1. Caroline J. Walters, MA, MLS University Records Officer

2. Agenda What is Records Management? What is a Public Record? Destruction of Public Records. Research Records UVa Records Management Office Other Resources/Contact Information

3. What is Records Management? Virginia:... The application of efficient and economical methods for managing the lifecycle of public records consistent with regulations and guidelines promulgated by the State Library Board...” (Code of Virginia §42.1-85.A) ARMA, Records and Information Management (RIM): “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for the capturing and maintaining evidence of and information about business activities and transactions in the form of records.” (ARMA Glossary, 2007)

4. What is a Public Record? "Public record" or "record" means recorded information that documents a transaction or activity by or with any public officer, agency or employee of an agency. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record.” (Code of Virginia §42.1-77.)

5. Destruction of Public Records No agency shall destroy or discard a public record unless : (i) the record appears on a records retention and disposition schedule... and the record's retention period has expired; (ii) a certificate of records destruction...has been properly completed and approved by the agency's designated records officer; (iii) there is no litigation, audit, investigation, request for records pursuant to the Virginia Freedom of Information Act (Code of Virginia §42.1-86.1.)

6. Research Records Current Policy 3 years or 4 years – confusing?? LVA Retention Policy 5 years (starts when?) UVA Revising Policy: 5 years after “closing” of the grant/account

7. UVa Records Management Office Staff: University Records Officer Additional 1-2 positions to be hired Focus Areas: Strategy and Policy Services

8. Strategy and Policy Records Retention Schedules – Library of Virginia UVa Records Policy E-Discovery/FOIA/Audits Security/Disaster Preparedness Enterprise Content Management (ECM) Systems Storage Guidelines (physical and electronic) Long-Term Preservation

9. Services Consultations Retention Storage RM Best Practices Training In-person and online training Topics including Email, Digital Imaging System, Electronic Records, Records Organization Website (www.virginia.edu/recordsmanagement) Electronic approval of destructions (RM3 Form) Searchable database of retentions

10. Benefits of Records Management Controlled records growth Fewer copies (paper and electronic) Cost savings Storage space, equipment, supplies, management Improved office efficiency Reduced searching and faster retrieval Essential records protection Confidential information protection Compliance with legal requirements Preservation of records with historic value

11. How You Can Help: Attend Training – Spring 2009 Spread the Word Share RM issues/problems/victories Consult RM when: Destroying Records Creating/Selecting new electronic records systems Remember that keeping everything is not an option

12. Join our Mailing List Records Management Email Mailing List: Website rollout/updates Training schedules/announcements Interesting Records Management news articles To Join: https://list.mail.virginia.edu/mailman/listinfo /records-management

13. Questions? Caroline J. Walters, MA, MLS University Records Officer/Records Management Information Security, Policy, and Records Office (ISPRO) Office of the Vice President/CIO University of Virginia, 2400 Old Ivy Rd. Box 400898, Charlottesville, VA 22904-4898 Phone: (434) 243-9162 Fax: (434) 243-9197 Email: cjwalters@virginia.edu