1. NDSU RECORDS MANAGEMENT INITIATIVE 2007

2. WHY Law Policy Security and Liability Space Management
Federal and State
Policy
NDSU Policy 713: Records Retention
Security and Liability
Data Privacy
Retention
Disposal
Space
Free up space in your office
Management
File management (access/storage)

3. Definition of a Record NDCC 54-46-02 defines a record as:
“A document, book, paper, photograph, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law in connection with the transaction of official business.”

4. What is a Record? A record is anything that: Your office created
Your office acted on
Your office receives for action
Your office is designated as the custodian of (record-holder)
Your office needs to document its decisions

5. Value of Record Memory of the business Values Administrative Fiscal
Usefulness for conduct of current and future administrative business
Fiscal
The worth for conduct of current or future financial or fiscal business and/or as evidence thereof
Legal
The worth for conduct of current or future legal business and/or as legal evidence thereof
Archival
Those values which justify the preservation of Records/Archives

6. Sample Types of Records
Annual reports
Correspondence (includes )
Departmental files (used to make a decision)
Newsletters/publications (prepared by department)
Grant proposals
Information requests
Staff personnel files
Accounts Payable Vouchers
Meeting minutes

7. Record Forms and Media Paper files (loose and bound)
Computer databases and other computer files
PDA/ smart phones, USB memory sticks, removable disk drives, CDs, DVDs, magnetic tapes, etc.
Records contained in messages and attachments
Microfiche or microfilm
Other imaged records

8. Records Management Process
Getting Started: Records Coordinators
Inventorying Records
Each department assigns one or more Records Coordinators for their area.
An inventory of records in the area is completed and the appropriate forms are filled out.
Some record types already have predefined records series, descriptions and disposal methods. Others may need to be defined by the departments.
Recommend retention schedules and destruction methods for new records series.

9. Records Management Process
Next Step: Records Management Task Force
Prepare Records Retention Schedule
Prepare a Records Retention Schedule for the University based on the inventory of records submitted by departments.
This will be submitted to the Division of Records Management of the Information Technology Department (ITD) in Bismarck.

10. Records Management Process
Annual Review: NDSU Records Manager and Records Coordinators
Retention/Disposal Process
Records Coordinators will be notified by Records Manager of records that need to be destroyed based on their inventory (anticipated Fall Semester 2008)
Records Coordinators fill out online form and submit to NDSU Records Manager
Records Coordinators follow disposal process (shred, retain, recycle, archive)

11. Projected Timeline December 31, 2007 February 15, 2008
Initial records inventories due
February 15, 2008
Task Force to submit University Records Retention Schedule to Information Technology Department in Bismarck
October-December 2008
Initial records purge scheduled for NDSU

12. Upcoming Training
Files Management seminar to be presented by ITD Records Management to discuss best practices, classification systems, electronic records, etc.
Thursday, November 15, 1:30-3:00 p.m. - Reimers Room, Alumni Center

13. Resources NDSU Records Management Website
Audit & Advisory Services or