DePaul University Records Management Manual November 1, 2014

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "DePaul University Records Management Manual November 1, 2014"

Transcription

1 Records Management Manual November 1, 2014

2 A Note from the Director November 1, 2014 Dear Community Member, On behalf of the Department of Records Management, I welcome you to our vibrant community. As the largest Catholic institution of higher education in the nation, we are fortunate to offer our diverse student population with first-rate resources and robust services. As we strive to meet the goals set forth in Vision 2018 and provide our student body with a superior education, it becomes apparent operating an urban institution of our size is no easy feat. As such, the need for a visible, relevant Records Management program is required to support the demands of our community. What is Records Management, you might ask? Well, you ve come to the right place! This document, in addition to a whole host of other job aids, support and training offerings are available through the Department of Records Management to help educate and support you in meeting the legal and institutional requirements of the Records Management Policy. So, take a moment to read through this document and do not hesitate to reach out to our staff if you have any questions, comments or concerns. Our staff is available and ready to assist you in keeping running smoothly and safely. Again, welcome to! Our staff looks forward to working with you in the near future. Warmly, Todd D. Kleine, PMP, CRM Director of Records Management

3 Department of Records Management Portfolio of Services Records Management Policy To ensure the safety, security and authenticity of all records, the Records Management Policy outlines the responsibilities of program units with regards to university records. The Department of Records Management is the steward of this policy, ensuring its contents are relevant and timely as they relate to the community. Records Retention Schedule As a functional extension of the Records Management Policy, the Records Retention Schedule documents the responsible department and retention period for all known records at the university. This document is frequently updated with new records series and retention periods. All entries on the Records Retention Schedule are approved by the department, Records Management and Office of General Council. RecordsU Training Opportunities With a strong commitment to records and information management education, the Department of Records Management created the RecordsU training program in After completing just four courses (either in person or online), staff or faculty members will become an Official Records Coordinator. The current offering of training modules include: Introduction to Records Management Disposing of Old Records File Plan Development Filing Best Practices Scanning 101 Shared Drive Organization ImageNow Program Management In conjunction with the Information Services department, the Department of Records Management manages ImageNow, s approved electronic records management systems. Working through the entire project lifecycle, the Department of Records Management helps program units go from paper to paperless. File Storage & Destruction Through a partnership with R4 Services, the Department of Records Management provides access to off-site record storage. Additionally, R4 Services provides deeply discounted shred bins to interested program units. Twice a year, the Department of Records Management sponsors Fun File Days. During this two week event, R4 Services shred bins are provided and removed at no cost to interested departments. Records Coordinator Program In order to ensure the message of records & information management at reaches the community, the Department of Records Management regularly interacts with departmental records coordinators. Whether assigned or official, members of university departments receive regular updates on policy changes, invites to appreciation brunches and a whole host of other educational opportunities. Shared Space Consultations As another form of support for electronic records management, the Department of Records Management provides free consultation and clean-up sessions for departments grappling with an unruly shared space environment.

4 Table of Contents 1.0 Introduction What is records management? What are the benefits of records management? What is a record? What is an official record? What is an unofficial record? Can an unofficial record become an official record? Why is it important to create and manage records? The Records Retention Schedule The organization of s Records Retention Schedule Amending the Records Retention Schedule Implementing the Records Retention Schedule Records destruction Disposal of unofficial records and nonrecords Destruction of records subject to the Information Security Policy Destruction of all other official records Transfer to the Archives Suspension of the Retention Schedule Initiation of Legal Holds Scope of Legal Holds Release of Legal Holds Records Confidentiality, Access, and Security Records confidentiality and security Records security Training Roles and Responsibilities Director of Records Management Records Management Committee Office of the General Counsel Office of Institutional Compliance Records Coordinators Records Policies, Procedures, and Practices Records Management Manual Maintenance Revision History Appendix: Definitions... 12

5 1.0 Introduction This Records Management Manual provides university offices with procedures based on best practices for the management of university records. The foundation of our records management program is the implementation of the Records Retention Schedule that will facilitate effective recordkeeping and result in more efficient space planning. The proper use of the Records Retention Schedule will also help ensure the satisfaction of s legal and compliance requirements for managing records. In addition, this manual also provides guidelines for offices in defining their internal records procedures and thereby serves as a framework for establishing consistent and reliable university recordkeeping practices. 1.1 What is records management? There are many, though similar, definitions of records management. One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." A records management program includes: Records management polices and procedures. Skilled staff. Recordkeeping systems and tools. Advice and training in records management. Records management performance monitoring and review by the Office of Institutional Compliance. Records management addresses the life cycle of records, i.e., the period of time that records are in the custody of offices. The life cycle usually consists of three stages: Creation or receipt. Maintenance and use. Disposition. 1.2 What are the benefits of records management? Records are created and maintained by university offices as a by-product of conducting business. Records are evidence of what happened, why, and by whom. They are valuable university assets, which by their retention and reuse, can improve both the efficiency and effectiveness of university operations. Records also support accountability, which means being able to provide an explanation or justification, and accept responsibility, for events or transactions. Accountability is both internal and external to the university including delegation of responsibility to staff and reporting to external entities. A records management program provides: Volume reduction and cost control with reducing costs associated with the storage of records that have met their retention period and can be destroyed in the normal course of business. Access to information with improved records retrieval. Identifying records of continuing value to the university. Litigation risk management in minimizing discovery costs with prompt and accurate responses to litigation discovery requests. 1

6 1.3 What is a record? A record is any recorded information, regardless of storage media or format, created, received, or maintained as evidence and information in conducting business. A record can be in any format or any media, including paper, microfilm, and electronic. A record provides evidence of university activities. Examples of records include: Official Records Unofficial Records Student applications Policies and Procedures Contracts Committee minutes Budgets Reports What is an official record? An official record is the complete (final) and most authoritative record that is required to be retained for business or legal reasons. Official records provide evidence of s organization, business activities, decisions, procedures, operations, and internal or external transactions and reflect s intent to preserve such information. Examples include: The records maintained in an employee s file by Human Resources or Academic Affairs. The Budget created and maintained in the Finance Department. Expense reports maintained by the Accounting Department. Policies and procedures maintained by the Office of the Secretary. Student Transcripts maintained by the Office of Student Records The official retention period identified in s Records Retention Schedule (see Section 2 in the Records Management Manual) applies to Official Records What is an unofficial record? Unofficial records have no legal or business requirements to be retained. These records may include duplicates or convenience copies of official records or records used for reference purposes. Unofficial records should be disposed of as soon as they have met their immediate business need. Examples include: Copies of employee records, department budgets, invoices, and expense reports maintained for reference in a department. Drafts of documents superseded by the final record. 2

7 1.3.3 Can an unofficial record become an official record? In a legal proceeding, a copy of a record, which is considered an unofficial record, can be used in court in the same way as the original or official record. Legal discovery requests may compel the production of any or all draft documents that are not considered official records. To prevent the required production of unofficial records: Ensure that unofficial records are not kept longer than the retention period for the official record. Dispose of duplicate records when they are no longer useful. 1.4 Why is it important to create and manage records? Virtually every aspect of the university s business depends upon records. Some records are created automatically as a part of doing business. For example, when an message is used to transact business a record is created and should be retained as evidence of that business action. Human Resources maintain employment applications as records to document an employment activity and to satisfy legal and regulatory retention requirements. Other transactional business activities where records are routinely created include sending invoices, executing contracts, and issuing reports. Other university activities do not routinely create records. For example, meetings of boards and committees do not generate records, but minutes are deliberately created to document board and committee actions. For those activities that do not necessarily result in the creation of records, a record should be created. Records can be created in any format and stored in various media. Many university records are paper documents; however, in today s work environment most records are created electronically and therefore may exist digitally and, oftentimes, printed on paper. Hence university recordkeeping systems maintain records in various media, including paper, microfilm, optical media, and magnetic tape. To provide credible evidence of university decisions, it is important to create and maintain complete and accurate records. 2.0 The Records Retention Schedule s Records Retention Schedule is a policy document that defines standard, legally approved retention periods and disposition instructions for official records regardless of storage media. In other words, the s Records Retention Schedule applies to official records, including paper records, electronic records, and microfilmed records. The purpose of university Records Retention Schedule is to ensure that official records are: maintained for as long as they are needed to satisfy legal, regulatory, and operational requirements. obsolete records are disposed of in a systematic and controlled manner. records of continuing value are identified for preservation. The Records Retention Schedule is available on the Records Management intranet site. 3

8 2.1 The organization of s Records Retention Schedule Record Group Number: A unique identifier for each record group listed on the Records Retention Schedule. Responsible Department: Records Group: Retention Event: The department responsible for the retention and disposition of the official record described on the Records Retention Schedule. Retention Period: The category of official records. This event represents the base date upon which the retention period is calculated. The minimum retention period for the records group. Retention Authority: Dispose: Shred: The determining legal, regulatory, guideline, or other authority for the retention period. Recycle or dispose of records with other waste paper. Destroy records in a manner which protects sensitive or covered data. Permanently Retained: The department responsible for the long-term retention of the records. Send to Archive: Transfer to the Archives when the records are superseded or no longer needed for operational use (inactive), whichever is longer. 2.2 Amending the Records Retention Schedule The Records Retention Schedule was created by a multi-unit Steering Committee and approved by the Records Management Committee. The retention guidelines specify how long records are to be kept. Records retention periods address fully s legal, regulatory, and operational requirements as determined through consultation and collaboration with the Legal Department in addition to other knowledgeable and accountable personnel in appropriate university offices. It is expected that amendments will need to be made to the Records Retention Schedule to comply with changes in legal, regulatory, or operational requirements. The Director of Records Management will notify the Records Management Committee of amendments that should be made to the Records Retention Schedule. In addition, Legal, Internal Audit, and the Office of the Secretary will notify the Director of Records Management of any changes that affect s obligations regarding the retention of records. The Records Management Committee will be responsible for approving any necessary amendments to the Records Retention Schedule. The Director of Records Management will then update and issue a revised Records Retention Schedule. 4

9 3.0 Implementing the Records Retention Schedule 3.1 Records destruction manages several categories of records destruction: Disposal of unofficial records and non-records. Destruction of records subject to the s Information Security Policy. Destruction of all other official records Disposal of unofficial records and non-records s Records Retention Schedule identifies official records regardless of storage media and establishes their retention requirements. Employees create and maintain other records that are unofficial records not governed by the Records Retention Schedule and thus may be destroyed when the record is no longer needed for reference use. Unofficial records should not be maintained longer than the official record. Unofficial records include the following: Duplicates of official records not required to be retained for business or legal purposes. Informational copies or duplicates of records that have been captured in a recordkeeping system and have been maintained for reference purposes, such as copies of correspondence, memos, and reports. Duplicates of internal publications used for reference purposes, such as brochures and other collateral material. Documents that do not reach the status of records because they do not provide evidence of a business action. For example, an employee creates a draft agreement that is not sent, thereby not executing a business action. This documentation is commonly referred to as nonrecord material and thus not identified in the Records Retention Schedule. Drafts or versions of documents, therefore, can be destroyed when the final record is captured in a recordkeeping system. External documents and publications, such as trade journals and catalogs, which are not supporting documentation of business action, are also nonrecord material and may be destroyed when no longer referenced Destruction of records subject to the Information Security Policy Records, both paper and electronic, subject to the s Information Security Policy ( must be destroyed according to procedures outlined in the policy to ensure the security and privacy of the records Destruction of all other official records The following procedures apply to official records stored by university offices and not subject to the Information Security Policy. Official records that have met the Records Retention Schedule requirements and are not subject to legal holds should be destroyed according to the retention instructions on the Records Retention Schedule. 5

10 Records Destruction Certification Once official records listed on the Records Retention Schedule have satisfied their required retention period and they are not subject to a legal hold, the department s records coordinator must complete a Records Disposal Certificate form prior to shredding, destroying or disposing of the records. This form is used to document the records that are being proposed for destruction and, ultimately, the date of their destruction. The Records Disposal Certificate is available on the Records Management website. Prior to destroying or disposing of any official records, the Records Disposal Certificate must be approved by the Director of Records Management and the Office of the General Council. The Certificate must be submitted to the Director of Records Management who will present it to the Office of the General Council. Once the approved Certificate is returned to the originating office, the records listed on the Certificate may then be destroyed. Once the records are destroyed and the records coordinator and his/her supervisor have signed off on the destruction, a copy of the signed Certificate must be sent either via interoffice mail or electronically to the Director of Records Management. If official records are not listed on s Records Retention Schedule, contact the Director of Records Management before destroying the records Destruction method Records of a confidential or proprietary nature and records listed on the Records Retention Schedule with an Action to be Taken of Shred/Destroy must be shredded, destroyed, purged or deleted in a confidential and secure manner. The Department of Records Management recommends that departments utilize the shredding and destruction services of the s third party destruction vendor for efficiency and security reasons. Contact the Department of Records Management for assistance with using the thirdparty destruction company. Records that do not contain confidential or proprietary information or are listed on the Records Retention Schedule with an Action to be Taken of Dispose may be disposed of by means of regularly established departmental practices for handling recyclable or waste paper. 3.2 Transfer to the Archives During the course of conducting business, creates and maintains countless records. Most of them must be retained for only a short period of time as defined in s Records Retention Schedule, but some records need to be retained long-term because of their continuing value to the. These archival records are preserved because they: Enable better quality planning, decision making, and action by providing continuity, access to past experience, expertise and knowledge, and a historical perspective. Provides a source for understanding s history. The Archivist will review the Records Retention Schedule to identify records of continuing value and provide records transfer procedures to university offices. Records Coordinators who have questions about how to transfer documents to the Archives should contact the Archives directly. Records that are designated as Send to Archives should be transferred to the Archives once they are no longer needed by the originating department in order to do business. 6

11 4.0 Suspension of the Retention Schedule When legal action involving the is commenced or reasonably anticipated, the has a duty to preserve all documents and information that may be relevant to the matter. As such, as soon as the Office of the General Counsel (OGC) is made aware of circumstances that give rise to the duty to preserve, a "Legal Hold" directive will be issued to key individuals who may be in possession of records that fall within the scope of the Legal Hold. See Legal Hold and Record Preservation Policy. When the OGC issues a Legal Hold, all regularly scheduled destruction of any records that fall within the scope of the Legal Hold must be suspended immediately. Records that are under a Legal Hold cannot be destroyed even when permitted by s Records Retention Schedule. The OGC is the only office with the ultimate authority to issue or release a Legal Hold that suspends the retention requirements for records. However, the OGC may work with the Records Management Department to develop procedures for communicating with key individuals and Record Coordinators regarding the initiation and release of Legal Holds. The Records Management Department will maintain a listing that details the status and progress of Legal Holds. Individuals who have been notified of a Legal Hold may not transfer, dispose, alter or destroy any document or information that falls within the scope of the Legal Hold. Violation of the Legal Hold may subject the individual to disciplinary action, up to and including dismissal for employees, as well as potential legal sanction by the applicable court or law enforcement agency. 4.1 Initiation of Legal Holds As soon as the OGC is made aware of circumstances in which it is necessary to initiate a Legal Hold, the OGC will issue that hold directive to the key individuals who may be in possession of records that fall within the scope of the Legal Hold. This Legal Hold directive will, among other things, describe the subject matter scope of the records to be preserved. See Legal Hold and Record Preservation Policy. Additionally, the OGC will notify the Director of Records Management that a Legal Hold as been issued. The OGC will communicate to the Director of Records Management (a) the individuals who are impacted by the Legal Hold and (b) the subject matter scope of the records to be preserved in accordance with the Legal Hold. In consultation with the OGC, the Director of Records Management will work with (a) the individuals who are in possession of documents subject to the Legal Hold; (b) the appropriate Records Coordinators; and, (c) Information Services to coordinate the initial and ongoing implementation of the Legal Hold. This coordination could include distributing Data Surveys to locate records that fall within the subject matter scope of the hold, communicating preservation instructions or other training as needed, and monitoring ongoing compliance with the Legal Hold. 4.2 Scope of Legal Holds Legal Holds apply to all records repositories that may contain records that are subject to a Legal Hold. These potential sources of records that fall within the scope of the Legal Hold could include, but are not limited to: (a) (b) (c) messages and their attachments: (these may be in mailboxes stored on network mail servers, individual archived messages (PST files) on file servers or personal computers, individual message files stored on file servers or personal computers, or on mobile devices such as blackberries, PDAs and cell phones, or printed hard copies); User created files such as word processing documents, spreadsheets, and image files which may be stored on the hard drives ("C Drives") of personal computers and workstations, individual network drives ("U Drives"), or network share drives ("W Drives"); Hard copy files; 7

12 (d) (e) (f) database systems (e.g., PeopleSoft); Other information held or stored in locations as determined by the results of individually conducted Information Surveys : (these may include for example, information stored on CD- ROM or DVD, thumb drives, removable hard drives, magnetic media, home computers, internet servers, etc.); and Other electronic or hard copy information stored in electronic or hardcopy format that are under the custody or control of. As indicated above, no records that are subject to a Legal Hold may be considered for destruction until the Legal Hold is removed by the OGC, as communicated to the Department of Records Management. The Director of Records Management will monitor all reports and listings of records to be considered for destruction to ensure that no records that are subject to a Legal Hold are included in those reports or lists. The Director of Records Management will periodically review its processes and procedures related to Legal Holds to ensure that they are effective. 4.3 Release of Legal Holds The OGC is responsible for notifying the Director of Records Management when a Legal Hold can be released. The Director of Records Management will then coordinate with (a) the individuals who are in possession of documents subject to the Legal Hold; (b) the appropriate Records Coordinators; and, (c) Information Services to communicate the processes for releasing the Legal Hold. This process will be appropriately documented to demonstrate that required approval was received from the OGC for the removal of the Legal Hold. Once a Legal Hold has been released, Records Coordinators are responsible for resuming regularly scheduled destruction according to the s Records Retention Schedule. Records will be processed for destruction at the next destruction review date if the records retention period has ended. 5.0 Records Confidentiality, Access, and Security 5.1 Records confidentiality and security All employees need to be aware of protecting the confidentiality and security of s records and preventing unauthorized disclosure to third parties (i.e., persons both inside and outside without a need to know). In addition, all employees are responsible for compliance with the s Information Security Policy as it applies to information and records. 5.2 Records security The s Information Security Policy applies to the entire university community. adopted the Information Security Policy to: Ensure the security, availability, privacy, and integrity of s information systems, networks and data Outline procedures for reporting breaches of information security Ensure compliance with various federal and state as well s other information securityrelated policies and procedures. The Information Security Policy can be found at 8

13 6.0 Training The Department Records Management designs and implements the Records Management Training Program, which will ensure that all staff with records roles and responsibilities are trained adequately for duties described in the Records Management Manual. The content of the records management training program will be reviewed periodically and updated to ensure consistency with current records policies and procedures. Training for records management will also be provided throughout the year by the Office of Institutional Compliance and Office of Records Management. If you and your department would like training regarding records management please contact the Director of Records Management. 7.0 Roles and Responsibilities 7.1 Director of Records Management The Records Management Office led by the Director of Records Management is responsible for: Managing the Records Management Office and implementing a records management program for the university. Issuing official updates to the s record retention schedule. Establishing and implementing standards for records and recordkeeping practices. Issuing and implementing records management procedures and guidelines. Educating and training employees on records management policies and procedures. Working with the Records Management Committee and executive management to ensure the effective management of the Records Management Program. Identifying budget and staff requirements for the Records Management Program. Working with the Archivist to identify records of continuing value to the university. 7.2 Records Management Committee The Records Management Committee (RMC) is comprised of the Assistant Secretary of the, the Associate General Counsel or designee, and the Director of Records Management. These standing members of the committee may add members as needed. The Steering Committee is responsible for: Approving amendments to the Records Management Policy. Reviewing the Records Management Manual as needed to address changes in record keeping practices. Ensuring that the Records Management Program is properly maintained and updated. Providing guidance to the Records Management Office on records management initiatives and activities. 9

14 7.3 Office of the General Counsel This department has responsibility for: Authorizing suspension of the routine destruction of records by issuing legal holds. Authorizing the release of legal holds. Notifying s Director of Records Management of significant changes in the law that necessitate a review of s records management policies and procedures and the Records Retention Schedule. 7.4 Office of Institutional Compliance & Risk Management This department assists the Office of Records Management by: Monitoring through quality assurance reviews (QARS) offices adherence to Records Management Policies and Procedures. Promoting the awareness and understanding of Records Management Polices and Procedures through compliance reviews and training. 7.5 Records Coordinators Department Records Coordinators are key to the successful implementation of s records management program whose activities include: Participating in records management training. Promote the records management program, including the use of the Records Retention Schedule. Coordinate the legal hold on records destruction when issued by the Office of the General Counsel. Implementing records management policies and procedures within their office. Submitting proposed amendments to the Records Retention Schedule to the Director of Records Management. Training staff members in their area to perform specific tasks associated with records management policies and procedures. Coordinating off-site records storage as needed, and assuring that official records transferred to off-site storage are properly indexed and classified according the s Records Retention Schedule Acting as a liaison to the Director of Records Management. Coordinating and encouraging participation in annual file destruction day. If your department does not have an assigned Records Coordinator, please contact the Director of Records Management. Additionally, if a department s Records Coordinator leaves his or her position it is the responsibility of the Dean or Vice President of the department to assign a new Records Coordinator and communicate that information to the Director of Records Management. 10

15 8.0 Records Policies, Procedures, and Practices The Records Management Office will issue supplementary records management procedures and guidelines as necessary to promote the proper management of records to help ensure compliance applicable records laws, regulations, and best practices and to promote efficient university recordkeeping. 9.0 Records Management Manual Maintenance It is expected that changes will need to be made to this Manual and the records management policy to take account for changes in legal, regulatory, or operational requirements for records management. Records Coordinators should notify the Director of Records Management if changes are needed. The Director of Records Management will notify the Records Management Committee of any proposed amendments that should be made to the Manual and/or Records Retention Schedule. offices should contact the Director of Records Management to propose any such changes to retention of their office records. The Records Management Committee will periodically review proposed changes to the Records Retention Schedule for appropriate fit to the organization In addition, the Records Management Committee will have the retention time periods reviewed through legal and regulatory research as deemed necessary by the committee Revision History Version Date Updated by Comments /12/2008 Iron Mountain Initial Creation /28/08 Records Management Updated section 2.1, , and /13/2009 Records Management Minor updates to cover page, footers, section 3.2 and /18/2014 Records Management Minor updates to cover page, sections and /1/2014 Records Management Minor updates 11

16 Records Management Procedures Manual Appendix Name Company Appendix: Definitions Definitions of Records Management Terms Used in the Procedures Manual Access: The right, opportunity, means of finding, using, or retrieving information. Archives: Records that are appraised to have archival or continuing value; the place where archival records are stored; the program responsible for selecting, acquiring and preserving archives, making them available, and approving destruction of other records. Confidential Records: Records received, created, communicated, transmitted, or otherwise shared in secret or part of a confidential relationship, and will not be disclosed beyond those individuals who have reason to know the contents or existence of the records. Destruction: The process of eliminating or deleting records, beyond any possible reconstruction. Disposition: A range of processes associated with implementing records retention, destruction or transfer decisions which are documented in disposition authorities or other instruments. Document (noun): Recorded information or object that can be treated as a unit. Disposition: The process of removing inactive records from active storage areas for off-site records storage, management in the archives, or for destruction. Electronic Record: A record created and/or maintained by means of electronic equipment. An Internet protocol that allows computer users to exchange messages and information in real time with other users, locally and across networks. is not a particular document type, but a delivery method for many document types. While some messages may be official records, others are not. Inactive Records: Records that are related to closed, completed, or concluded activities. Records become inactive when they are no longer routinely referenced but must be retained to fulfill legal, regulatory, operational, or other retention requirements. Legal Hold: The procedure used to temporarily cease destruction of certain groups of records, even if they are eligible for destruction. Nonrecord Material: Material or documents not considered to fall within the definition of a record, such as document drafts that have been superseded by official records and external publications, such as trade journals or catalogs that are kept for purposes of reference or convenience. Nonrecord documentation does not appear on a records retention schedule and may be destroyed without authorization. Official Records: Complete and final records that are required to be retained for business, including legal reasons. Official records provide evidence of s organization, business functions, policies, decisions, procedures, operations, and internal or external transactions, and reflect s intent to preserve such information. Record: Information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. Records Management: Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Records Management Program: A comprehensive plan created for the systematic control of the creation, maintenance, use, and disposition of physical and electronic records. The Records Management Program is the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved in records creation, maintenance, use, and disposition to achieve adequate and proper documentation of the policies, processes, and transactions at. 12

17 Records Management Procedures Manual Appendix Name Company Records Retention Schedule: A document that identifies and describes s records at a functional level, provides instructions for the disposition of records throughout their life cycle, and assures that records are retained for as long as necessary based on their operational, financial, legal and continuing value. Retention Period: The length of time records must be kept for legal, regulatory, or operational or other purposes. Security: Measures taken to protect materials from unauthorized access, change, destruction, or other threats. Transfer: Change of custody, ownership and/or responsibility for records. Unofficial Records: Records that are not required to be retained for business or legal reasons. These may include duplicates or convenience copies of official records that have not been annotated and may be destroyed when no longer referenced. 13

Viad Corp Records Management Policy

Viad Corp Records Management Policy Viad Corp Records Management Policy TABLE OF CONTENTS 1. PURPOSE... 2 Definitions... 3 2. PROCEDURES... 3 Management of Records.... 3 Retention in the Event of Dispute, Litigation, Subpoena, or Inquiry...

More information

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY DOC. T99-061 Passed by the BoT 8/4/99 UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY The President of the University shall adopt guidelines to require that each campus

More information

RUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration

RUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration RUTGERS POLICY Section: 30.4.5 Section Title: Business Services Policy Name: Records Management Formerly Book: Formerly Policy 50.3.10 Approval Authority: Executive Vice President for Academic Affairs

More information

Records & Information Management Policy

Records & Information Management Policy 2014 Records & Information Management Policy VerQu CONTENTS Document Control... 2 Purpose... 3 Scope... 3 Organizational Placement... 3 Roles and Responsibilities... 3 Corporate Records Manager... 3 Record

More information

FDU - Records Retention policy Final.docx

FDU - Records Retention policy Final.docx Records and Information Management Program Policy and Procedure Responsible Office Office of the General Counsel Effective Date 04/01/2012 Responsible Official General Counsel Last Revision I. Rationale

More information

United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008

United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 I. Introduction United Cerebral Palsy of Greater Chicago ( UCP ) recognizes that

More information

SOUTH EASTERN SCHOOL DISTRICT

SOUTH EASTERN SCHOOL DISTRICT No. 800 SECTION: OPERATIONS SOUTH EASTERN SCHOOL DISTRICT TITLE: RECORDS RETENTION AND MANAGEMENT ADOPTED: April 18, 2013 REVISED: 800. RECORDS RETENTION AND MANAGEMENT 1. Purpose It shall be the policy

More information

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 RECORDS AND INFORMATION Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 PURPOSE Penn West recognizes that responsible

More information

Policy No: TITLE: EFFECTIVE DATE: CANCELLATION: REVIEW DATE:

Policy No: TITLE: EFFECTIVE DATE: CANCELLATION: REVIEW DATE: Policy No: TITLE: AP-AA-17.2 Data Classification and Data Security ADMINISTERED BY: Office of Vice President for Academic Affairs PURPOSE EFFECTIVE DATE: CANCELLATION: REVIEW DATE: August 8, 2005 Fall

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY 1. POLICY OBJECTIVE 1.1 The University of South Africa (Unisa) has the responsibility to manage, store and retain certain documentation, records and other forms of information

More information

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s):

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Title: Category: Administration Information Management Policy No.: B5010 Replaces: B5010 Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Approval: (President

More information

Preservation and Production of Electronic Records

Preservation and Production of Electronic Records Policy No: 3008 Title of Policy: Preservation and Production of Electronic Records Applies to (check all that apply): Faculty Staff Students Division/Department College _X Topic/Issue: This policy enforces

More information

Records Management Plan

Records Management Plan Records Management Plan Harris County, Texas Prepared By: Harris County CTS Reviewed and Approved by: The County Attorney s Office The District Attorney s Office The County Auditor s Office October 13,

More information

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY Statement of Intent This policy establishes the general responsibilities for management, retention, and disposition of SOUTHWEST VIRGINIA

More information

University of Louisiana System

University of Louisiana System Policy Number: M-17 University of Louisiana System Title: RECORDS RETENTION & Effective Date: OCTOBER 10, 2012 Cancellation: None Chapter: Miscellaneous Policy and Procedures Memorandum Each institution

More information

West Chester University Records Management Policy

West Chester University Records Management Policy 1. Introduction West Chester University is committed to effective records management to preserve its history, meet legal standards, optimize the use of space, minimize the cost of record retention, and

More information

Records Management Policy

Records Management Policy Records Management Policy Business Records exist in a variety of forms, including physical and electronic form. The foundation produces, receives, stores and destroys a large number of Business Records

More information

39C-1 Records Management Program 39C-3

39C-1 Records Management Program 39C-3 39C-1 Records Management Program 39C-3 Sec. 39C-1. Sec. 39C-2. Sec. 39C-3. Sec. 39C-4. Sec. 39C-5. Sec. 39C-6. Sec. 39C-7. Sec. 39C-8. Sec. 39C-9. Sec. 39C-10. Sec. 39C-11. Sec. 39C-12. Sec. 39C-13. Sec.

More information

BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY

BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY Effective Date Subject Number Page September 14, 2014 RECORDS RETENTION GUIDELINES E-OP-8-14 1 of 11 Supersedes/Supplements: Reference: BC

More information

Guideline. January User Guide to Retention Schedule Implementation

Guideline. January User Guide to Retention Schedule Implementation Guideline January 2012 User Guide to Retention Schedule Implementation Approved by: Bridget Sisk Approval date: 2008 Contact:frasera@un.org Review date: 2012 1 Guideline Using Records Retention Schedule

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Draft Final R Version: 1 Identifier: CCS 3.2.3 Policy Section: Records Management Date Adopted: 17 July 2015 Review Date: July 2018 Author: Jenny Kennedy Review Officer: Deputy

More information

Montana Local Government Records Management Guidelines

Montana Local Government Records Management Guidelines Montana Local Government Records Management Guidelines Prepared and Published by the Montana Local Government Records Committee Rev 3.0 Sep 2010 TABLE OF CONTENTS Introduction i Authority...ii Definitions...

More information

California State University, Sacramento INFORMATION SECURITY PROGRAM

California State University, Sacramento INFORMATION SECURITY PROGRAM California State University, Sacramento INFORMATION SECURITY PROGRAM 1 I. Preamble... 3 II. Scope... 3 III. Definitions... 4 IV. Roles and Responsibilities... 5 A. Vice President for Academic Affairs...

More information

Chapter 2.82 - RECORDS MANAGEMENT Sections:

Chapter 2.82 - RECORDS MANAGEMENT Sections: Chapter 82 - RECORDS MANAGEMENT Sections: 8010 - Government records findings Recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake

More information

LSUHSC-NEW ORLEANS RECORDS RETENTION AND DISPOSITION POLICY

LSUHSC-NEW ORLEANS RECORDS RETENTION AND DISPOSITION POLICY LSUHSC-NEW ORLEANS RECORDS RETENTION AND DISPOSITION POLICY PURPOSE The purpose of this document is to establish a policy on records retention and disposition, for records in both electronic and hardcopy

More information

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management Tsawwassen First Nation Policy for Records and Information Management September 28 2011 Tsawwassen First Nation Policy for Records and Information Management Table of Contents 1. RECORDS AND INFORMATION

More information

Dartmouth College Records Management and Archives Access Policy

Dartmouth College Records Management and Archives Access Policy Dartmouth College Records Management and Archives Access Policy Overview The following Records Management and Archives access policy is designed to help guide College personnel as they make decisions regarding

More information

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Massa achusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Summary of Contents About This Supplement... 7 Revisions to the Current Edition...

More information

COUNCIL POLICY R180 RECORDS MANAGEMENT

COUNCIL POLICY R180 RECORDS MANAGEMENT 1. Scope The City of Mount Gambier Records Management Policy provides the policy framework for Council to effectively fulfil its obligations and statutory requirements under the State Records Act 1997.

More information

Serving the Province of British Columbia for over 50 years TITLE: RECORD RETENTION AND DESTRUCTION 4.9.1

Serving the Province of British Columbia for over 50 years TITLE: RECORD RETENTION AND DESTRUCTION 4.9.1 boabc Serving the Province of British Columbia for over 50 years TITLE: RECORD RETENTION AND DESTRUCTION 4.9.1 DATE APPROVED: January 23, 2016 SIGNED: Frankie Victor (Secretary) POLICY: This Policy represents

More information

State of Montana E-Mail Guidelines

State of Montana E-Mail Guidelines State of Montana E-Mail Guidelines A Management Guide for the Retention of E-Mail Records for Montana State Government Published by the: Montana State Records Committee Helena, Montana September 2006 Based,

More information

SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE RECORDS MANAGEMENT MANUAL

SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE RECORDS MANAGEMENT MANUAL SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE RECORDS MANAGEMENT MANUAL Updated 03/2015 1 INTRODUCTION A Records Management program s chief function is the systematic control of the creation, maintenance,

More information

U.S. Chemical Safety and Hazard Investigation Board

U.S. Chemical Safety and Hazard Investigation Board BOARD ORDER 019 U.S. Chemical Safety and Hazard Investigation Board SUBJECT: Records Management Program Contents 1. PURPOSE... 2 2. EFFECTIVE DATE... 2 3. SCOPE... 2 4. BACKGROUND... 2 5. REFERENCES...

More information

RECORD RETENTION AND DESTRUCTION POLICY. Engagement Files. Audit/Review/Compilation Services

RECORD RETENTION AND DESTRUCTION POLICY. Engagement Files. Audit/Review/Compilation Services RECORD RETENTION AND DESTRUCTION POLICY Scott A. Goffstein & Associates, LLP Scott A. Goffstein & Associates, LLP, recognizes that the firm s engagement and administrative files are critical assets. As

More information

Section 28.1 Purpose. Section 28.2 Background. DOT Order 1351.28 Records Management. CIOP Chapter 1351.28 RECORDS MANAGEMENT

Section 28.1 Purpose. Section 28.2 Background. DOT Order 1351.28 Records Management. CIOP Chapter 1351.28 RECORDS MANAGEMENT CIOP Chapter 1351.28 RECORDS MANAGEMENT TABLE OF CONTENTS Section 28.1 Purpose... 1 Section 28.2 Background... 1 Section 28.3 Scope and Applicability... 2 Section 28.4 Definitions... 4 Section 28.5 Policy...

More information

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009 State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN January 2010 December 2012 DECEMBER 31, 2009 Florida Department of State State Library and Archives of Florida 850.245.6750 http://dlis.dos.state.fl.us/recordsmanagers

More information

2.82.010 Government records findings--recognition of public policy.

2.82.010 Government records findings--recognition of public policy. Chapter 2.82 RECORDS MANAGEMENT 2.82.010 Government records findings--recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake County

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY GENERAL INFORMATION Policy Statement: Washington University requires that its records be managed in a manner consistent with applicable law, and in accordance with plans developed

More information

8. RECORDS AND INFORMATION MANAGEMENT

8. RECORDS AND INFORMATION MANAGEMENT 8. RECORDS AND INFORMATION MANAGEMENT Overview This chapter is intended to help public bodies understand how good records and information management practices assist in the effective administration of

More information

Department of Veterans Affairs VA Directive 6311 VA E-DISCOVERY

Department of Veterans Affairs VA Directive 6311 VA E-DISCOVERY Department of Veterans Affairs VA Directive 6311 Washington, DC 20420 Transmittal Sheet June 15, 2012 VA E-DISCOVERY 1. REASON FOR ISSUE: To establish policy concerning the care and handling of documents

More information

Administrative Procedure

Administrative Procedure Administrative Procedure Number: 707 Effective: 5/13/2011 Supersedes: INTERIM Page: 1 of 11 Subject: RECORDS RETENTION, MANAGEMENT, AND DISPOSITION PROGRAM 1.0. PURPOSE: 1.1. To establish and administer

More information

INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY

INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY INTRODUCTION Under the Freedom of Information Acts, 1997 and 2003 the Institute is obliged to comply with legislation and publish a

More information

Records Management - Department of Health

Records Management - Department of Health Policy Directive Records Management - Department of Health Document Number PD2009_057 Publication date 24-Sep-2009 Functional Sub group Corporate Administration - Records Ministry of Health, NSW 73 Miller

More information

Association of Professional Geoscientists of Ontario Records Management Policy

Association of Professional Geoscientists of Ontario Records Management Policy APPROVAL Approved By: Approval Date: Approved By: APGO Executive Committee Approval Date: February 13, 2013 Effective Date: February 13, 2013 Policy Sponsor: Responsible Person/ Contact: Governance Committee

More information

Information and records management. Purpose. Scope

Information and records management. Purpose. Scope Information and records management NZQA Quality Management System Policy Purpose The purpose of this policy is to establish a framework for the management of information and records within NZQA and assign

More information

Developing a Records Retention Program

Developing a Records Retention Program Developing a Records Retention Program This site is intended to help you design and implement a records retention program for your organization. Here you will find a basic explanation of a records retention

More information

Records Management Plan. April 2015

Records Management Plan. April 2015 Records Management Plan April 2015 Prepared in accordance with the Public Records (Scotland) Act 2011 and submitted to the Keeper of the Records of Scotland for their agreement on 28 April 2015 (Revised

More information

RECORDS MANAGEMENT TRAINING

RECORDS MANAGEMENT TRAINING RECORDS MANAGEMENT TRAINING EVERYONES RESPONSIBILITY Marine Corps Community Services MCAS, Cherry Point, North Carolina COURSE INFORMATION Course Information Goal The goal of this training is to provide

More information

RETENTION OF UNIVERSITY RECORDS

RETENTION OF UNIVERSITY RECORDS RETENTION OF UNIVERSITY RECORDS Policy Statement Northwestern University and various federal and state laws require that different types of records be retained for specific periods of time. The University

More information

Corporate Records Management Policy

Corporate Records Management Policy Corporate Records Management Policy Introduction Part 1 Records Management Policy Statement. February 2011 Part 2 Records Management Strategy. February 2011 Norfolk County Council Information Management

More information

Records Management Policy

Records Management Policy Records Management Policy If you need this information in another language or format, please contact us to discuss how we can best meet your needs. Phone 0303 123 1015 or email equalities@southlanarkshire.gov.uk

More information

Records Management Policy.doc

Records Management Policy.doc INDEX Pages 1. DESCRIPTORS... 1 2. KEY ROLE PLAYERS... 1 3. CORE FUNCTIONS OF THE RECORDS MANAGER... 1 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES... 1 5. PURPOSE... 2 6. OBJECTIVES... 2 7. POLICY... 2

More information

Records Management Best Practices Guide

Records Management Best Practices Guide Records Management Best Practices Guide A Practical Approach to Building a Comprehensive and Compliant Records Management Program Protecting and Managing the World s Information. Since 1951, Iron Mountain

More information

Scotland s Commissioner for Children and Young People Records Management Policy

Scotland s Commissioner for Children and Young People Records Management Policy Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives

More information

SAMPLE TEMPLATE. Massachusetts Written Information Security Plan

SAMPLE TEMPLATE. Massachusetts Written Information Security Plan SAMPLE TEMPLATE Massachusetts Written Information Security Plan Developed by: Jamy B. Madeja, Esq. Erik Rexford 617-227-8410 jmadeja@buchananassociates.com Each business is required by Massachusetts law

More information

PINAL COUNTY POLICY AND PROCEDURE 2.50 ELECTRONIC MAIL AND SCHEDULING SYSTEM

PINAL COUNTY POLICY AND PROCEDURE 2.50 ELECTRONIC MAIL AND SCHEDULING SYSTEM PINAL COUNTY POLICY AND PROCEDURE 2.50 Subject: ELECTRONIC MAIL AND SCHEDULING SYSTEM Date: November 18, 2009 Pages: 1 of 5 Replaces Policy Dated: April 10, 2007 PURPOSE: The purpose of this policy is

More information

1. Each employee is responsible for managing college records in a responsible and professional manner.

1. Each employee is responsible for managing college records in a responsible and professional manner. Policy O-6.2 Approved By: College Executive Team Approval Date: February 26, 2003 Amendment Date: November 25, 2009 Policy Holder: VP Administration & CFO Purpose / Rationale RECORD MANAGEMENT The purpose

More information

Record Retention and Disposal of College Records

Record Retention and Disposal of College Records Record Retention and Disposal of College Records The College sets forth standards and procedures for the retention and disposal of College records 1) to identify documents that must be retained permanently

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Version 8.0 Purpose: For use by: This document is compliant with /supports compliance with: To outline the lifecycle of a record and to provide guidance on retention and disposal

More information

COVERSHEET FOR A NEW OR REVISED POLICY

COVERSHEET FOR A NEW OR REVISED POLICY COVERSHEET FOR A NEW OR REVISED POLICY Please complete and send with the draft Policy/Procedure to policies@queensu.ca. A separate form is required for each Policy and Procedure. PROPOSED NAME OF POLICY

More information

Council Policy. Records & Information Management

Council Policy. Records & Information Management Council Policy Records & Information Management COUNCIL POLICY RECORDS AND INFORMATION MANAGEMENT Policy Number: GOV-13 Responsible Department(s): Information Systems Relevant Delegations: None Other Relevant

More information

Measures Regarding Litigation Holds and Preservation of Electronically Stored Information (ESI)

Measures Regarding Litigation Holds and Preservation of Electronically Stored Information (ESI) University of California, Merced Measures Regarding Litigation Holds and Preservation of Electronically Stored Information (ESI) Responsible Officials: Executive Vice Chancellor and Provost Vice Chancellor

More information

Virginia Commonwealth University School of Medicine Information Security Standard

Virginia Commonwealth University School of Medicine Information Security Standard Virginia Commonwealth University School of Medicine Information Security Standard Title: Scope: Data Handling and Storage Standard This standard is applicable to all VCU School of Medicine personnel. Approval

More information

This policy will also cover all data created for the purposes of reporting to external bodies such as (but

This policy will also cover all data created for the purposes of reporting to external bodies such as (but RECORD AND DATA MANAGEMENT POLICY Version 2.0 Document data Document type: Rule/Policy/Plan/Guidelines/Operating Procedures Administering entity: Records Manager Date approved: 14 April2009 Latest amendment

More information

Guidelines. Managing E-mail Records. Office of the Secretary of State. Approved and Recommended by the State Records Commission February 22, 2001

Guidelines. Managing E-mail Records. Office of the Secretary of State. Approved and Recommended by the State Records Commission February 22, 2001 Guidelines Managing E-mail Records Approved and Recommended by the State Records Commission February 22, 2001 Office of the Secretary of State Introduction Most everyone would agree that e-mail has changed

More information

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006)

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) WHAT IS THE PURPOSE OF RECORDS MANAGEMENT? 1. To implement a cost-effective Department-wide program that provides for adequate and proper documentation

More information

To provide efficient, economical and effective controls for the maintenance, use and destruction of all College records

To provide efficient, economical and effective controls for the maintenance, use and destruction of all College records Records Management Storage and Destruction Procedures Definitions and Responsibilities Purpose To provide efficient, economical and effective controls for the maintenance, use and destruction of all College

More information

UNIVERSITY OF MANITOBA PROCEDURE

UNIVERSITY OF MANITOBA PROCEDURE UNIVERSITY OF MANITOBA PROCEDURE Procedure: Parent Policy: Effective Date: June 23, 2015 Revised Date: Review Date: June 23, 2025 Approving Body: Authority: Responsible Executive Officer: Delegate: Contact:

More information

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention State of Michigan Records Management Services Frequently Asked Questions About E mail Retention It is essential that government agencies manage their electronic mail (e mail) appropriately. Like all other

More information

SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY

SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY Date: December 1, 2015 Page 1 of 8 Table of Contents 1. Concept 03 1.1 Background 1.2Title&Scope 1.3 Objective of the Policy

More information

CORPORATE POLICY AND PROCEDURE

CORPORATE POLICY AND PROCEDURE CORPORATE POLICY AND PROCEDURE POLICY CATEGORY AUTHORITY RELATED POLICIES APPROVED BY EFFECTIVE DATE REVISION DATE Municipal Records Management Administration Municipal Act, 2001 (the Act),as amended Personal

More information

OFFICIAL. NCC Records Management and Disposal Policy

OFFICIAL. NCC Records Management and Disposal Policy NCC Records Management and Disposal Policy Issue No: V1.0 Reference: NCC/IG4 Date of Origin: 12/11/2013 Date of this Issue: 14/01/2014 1 P a g e DOCUMENT TITLE NCC Records Management and Disposal Policy

More information

UMBC POLICY ON ELECTRONIC MEDIA DISPOSAL UMBC# X-1.00.05

UMBC POLICY ON ELECTRONIC MEDIA DISPOSAL UMBC# X-1.00.05 UMBC POLICY ON ELECTRONIC MEDIA DISPOSAL UMBC# X-1.00.05 I. POLICY STATEMENT Increasing amounts of electronic data are being transmitted and stored on computer systems and electronic media by virtually

More information

Title: Data Security Policy Code: 1-100-200 Date: 11-6-08rev Approved: WPL INTRODUCTION

Title: Data Security Policy Code: 1-100-200 Date: 11-6-08rev Approved: WPL INTRODUCTION Title: Data Security Policy Code: 1-100-200 Date: 11-6-08rev Approved: WPL INTRODUCTION The purpose of this policy is to outline essential roles and responsibilities within the University community for

More information

help fulfil corporate governance obligations such as transparency or good administrative behaviour 2 ;

help fulfil corporate governance obligations such as transparency or good administrative behaviour 2 ; 2 July 2014 Executive Director Records management POLICY/no 0026 Status: Public Effective date: 10 July 2014 Review date: 10 July 2017 Supersedes: Version 17-SEP-08 1. Introduction and purpose To comply

More information

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

More information

WHEREAS, the City of Shavano Park wishes to clarify the procedures for the organization, maintenance, disposition and destruction of City Records;

WHEREAS, the City of Shavano Park wishes to clarify the procedures for the organization, maintenance, disposition and destruction of City Records; RESOLUTION R-2015-024 A RESOLUTION ESTABLISHING POLICY FOR THE ORGANIZATION, MAINTENANCE, DISPOSITION AND DESTRUCTION OF CITY OF SHAVANO PARK RECORDS; AS CONSISTENT WITH THE REQUIREMENTS OF THE TEXAS LOCAL

More information

TABLE OF CONTENTS. University of Northern Colorado

TABLE OF CONTENTS. University of Northern Colorado TABLE OF CONTENTS University of Northern Colorado HIPAA Policies and Procedures Page # Development and Maintenance of HIPAA Policies and Procedures... 1 Procedures for Updating HIPAA Policies and Procedures...

More information

FRONTIER REGIONAL/UNION#38 SCHOOL DISTRICTS. Records Retention Policy for Electronic Correspondence

FRONTIER REGIONAL/UNION#38 SCHOOL DISTRICTS. Records Retention Policy for Electronic Correspondence EH I. Introduction FRONTIER REGIONAL/UNION#38 SCHOOL DISTRICTS Records Retention Policy for Electronic Correspondence All business conducted by government agencies are subject to the Public Records law

More information

E-Mail Policy. Government of Newfoundland and Labrador (GNL)

E-Mail Policy. Government of Newfoundland and Labrador (GNL) Document Title: E-Mail Policy Document Type: Policy No. Of Pages 6 Scope: Government of Newfoundland and Labrador (GNL) Trim # DOC15481/2009 Revision ( # ) 26 Treasury Board Approval ( # ) TBM2009-298

More information

Staffordshire County Council. Records Management Policy

Staffordshire County Council. Records Management Policy Staffordshire County Council Records Management Policy Version Author Approved By Date Published Review V. 2.0 Information Governance Unit Philip Jones, Head of Information Governance 2/11/2012 November

More information

REGENTS POLICY PART V FINANCE AND BUSINESS MANAGEMENT Chapter 05.08 - Business Practices

REGENTS POLICY PART V FINANCE AND BUSINESS MANAGEMENT Chapter 05.08 - Business Practices REGENTS POLICY PART V FINANCE AND BUSINESS MANAGEMENT Chapter 05.08 - Business Practices P05.08.010. Printing Standards: General Statement. Publications produced by and for the university will be simple,

More information

INTERNATIONAL SOS. Data Retention, Archiving and Destruction Policy. Version 1.07

INTERNATIONAL SOS. Data Retention, Archiving and Destruction Policy. Version 1.07 INTERNATIONAL SOS Data Retention, Archiving and Destruction Policy Document Owner: LCIS Division Document Manager: Group General Counsel Effective: January 2009 Revised: 2015 All copyright in these materials

More information

Purpose: To ensure that e-discovery Requests and Litigation Hold Notices are received, routed and responded to in a timely and thorough manner.

Purpose: To ensure that e-discovery Requests and Litigation Hold Notices are received, routed and responded to in a timely and thorough manner. No. IT 135 Effective Date: 7-1-2011 Last Revised Date: 6-23-2014 Approved By: IT Director Policy Name: E-Discovery Policy Citywide Policy _ IT Policy _ IT Procedure X Purpose: To ensure that e-discovery

More information

Information Security Program

Information Security Program Stephen F. Austin State University Information Security Program Revised: September 2014 2014 Table of Contents Overview... 1 Introduction... 1 Purpose... 1 Authority... 2 Scope... 2 Information Security

More information

Discovery Technology Group

Discovery Technology Group Discovery Technology Group E-mail Retention: Readiness Survey E-mail now represents the largest source of new documents and records generated within a company, and the most troublesome from a retention

More information

R345, Information Technology Resource Security 1

R345, Information Technology Resource Security 1 R345, Information Technology Resource Security 1 R345-1. Purpose: To provide policy to secure the private sensitive information of faculty, staff, patients, students, and others affiliated with USHE institutions,

More information

PSAB Supplement 21 Records Retention and Disposition

PSAB Supplement 21 Records Retention and Disposition PSAB Supplement 21 Records Retention and Disposition KEY WORDS INDEX... I TABLE OF AUTHORITIES... II PSAB Supplement 21 Records, Retention and Disposition MANUAL OF PROCEDURES PSAB SUPPLEMENT 21 RECORDS,

More information

PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT SYSTEM

PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT SYSTEM Issued by the EPA Chief Information Officer, Pursuant to Delegation 1-19, dated 07/07/2005 PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT

More information

Connecticut Sports Foundation, Inc. (CSF) RECORD RETENTION AND DESTRUCTION POLICY

Connecticut Sports Foundation, Inc. (CSF) RECORD RETENTION AND DESTRUCTION POLICY Connecticut Sports Foundation, Inc. (CSF) RECORD RETENTION AND DESTRUCTION POLICY 1) Purpose The purpose of this Policy is to ensure that necessary records of CSF which are of no value are discarded at

More information

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014 SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM Revised January 15, 2014 Page 1 Introduction In compliance with the Code of Virginia, Section 42.1085, Southwest Virginia Community College

More information

Policies and Procedures No. 57

Policies and Procedures No. 57 1255 Imperial Avenue, Suite 1000 San Diego, CA 92101-7490 619.231.1466 Fax: 619.234.3407 Policies and Procedures No. 57 SUBJECT: Board Approval: 7/19/07 RECORDS RETENTION PURPOSE: To establish a procedure

More information

EMAIL MANAGEMENT GUIDELINES

EMAIL MANAGEMENT GUIDELINES EMAIL MANAGEMENT GUIDELINES FOR COUNTIES AND MUNICIPALITIES 1. Purpose The purpose of these guidelines is to ensure that the electronic mail records of county and municipal government officials and employees

More information

New Jersey Health Care Quality Institute Policy for Accounting Practices, and Records and Document Retention

New Jersey Health Care Quality Institute Policy for Accounting Practices, and Records and Document Retention New Jersey Health Care Quality Institute Policy for Accounting Practices, and Records and Document Retention Honest and accurate recording and reporting of information is critical to the Quality Institute

More information

HOWARD UNIVERSITY POLICY

HOWARD UNIVERSITY POLICY HOWARD UNIVERSITY POLICY Policy Number: 400-003 Policy Title: RECORD RETENTION AND DESTRUCTION POLICY Responsible Officer: General Counsel Responsible Office: Office of the General Counsel Effective Date:

More information

Information and records management. Purpose. Scope. Policy

Information and records management. Purpose. Scope. Policy Information and records management NZQA Quality Management System Policy Purpose The purpose of this policy is to establish a framework for the management of corporate information and records within NZQA.

More information

BASIC STEPS IN A RECORDS MANAGEMENT PROGRAM. The basic steps in implementing a records management program are: Inventory Appraisal Scheduling

BASIC STEPS IN A RECORDS MANAGEMENT PROGRAM. The basic steps in implementing a records management program are: Inventory Appraisal Scheduling INTRODUCTION Records are indispensable in the efficient and economical operation of state government. They serve as the memory; they are the evidence of past events and the basis for future actions. When

More information

CCG: IG06: Records Management Policy and Strategy

CCG: IG06: Records Management Policy and Strategy Corporate CCG: IG06: Records Management Policy and Strategy Version Number Date Issued Review Date V3 08/01/2016 01/01/2018 Prepared By: Consultation Process: Senior Governance Manager, NECS CCG Head of

More information

U.S. Department of Energy Washington, D.C.

U.S. Department of Energy Washington, D.C. U.S. Department of Energy Washington, D.C. SUBJECT: RECORDS MANAGEMENT PROGRAM ORDER DRAFT DOE O 243.1A Approved: XX-XX-XXXX 1. PURPOSE. To set forth requirements and responsibilities for establishing

More information

Records Management Manual

Records Management Manual Records Management Manual Park District of Oak Park 218 Madison St Oak Park, Illinois 60302 Last Review: February 23, 2015 1 Contents Introduction... 3 Quick Start Guide Three Basic Steps of Records Management

More information
http://docplayer.net/19854158-Depaul-university-records-management-manual-november-1-2014.html
docplayer.net
crawl=CC-MAIN-2019-04
154928
application/http; msgtype=response
sha1:Z2ZUFU7NTL3RHLZHKOYKMWUTRRPX37RQ
<urn:uuid:66aadf6a-d2b1-4447-a6e1-7273b7b65d0d>
2019-01-20T22:00:17Z
138.201.34.106
text/html
sha1:YX2YNAEA7QZMTLW7C7UHU57MJ7CN7B73
<urn:uuid:0a973a8a-3b99-4195-9391-59a282fef1cf>
http://docplayer.net/19854158-Depaul-university-records-management-manual-november-1-2014.html
response
<urn:uuid:e99e94a5-8f4c-4f96-bf02-0c661d57ace5>
isPartOf: CC-MAIN-2019-04
publisher: Common Crawl
description: Wide crawl of the web for January 2019
operator: Common Crawl Admin (info@commoncrawl.org)
hostname: ip-10-141-91-55.ec2.internal
software: Apache Nutch 1.15 (modified, https://github.com/commoncrawl/nutch/)
robots: checked via crawler-commons 0.11-SNAPSHOT (https://github.com/crawler-commons/crawler-commons)
format: WARC File Format 1.1
conformsTo: http://iipc.github.io/warc-specifications/specifications/warc-format/warc-1.1/