1 / 20

Why Can’t We Just Shred all These Old Files?

Why Can’t We Just Shred all These Old Files? . Managing your records and complying with Louisiana Revised Statute 44.411. State Agencies are required by law to have an approved Records Management Plan Plan must be reapproved every 5 years ULM plan must be reapproved by end of 2012

danae
Download Presentation

Why Can’t We Just Shred all These Old Files?

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Why Can’t We Just Shred all These Old Files? Managing your records and complying with Louisiana Revised Statute 44.411

  2. State Agencies are required by law to have an approved Records Management Plan • Plan must be reapproved every 5 years • ULM plan must be reapproved by end of 2012 • Plan must go through the Secretary of States Office, Louisiana State Archives – Records Services Division, Records Management Section for approval

  3. Previous Library Schedule

  4. New 932 Form

  5. Library Example • Agency/Division/Section is University of Louisiana at Monroe/ Academic Affairs/Library • Use of form – Renewal • Item Number – 9 each with unique retention periods for in office, in storage and total retention • 4 New Sections – Security, Archival, State Records Center and Vital Record ID code

  6. Abbreviations and Codes • The form provides abbreviations and codes that must be used. • If there are other agency abbreviations there is a place on the form for these.

  7. Security Status Codes P – Public Record - can be recycled, discarded by landfill or by a more secure method of destruction M – May Contain Confidential Information – should be discarded of in a secure manner such as shred or burn and may require reaction before public can view record C – Confidential Information – defined by State or Federal law, Record should be protected from unauthorized viewing and should be disposed off in a secure manner

  8. Archival Processing Codes • A – Transfer to State Archives • R – Retain in Agency Archives • S – Review by State Archives • O – Other (Specify in Remarks)

  9. State Records Center Use • Y – yes • N – No • We currently keep records either in office or in the records center at the ULM Library

  10. Vital Record Identification Code • V – Vital – these records are needed to operate within the first 30-45 days following a disaster • I – Important – these records are eventually needed to resume operations after the first 30 – 45 days following a disaster • U – Useful – loss would cause only minor inconvenience to the organization. These records usually have short retention periods or can easily be reproduced from other sources

  11. Library Example

  12. Changes • Four Columns that provide a place for Security Status, Archival Status, State Records Center Use and Vital Records Identification • Standardized abbreviations for retention periods included at the bottom of each page. • As the Records Officer, I sign as Agency Approval and date the form before sending to the Secretary of State’s Office for final approval

  13. Remember • All Departments must have a new Records Retention Schedule submitted by November 30, 2012. • All schedules must be on the new form • Once approved, all maintenance of records must follow the new form • Contact Cyndy Robertson crobertson@ulm.eduor 342-1054 if you have questions or need further training

More Related