Caroline J. Walters, MA, MLSUniversity Records Officer

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