The records management policy is designed to provide guidance regarding creation, preservation and security of records that should be retained for legal. The university of connecticut is an agency of the state of connecticut. This policy covers all records, regardless of format or location that meet the criteria for federal records. Disposition of paper, electronic, and film records 5 4. As a state agency, the university is, and therefore its employees are, required to conform to state regulations and statutes. Records management is the law not just good business practice. Records management policy, policies and regulations, university of. Any exception must be authorized by a hold order from the office of general counsel or by the creation of new records retention schedules. The seven attributes of an effective records management program. All records, regardless of physical format will be managed within our official recordkeeping systems. This manual provides guidelines and procedures for the proper administration of. Comprehensive records management will support risk management at the university good recordkeeping practice mitigates risk by reducing the likelihood that the university is. The policy will be supported through the delivery of standards, guidance and procedures, which are documented within the information governance policy framework.
Information management advice 50 developing a records management policy. Detailed advice on recordkeeping procedures and tools should be included in supporting documentation. The policy itself should provide recordkeeping directives and responsibilities in a way that is easy to understand. Establish and clarify a records management policy for municipalities with respect to the creation, use, maintenance, scheduling and disposition of electronic records, digitized and born digital including those created on email. It forms the basis for formulating policy, managing resources and delivering services to the public. Apr 29, 2008 records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. October 15, 2014 vital records management policy page 1. Guide 3 records management policy guide 4 keeping records to meet corporate requirements guide 5 records systems guide 6 storage and maintenance of records guide 7 security and access guide 8 disposal of records guide 9 records created in the course of collaborative working or through outsourcing guide 10 monitoring and reporting on records. The program assists departments with developing a records retention and disposal schedule, which would be in compliance with federal and state regulations. Records management institutional planning and operations. The policy should include policies and procedures for handling all paper and electronic records of the school.
Guide 3 records management policy this guidance has been produced in support of the good practice recommendations in the code of practice on records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Sample electronic records and imaging policy and procedures. Records management publications for local governments and. This manual provides guidelines and procedures for the proper administration of a records management program. Aug 09, 2019 records management regulations, policy, and guidance. Once the electronic files have been captured in an approved epa records management system, they should be removed from nonepa messaging systems, unless there is a specific obligation such as a litigation hold to maintain the files on all systems on which they appear. The seven attributes of an effective records management. Management of records includes the routine, regular and authorised disposal of records. This policy shall apply to records in all formats including electronic records. Jul 28, 2015 a policy to establish a framework for the creation and management of records at teh attorney generals office. Section 7, and specifically managing email records, archival pdf images, web records, and the challenges to records management posed by web 2.
To use it for your organization, you need to fully understand the rules and laws that apply to your organization and modify the sample text accordingly. Records management policy royal veterinary college. The policy and outreach program champions the critical importance of federal. The records management policy and outreach program, under the office of the chief records officer for the u. Unstructured electronic records see definition will either be maintained in a naracompliant electronic recordkeeping system or printed to paper for. Introduction and definition of vital records an important part of the colleges records management program is the identification and protection of vital records.
It is prepared in accordance with the national laws, regulations and. Management of electronic records repositories 14 9. Preamble sound records management is fundamental to good governance and effective and efficient administration. University archivist, records management applies to. Scope of the policy this policy applies to all records created, received or maintained by. A policy to establish a framework for the creation and management of records at teh attorney generals office. Records management procedures manual depaul university. Government, is responsible for developing federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. Scope of the policy this policy applies to all records created, received or maintained by staff in the course of carrying out. Records are a basic tool of government administration.
A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Information governance steering group igsg has responsibility for agreeing the records management policy and considering and. Records retention schedule as a functional extension of the records management policy, the depaul university records retention schedule documents. Records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. Attorney generals office records management policy june 20 page 4. Records management is vital to the delivery of our services in an orderly, efficient, and accountable manner.
A section addressing the challenges posed by electronic discovery, foia, and the records management related changes to the federal rules of civil procedure has been added see. A records management policy is a cornerstone of effective management of records in an organisation. The snowdonia national park authority considers effective record management to be a key administrative function. Purpose the purpose of the record management policy is to promote proper management, retention, preservation, and disposal of records of college operations, in order to ensure efficient current and future operations, preserve a historical record, comply with legal obligations, and eliminate outdated and unnecessary. The records management policy establishes specific requirements to effectively and efficiently identify, manage, search, retrieve and provide access to records throughout their lifecycle.
Iso 15489 records management, the first global standard for records management, was published in 2001. The records management department under business services provides information to campus departments regarding the proper procedures for retaining and discarding university records. Web content management policy cc12320 dated 250920 4. Records management records management is an established theory and methodology for ensuring the systematic management of all records and the information they contain throughout their lifecycle. Records management policy office of the general counsel. Records that are not created and or stored in an approved corporate business system must be stored in the corporate records management system, ecm. The purpose of the record management policy is to 1 establish an efficient universitywide record management system for maintaining, identifying, retrieving, preserving and destroying records, 2 ensure that records are adequately protected, 3 preserve university. Iaos will nominate a local records officer to take the lead on records management issues in their department.
Records and information management program table of contents. It was adopted in more than 50 countries and translated to over 15 languages. Guide 3 records management policy 2010 the national archives. This policy shall impact upon molemole municipalitys work practices for all those who.
The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. Records management regulations, policy, and guidance. The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. This includes but is not limited to email correspondence, word, excel and powerpoint documents, video, audio, social media posts and telephone conversations through recordings or file notes. Below is a template for a records management policy.
March 11, 2009 for more information, contact university archivist, records management contact information. The university system of georgia records manangement policy records management disaster preparedness plan purpose of the plan the purpose of this plan is to provide guidance with regard to the recovery and restoration of mission critical documents and information that may be damaged or lost in a mishap or disaster. The records management policy also outlines the responsibilities of staff in support of these requirements. This records management handbook supplements the information in sam. Records management publications our bulletins outline the laws, rules, standards, and best practices for local governments and state agencies in texas. The records management policy and procedure the records management policy has been agreed with the trade union side and complies with statutory legislation, and hm revenue and customs requirements. This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. March 11, 2009 for more information, contact university archivist, records management contact. The department of records management is the steward of this policy, ensuring its contents are relevant and timely as they relate to the depaul university community. This policy incorporates two additional forms, the.
It maintains records of its own internal functions and activities, as well as information about the national park, its environment and its heritage. Records management policy griffith policy library griffith university. Records retention schedule as a functional extension of the records management policy, the depaul. Records management policy university of canterbury. Attorney generals office records management policy june 20 page 4 records management records management is an established theory and methodology for ensuring the systematic management of all records and the information they contain throughout their lifecycle. Records must remain usable until such time as they may legally be disposed. Records management issued by the lord chancellor under section 46 of the freedom of information act 2000. For the purposes of this policy the use of the word employee covers ukri. The university bases its records management training around communicating 5 rs of records management, which form the basis of this policy. It maintains records of its own internal functions and activities, as well as information about the national park, its. Records management is defined as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, distribution, storage and disposal of records. We also publish 12 local retention schedules with about 1500 records series for local governments and the texas state records retention schedule rrs 4th edition for state agencies.
1528 868 1136 1515 672 478 647 1275 541 1000 1524 1205 150 1236 831 464 1249 413 1261 995 724 1370 639 1147 1420 547 305 289 1070 743 251 340 983 871 1 742 901 1221 869 1008