Before You Toss That File or Delete That E-mail . . . .

1. Before You Toss That File or Delete That E-mail . . . . Extension Spring Training ’08 University Archive Staff Larry Landis, Elizabeth Nielsen, Karl McCreary, Erika Castaño, Tiah Edmunson-Morton

2. Today’sTopics • Records retention schedule update • Managing electronic records • Historical records pertaining to the Extension Service • Managing records in the county Extension office • Survey of records in county Extension offices • Your questions and issues

3. Records Retention Schedule Update • Development of current schedule • Current revision process • New look and format of new schedule

5. Changes to Correspondence Series Correspondence Records that: (1) document communications, created or received and filed in the course of public business; AND (2) directly relate to agency programs or administration. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, information about contracts, purchases, grants, personnel, and particular projects or programs. Disposition: File with the associated program or administrative records. Retentions for program and administrative records are found either in the Oregon University System General Records Retention Schedule (OAR 166-475) or in the institution special schedules authorized by the State Archivist. Communications not meeting the above criteria do not need to be filed and should be retained as needed.

6. Other Proposed Schedule Changes • Grievance records (faculty & staff) – change in language as to the administrative process for grievances • Competitive Bid records – moved to Contracts section from Equipment and Supplies section; some language changes and retention period uniform • Contracts and Agreements records – revised to be broader and include records previously in other sections, such as leases and personal/professional contracts • Non-grant funded research records – new disposition to cover internally funded research

7. Other Proposed Schedule Changes (continued) • Employee time and attendance records are being consolidated in the Payroll section • Social Security number records moved from Payroll to Personnel • Acknowledgement of Safety Rules now part of Safety Training Records • Possible changes to Equipment Inventory Records • Most changes are minor – adjustments in retention periods, language clarification, form name changes • Current review will likely result in additional changes

8. Commenting on the Draft Schedule Draft of schedule available through May 30 on the State Archives Web site at: http://arcweb.sos.state.or.us/news/schedules/ous/informalreview.htm Send comments to: Michael Matthews, Records Management AnalystOregon State Archives800 Summer St. Salem, OR. 97310503-378-5261 Fax: 503-373-0953 Michael.J.Matthews@state.or.us

9. After approval – new schedule available as OAR on State Archives web site • Customized version for OSU on University Archives web site • Revised Archives and Records Management Handbook due out later this year

10. Questions?? Archives reference desk • 7-2761 • archives@oregonstate.edu Larry Landis • 7-0540 • larry.landis@oregonstate.edu 7-2165 – automated phone tree with each staff member’s phone number