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Managing OSU Records

Managing OSU Records. Information for Admin Plus November 21, 2011. 1921 Makio. Why do we maintain records?. Legal Fiscal Administrative Research Historical University Policy. Things that are Records… . Correspondence Patron records

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Managing OSU Records

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  1. Managing OSU Records Information for Admin Plus November 21, 2011

  2. 1921 Makio Why do we maintain records? • Legal • Fiscal • Administrative • Research • Historical • University Policy

  3. Things that are Records… • Correspondence • Patron records • Working papers, including drafts, versions, and copies • Databases (including the underlying tables, as well as routine reports) • Personnel documentation • Financial documentation

  4. Things that are NOTRecords… • Material from other institutions or organizations • A letter from the President’s Office that was sent to everyone at OSU • An email that says “Pick up the milk.” • Listserv® Messages Records

  5. Determining how long to keep… • All IUC institutions follow the same manual for creating schedules • …based upon… • federal and Ohio laws • records management best practices • the “Office of Record” • Most units on campus use the University’s General Schedule http://go.osu.edu/retention-schedules

  6. Beware of the Pac-Man Effect… Permanent Records Long-Term Records Transient & Non-Records Short-Term Records

  7. eMail Advice… • Manage in regards to Retention Schedule… • Group by Retention Time • Group by Record Series • Manage in regards to Classification… • Subject • Project • Chrono • Student • etc… • Email may or may not be a record…as with any record it is not the medium, its the message…

  8. eMail Advice… Leaving this unmanaged leads to this… Permanent Records Long-Term Records Transient & Non-Records Short-Term Records

  9. Records Disposition… • What do we do at the end of a records retention period? • Transfer to University Archives if designated on the schedule • Dispose: • Sensitive Information/Privacy concerns (e.g. FERPA, HIPAA): Secure Destruction • Non-sensitive: Trash/Recycling

  10. Certificate of Records Destruction • Complete CRD send via campus mail or fax @ x8.4150 • We will respond within 1 week • If you need “OK” same day, call us @ x2.2409 • University Archives retains CRD permanently http://go.osu.edu/crd

  11. …And Remember… Jan Neiger Associate General Counsel Office of Legal Affairs 614.292.0611 neiger.4@osu.edu Tamar Chute University Archivist OSU Archives 614.292.3271 chute.6@osu.edu 2700 Kenny Road Daniel W. Noonan, MLS, CDIA+ E-Records/Digital Resources Archivist OSU Archives 614.247.2425 noonan.37@osu.edu 221D Thompson Library

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