Records Management Basics
What is records management?
Where can I access the University's Records Management Policy?
Why should I care about records management?
What is a record?
What is a records retention schedule?
Where can I access the University's Records Retention schedule?
Who can I contact with questions?
Records management (RM) is the "field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records."
ISO 15489-1; 3.16
Vision for Records Management at St. Catherine University
“… to ensure that necessary records are adequately protected and maintained, that records no longer needed are adequately destroyed at the appropriate time, and that the history of the institution is preserved. Records management and the related retention policies apply to all records regardless of format, whether these are in paper, electronic, or other media.”
Records Management Policy, April 9, 2009—Purpose
The Records Management Policy was approved by the Board of Trustees in May 2009. The policy is available through KateWay, on the My Job tab. A link to the policy is in the Governing Documents box near the bottom of the column on the left. The policy is also available on the Records Management section of the Archives website.
Records are an important asset of the University and contain valuable, sometimes vital, information.
|Benefits of RM to St. Catherine University||How RM Applies to You|
Institutional records are documentary material, regardless of physical form or media, generated or received in transacting the business of St. Catherine University. These may include information of a historical nature and can be produced internally or externally. Records exist in many forms. The term “records” does not include books, newspapers, or other reference materials generated outside the institution. Records do include personal file copies regardless of location when the records meet the description above.
Records Management Policy, April 9, 2009—Definitions
Records can be in any medium—paper, electronic, magnetic tape, or microforms. Electronic records can be stored in a variety of locations and software, such as shared network drives, Banner, LotusNotes, web pages, CDs/DVDs, etc. Records management applies to them all.
Examples of records are:
- Departmental Records: key activities of all units or functions
- Project Records: intra-departmental, inter-departmental, or university-wide committees, councils, or projects
- Operational Records: day-to-day activities of all units or functions
- Personal Records: employee activities outside St. Catherine University
- Department-specific Records: activities unique to your unit or function
Records retention is the process by which records are maintained for specified periods of time in order to fulfill any business, legal, or regulatory requirements. The length of time to keep individual categories of records (called record series) and how to dispose of them is listed in a document called a records retention schedule.
St. Catherine University's Records Retention Schedule is included with the Records Management Policy as Appendix A. It is also available separately on the Records Management site. The retention schedule is currently being revised and updated by the Records Management Oversight Committee. The following information for each record series is included in the schedule:
- Record Series Name
- Master Record Holder: the person or office responsible for maintaining the official copy of records in the series for the stated retention period. Contact the Master Record Holder for questions or requests regarding records in their control.
- Retention Period: the length of time records in the series must be kept.
- Disposition: what should be done with the records at the end of the retention period. Only records of potential archival value are currently designated. The University Archivist should be consulted about possible transfer of these records to the Archives. Other options (confidential destruction, recycling, etc.) will be added by RMOC in the future.
Retention for Unofficial Copies of Records
As set by the Records Management Policy, copies of records in offices other than the Master Record Holder are unofficial copies and usually are kept for no longer than 2 years. Unofficial copies are never to be retained longer than the retention period for the official copy.