NDSU RECORDS MANAGEMENT INITIATIVE December 2007 PowerPoint

4 Key Reasons Why to Institute Records Management at NDSU Reason One: Law –Federal and State laws require organizations to institute records policies and procedures that mandate good records management practices. Reason Two: Policy –NDSU Policy 713 is the policy that will guide internal procedures, practices and further protocol. Reason Three: Security & Liability –Federal and State laws and institutional policy warrant best practices for data privacy, retention, and disposal of personal, financial, and legal information. Reason Four: Space/Access/Storage –Sound records management practices has the potential of freeing up space in your work area, reducing staff time and maintenance, better access to information, and keeping the work environment safe.

So, 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 *EXAMPLES: Meeting minutes, accounting files, budget files, correspondence, personnel files, insurance policies, contracts, project files, etc.

Formal Definition of a Record NDCC 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.”

Value of Record Some records provide significant value and memory for a business or organization. Benefited record categories include; –Administrative 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

Sample Types of Records Includes such items as; 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

Record Forms and Media Includes such items as; 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 (e.g. scanned documents)

Projected Timeline for Records Completion December 31, 2007 –Initial records inventories are due to the taskforce 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

Resources NDSU Records Management Website Audit & Advisory Services or