule a visit to the records center

Records ManagementFinal Disposition of Records

Records are destroyed or archived at the end of their retention period. A disposition authorization form is created by the Records center staff

that lists the record series, retention schedule and method of disposition. (Secure Shred, Recycle or Archive) The form should be signed and retained in the department for three years.

Records should be destroyed in the manner indicated on the form. Shredding is managed by the University Recycling Center.

Departments are responsible for the proper disposition of records stored in their office. Records stored at the Library Depot are managed by the Records center staff which includes notifying departments when their stored records are eligible for final disposition.

Records Management

Contact us for more information

Michelle Voyles University Records Coordinator 656-0680Dennis Taylor University Archivist/Records Officer 656-4751Robin Chambers Library Depot Operations Manager 656-0288

http://clemson.libguides.com/librarydepot