Best Practices in Records Management 001: File Plan · 2020-03-18 · Best Practices in Records...

Best Practices in Records Management 005: The University Archives

Records and Information Management Office

rims.ucsc.edu, 831-459-4887

Who is the University Archivist?

Special Collections is the official repository for the UC Santa Cruz, University Archives; and preserves the history and culture of the campus, its people, and the administration.The archives serves to provide access to historical documentation for scholarly research and to tell the story of the campus.…http://guides.library.ucsc.edu/speccoll/university-archives

Collections

• founding and development documents• photos and maps• administrative and departmental records• selected faculty papers• oral histories• publications by or about the university• Academic Senate agendas, minutes, & reports

Administrative Records• Vital records as determined by the UC and UCSC Disposition Schedules as they are identified and deemed

inactive by their Office of Record. Administrative Records include:

• Chancellor’s Office (examples include records of operation, organizational charts, correspondence)

• Facilities and Planning Offices (examples include Long Range Development Plans, campus environmental impact reports, Campus Academic Plans)

• Academic Senate Office (examples include agendas and minutes, committee membership lists)

• Office of Research (examples include reviews of UCSC entities)

• Contracts, Grants, and Gift Offices (examples include documentation relating to foundation and trust donations)

• Accreditation documentation

• Founding and incorporation documents

Records Documenting UCSC History, Campus Life, and Culture• Campus funded publications, such as catalogs, directories,

student newspapers, yearbooks, personnel manuals, faculty, student and staff handbooks.

• Selected material documenting administration, activities, and events of the Colleges, Schools, Centers, Institutes, Organized Research Units, and Libraries

• Campus maps and guides • Photographs depicting UCSC activities, events, personnel

E-mail as the Historical Record

Email is an electronic record and is increasingly our only way to capture business related correspondence. It is the individuals responsibility to apply the same management practices as paper correspondence records.

Digital Files as the Historical Record

Digital records (including e-mail) that have enduring value should be transferred to the University Archive along with paper records. The University Archivist can assist you in identifying and transferring these files and will process them in a similar method as paper records to ensure sensitive information is treated appropriately.

Born Digital vs. Paper

• If the document was distributed in hard copy then the paper record should be retained for University Archives.

• If the document was created and distributed electronically then the electronic record should be retained.

Turning over records

http://guides.library.ucsc.edu/UARCtransfer• Digital Donor Survey

For electronic records stored on platforms such as email, web, hard drives, CD-ROMs, social media, usb drives, collaboration sites.

• Transfer FormFor paper records transfer

• Guidelines for Packing Recordsfree boxes, how to label

Turning over records

WHAT NOT TO TRANSFER Applications (job, scholarship, and the like) Blank forms Donor records Duplicate copies Equipment and software instructions Faculty publications (reprints selectively accepted if included in faculty papers) Grade books and grade reports Invoices Personnel records Purchase orders and receipts Records relating to other campuses Reimbursement requests Student papers and dissertations

Contact

Teresa MoraUniversity Archivist

459-4425tmora1@ucsc.edu

http://guides.library.ucsc.edu/speccoll/university-archives

Diane Lallemand

Principal AnalystRecords and Information Management

rim.ucsc.edu831-459-3411

Best Practices in Records Management 001: File Plan · 2020-03-18 · Best Practices in Records...

Documents

AN EXAMINATION OF RECORDS MANAGEMENT PRACTICES FOR

Preserving Electronic Records Records Management Best Practices By Graham Riley

Challenges of Records Management Practices in the …irjlis.com/wp-content/uploads/2013/07/2_IR101.pdf · Challenges of Records Management Practices in the Ministry Of Information

Principles and Practices in Managing Financial Records: …siteresources.worldbank.org/EXTARCHIVES/Resources/mfsr.pdf · The World Bank International Records Management Trust RIGHTS

Good Records Management Practices - grs.gov.hkEng).pdf · Chapter 2 RECORDS MANAGEMENT POLICY 5 Chapter 3 ... assess the way in which they are managing their records and ... naming

UCSF Records Management Best Practices and Cost Analysis ......! 2! Best Practices The following are a number of records and information management best practices that will help guide

SUBJECT: RECORD RETENTION PRACTICES … · SUBJECT: RECORD RETENTION PRACTICES ... Employment records, including official personnel files, ... Cash Management Records 7-8

best Records Management Practices For Electronic Records Records Management... · Best Records Management Practices for Electronic Records Vestina F. Crayton May 21, 2014

Best Practices in Electronic Records Management

Records & Information Management Plan Documents...needs for both Records and Information by establishing consistent and accountable information management and recordkeeping practices

Industry Practices in Records Retrieval

Review of Electronic-Records Management Practices at Texas State Agencies and Institutions of

Best Practices in Records Management and Regulatory Compliancewestminster-mo.edu/academics/assessment/Documents/BestPracticei… · Best Practices in Records Management and Regulatory

Good Records Management Practices - GRSAnnex II Management of Archival Records 38 ... organizations’ operational efficiency. Recognizing the importance of ... review and improve

Title 4 ADMINISTRATION Part XVII. Records Management ......ADMINISTRATION Part XVII. Records Management Policies and Practices Chapter 1. Agency Records Management Officer Designation

How Global Records Management Practices and Standards Are Evolving for Business Today

Hybrid Records Management Best Practices

Review of Electronic-Records Management Practices at Texas

Best Practices in Records Management 001: File Plan · Best Practices in Records Management 003: Records Decision Tree Records and Information Management Office rims.ucsc.edu, 831-459-4887

Electronic Records and Records Management Practices...State of Florida ELECTRONIC RECORDS AND RECORDS MANAGEMENT PRACTICES November 2010 Florida Department of State Division of Library