university archives i nformation for a dmin p lus n ovember 21, 2011 m anaging osu r ecords
TRANSCRIPT
University Archives http://go.osu.edu/records
INFORMATION FOR ADMIN PLUS
NOVEMBER 21, 2011
MANAGING OSU RECORDS
2University Archives http://go.osu.edu/records
Legal Fiscal Administrative Research Historical University Policy
WHY DO WE MAINTAIN RECORDS?
1921 Makio
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Correspondence Patron records Working papers,
including drafts, versions, and copies
Databases (including the underlying tables, as well as routine reports)
Personnel documentation
Financial documentation
THINGS THAT ARE RECORDS…
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THINGS THAT ARE NOT RECORDS…
Material from other institutions or organizations
A letter from the President’s Office that was sent to everyone at OSU
An email that says “Pick up the milk.”
Listserv® Messages
Records
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DETERMINING HOW LONG TO KEEP…
All IUC institutions follow the same manual for creating schedules
…based upon… federal and Ohio
laws records
management best practices
the “Office of Record”
Most units on campus use the University’s General Schedule
http://go.osu.edu/retention-schedules
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BEWARE OF THE PAC-MAN EFFECT…
Transient &
Non-Records
Permanent Records
Long-Term Records
Short-Term Records
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Manage in regards to Retention Schedule… Group by Retention
Time Group by Record Series
Manage in regards to Classification… Subject Project Chrono Student etc…
EMAIL ADVICE…
Email may or may not be a record…as with any record it is not the medium, its the message…
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EMAIL ADVICE…
LEAVING THIS UNMANAGED LEADS TO THIS…
Transient &
Non-Records
Permanent Records
Long-Term Records
Short-Term Records
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What do we do at the end of a records retention period? Transfer to University Archives if
designated on the schedule
Dispose: Sensitive Information/Privacy
concerns (e.g. FERPA, HIPAA): Secure Destruction
Non-sensitive: Trash/Recycling
RECORDS DISPOSITION…
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Complete CRD send via campus mail or fax @ x8.4150
We will respond within 1 week
If you need “OK” same day, call us @ x2.2409
University Archives retains CRD permanently
CERTIFICATE OF RECORDS DESTRUCTION
http://go.osu.edu/crd
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…AND REMEMBER…
Tamar ChuteUniversity ArchivistOSU [email protected] 2700 Kenny Road
Jan NeigerAssociate General CounselOffice of Legal [email protected]
Daniel W. Noonan, MLS, CDIA+
E-Records/Digital Resources ArchivistOSU [email protected] Thompson Library