Records Management and University Archives at Clemson University

Records Management and University Archives at Clemson University

Clemson University Records Management Call us 656 -4415 Visit us Basement of Barre Hall Hours Monday - Friday 8: 00 a. m. - 4: 30 p. m.

What is records management? • A system for providing control over records from creation to destruction • A system for ensuring that university records are retained until their mandatory retention periods have been met • A system for ensuring that university records are destroyed in accordance with the Public Records Act

What is records management? • It is also what many of you do every day • Everyone who creates, files, maintains, and finally disposes of records is managing those records • Our job is to help you follow the prescribed procedures for managing the university’s records

What is a retention schedule? • A legal document which describes a series of records and specifies how long those records must be maintained by the university before they can be destroyed • There are two types of retention schedules

General Schedules • Retention schedules which apply to records common to all university departments • Examples include – Personnel records – Financial records – Correspondence

Special Schedules • Retention schedules which apply to records not covered by the general schedules -records which are created and maintained by only one department

How are schedules created? • Retention schedules are developed as the result of a records inventory. • The inventory consists of an analysis of a department’s records to determine – types of records held – volume of records – dates for the records

Other factors involved • Reference frequency (how often and for how long the records are typically used) • Are they subject to audit? • Are there legal retention requirements? • Are the records originals or copies? • Is the information in the records summarized elsewhere?

What is the compliance audit? • Periodically, Records Management staff meet with department personnel to follow up. This is the compliance audit, which is used to ¾review special retention schedules ¾discuss needed revisions ¾answer questions

What is the compliance audit? • Provide information about the department’s role in campus-wide records management • Determine the extent to which the department is following established records management procedures

What about microfilming? • The Records Management office provides a microfilming service for university departments. • Certified Microfilm Service Bureau • Most filming is done for records which must be kept permanently or long term. • Space (and paper) saving medium • Expense is normally one-time.

Records Storage Boxes PIERCE LEAHY boxes order from Maintenance Stores 656 -2022 - no hanging file folders - one series per box - label it box # department name department number

What does it cost? Records Storage 20¢ per box per month billed annually for the previous calendar year No charge for picking up boxes destroying records transferring to Archives

Visit Our Website http: //www. lib. clemson. edu/recmgmt • Download forms • Request information from stored boxes • View retention schedules • Review policies and procedures

University Archives • • Located lower level of Strom Thurmond Institute Hours Monday-Friday, 8: 00 -4: 30, Tuesdays until 8: 00 p. m. Phone 656 -3031 E-mail: Dennis Taylor td@clemson. edu, Linda Ferry lferry@clemson. edu

Types of records preserved • • Board of Trustees records, 1888 - 1999 President’s office records (most) Departmental files Photographs--individuals and subjects Theses and dissertations Student publications University publications

University Archives does not keep • Student records • Personnel records • Financial records

University Archives Preserves records. Permanent retention.

After records are received. . . • • • Duplicates are removed Sensitive material is separated Conservation is performed Inventory is made Records are described Description goes online or to web site: http: //libimage. lib. clemson. edu

Help us serve you better. . . • • • Follow retention schedules Pack your files carefully Fill out transmittal sheets Call ahead when you need access to your records Thanks for your patience!