1. Records Management and University Archives at Clemson University

2. Clemson University Records Management
Call us
Visit us
139 Anderson Hwy.
Suite 100
Hours
Monday – Friday
8:00 a.m. - 4:30 p.m.

3. What is records management?
A system for providing control over records from creation to destruction
A system for ensuring that university records are retained until their mandatory retention periods have been met
A system for ensuring that university records are destroyed in accordance with the Public Records Act

4. What is records management?
It is also what many of you do every day
Everyone who creates, files, maintains, and finally disposes of records is managing those records
Our job is to help you follow the prescribed procedures for managing the university’s records

5. What is a retention schedule?
A legal document which describes a series of records and specifies how long those records must be maintained by the university before they can be destroyed
There are two types of retention schedules

6. General Schedules
Retention schedules which apply to records common to all university departments
Examples include
Personnel records
Financial records
Correspondence

7. Special Schedules
Retention schedules which apply to records not covered by the general schedules -records which are created and maintained by only one department

8. How are schedules created?
Retention schedules are developed as the result of a records inventory.
The inventory consists of an analysis of a department’s records to determine
types of records held
volume of records
dates for the records

9. Other factors involved
Reference frequency (how often and for how long the records are typically used)
Are they subject to audit?
Are there legal retention requirements?
Are the records originals or copies?
Is the information in the records summarized elsewhere?

10. What is the compliance audit?
Periodically, Records Management staff meet with department personnel to follow up. This is the compliance audit, which is used to
review special retention schedules
discuss needed revisions
answer questions

11. What is the compliance audit?
Provide information about the department’s role in campus-wide records management
Determine the extent to which the department is following established records management procedures

12. What about microfilming?
The Records Management office provides a microfilming service for university departments.
Most filming is done for records which must be kept permanently or long term.
Space (and paper) saving medium
Expense is normally one-time.

13. Records Storage Boxes BANKERS BOX boxes - no hanging file folders
order online from the Office Max punchout in BuyWays
Search for item # 12775
Contract price is $27.36 for 12 boxes
- no hanging file folders
- one series per box
- label it
box #
department name
department number

14. What does it cost? Records Storage No charge for 25¢ per box per month
billed annually for the previous calendar year
No charge for
picking up boxes
destroying records
transferring to Archives

15. Visit Our Website Download forms Request information from stored boxes
Download forms
Request information from stored boxes
View retention schedules
Review policies and procedures

16. University Archives Located lower level of Strom Thurmond Institute
Hours Monday-Friday, 8:00-4:30, Tuesdays until 8:00 p.m.
Phone
Dennis Taylor

17. Types of records preserved
Board of Trustees records,
President’s office records (most)
Departmental files
Photographs--individuals and subjects
Theses and dissertations
Student publications
University publications

18. University Archives does not keep
Student records
Personnel records
Financial records

19. Preserves records. Permanent retention.
University Archives
Preserves records.
Permanent retention.

20. After records are received . . .
Duplicates are removed
Sensitive material is separated
Conservation is performed
Inventory is made
Records are described

21. Help us serve you better . . .
Follow retention schedules
Pack your files carefully
Fill out transmittal sheets
Call ahead when you need access to your records
Thanks for your patience!