The university of iowa is required by law to develop internal rules for the economical, efficient, and systematic management of its records. The records management manual is intended to be read by all officers, particularly those who have records management andor custodian responsibilities. This records management handbook provides guidance and procedures for the handling of department of energy doe records and related materials. Records management is the continuous and efficient program by which we identify and classify records, establish schedules and. Accordingly, the university has established the following records management policy and records management program and retention schedule to maintain. Management manual records manual, for principal office records liaison officers rlos and a records management handbook. A unique identifier for each record group listed on the records retention schedule. Local government records management manual library and archives division records management section 6425 sw 6 th ave. This individual is the manager of the unit designated by the. Records and information management program table of contents. Use and management of criminal history record information. Apsm 452 records management and documentation manuals. A procedures manual defines the procedures for managing records after they have been transferred from the records centre to the archival institution for permanent preservation.
The first step in identifying major record groups is to inventory each type of record and record keeping system within your organization. State of florida electronic records and records management practices administering an. Records management and documentation manual for providers of publiclyfunded mhddsa services capmrdd services and local management entities north carolina department of health. If the record copy is in the custody of a department other than the office of the city recorder, the custodian of the record must certify before the city recorder similar to a. Records management is the systematic control of records throughout their life cycle. Records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. The fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the job aids web. All entries on the records retention schedule are approved by the department, records management and office of general counsel. Records management procedures manual depaul university.
Basics of records management florida state capitol. Handbook on records management practices and guidelines. Record management practice is now in place at camosun so that as a publically funded institution we can meet obligations to manage records in a systematic and. A record is any recorded information, regardless of storage media or format, created, received, or maintained as evidence and. Get email alerts on latest news and upcoming events. The records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program.
Records management procedures manual camosun college. University employees routinely create, receive, use, and destroy records in the normal course of business, and. The agency records officer aro oversees the agency records management program and provides guidance on adequate and proper. Records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records. Requirements for records management compliance by doe contractors is set forth in the contractor requirements document crd in doe o 243. The goal of floridas records management program is to provide professional assistance to state and local government agencies in. Records management provides a formal structure for implementing federal requirements for recorded information, regardless of media. Records are a basic tool of government administration.
Record management is the area of office management which deals with the maintenance of records of organization. This manual is designed to provide consistency for anyone. It is very important for management for control of records. The pdf files below are the manuals used by county agencies. The records management program and retention schedule are designed to assure that official records will be preserved appropriately while providing economy. Acknowledgement files acknowledgment, transmittal of inquiries. The records management manual will serve as a starting point for records management at ubc, and employees are encouraged to use the tools being developed by the university archives, including the. The medium upon which such information is recorded has no bearing. Accordingly, the university has established the following.
Mps on the management of its records and follows the principles outlined in. Records management manual 5 this manual provides records management rules. Illinois state records management manual 5 a record that has a retention period of 10 years and has a high reference rate for those 10 years will likely have a retention period that states. Illinois records management reference manual for illinois. This manual provides guidelines and procedures for the proper administration of a records. Part ii is the subject file classification system used for. The differences between a nonrecord and a record are the reasons for keeping the information and how the information is used. Records managers drms, assistant departmental records managers adrms, records managers rmgrs, records officers ros. The seven attributes of an effective records management. The seven attributes of an effective records management program.
The fact that information is created and stored electronically or on microfilm rather than on paper has no bearing on. This manual provides guidelines and procedures for the proper administration of a records management program. Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities. Manual supplement 442, maintenance of records 1993 with the former opm administrative manual supplement 443, disposition of records 2003. A proper records management program will reduce the volume of records stored.
Record custodians maintain, secure, and care for records in accordance with university records management program guidelines. Electronic records and records management practices. Chapter 9 records management revised april 18, 2006. Records management handbook digital asset management for. Records management procedures manual page 6 management of active paper records paperbased, active records are managed in office locations where they are used. A records inventory is a complete and accurate listing of the. Records provide information for planning and decision making. Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and effective and economical management of agency operations. The purpose of the records management manual is to help ubc staff and faculty members understand the records management principles applicable to the. For example, convert the records from microsoft word to pdf a, or convert the records from the current version of pdf a to a newer, future version of pdf. Disposition of federal records, a records management handbook, second edition, national archives and records administration, office of records services washington, d.
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