university records managementmaintained by university records management » designates how long we...

University Records Management

Syracuse University Libraries

Who are we? » Provide systematic control of the University’s

records from creation to final disposition:

Comply with federal and state law Protect vital records Minimize the cost of record retention Ensure the effective use of space Guarantee the disposition of outdated records

University Records Policy, 2007

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https://policies.syr.edu/policies/university-governance-ethics-integrity-and-legal-compliance/university-records-policy/


What is a Record? » Records are information which: Provides evidence of SU’s operations Documents business decisions, and/or Has value requiring their retention either for a specific

period or permanently.

» Regardless of physical format Records can be paper, Word documents, spreadsheets,

databases, or in other recordkeeping systems

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A1rchive

Disposition

Record Life cycle

Inactive Storage & Retention

Active Storage

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University Retention Schedule » Maintained by University Records

Management

» Designates how long we must keep each type of record

» Establishes consistent record keeping practices across the University

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Determining Retention Periods » Types of Record Values

Operational- define policy and procedure and ensure administrative consistency and continuity (i.e. how long a record is needed for business purposes)

Fiscal- relating to financial transactions and the movement/expenditure of funds

Legal- serve as proof of a government’s authority, evidence of business transactions, and may contain information that form the basis of legal actions

Historical- information is of enduring value (University Archives)

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University Records Center (URC)

» Hawkins Building, 1600 Jamesville Avenue

» Centralized, low-cost repository for the storage of inactive records

» Secure and environmentally controlled

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URC Services: Inactive Records Storage » Records must not have met their retention

period

» They must be housed and arranged appropriately

» Storage is free Departments do incur costs for records center boxes and

delivery to the University Records Center

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URC Services: File Requests » Process file requests through a form located

on our website – rm.syr.edu.

» File and box requests are delivered by Library Delivery Services Requesting department must pick up requests exceeding

two boxes or contact Facilities Services for delivery

» Records can also be examined in person at the University Records Center

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https://library.syr.edu/urm/index.php


URC Services: Records Destruction » Bi-annual event to identify records eligible for

destruction in the URC

» Authorization to Destroy Records form sent to appropriate departments Records are never destroyed without department approval Departments ensure that no unresolved audit questions,

investigations, litigation, or other reasons for holding up destruction exist.

» URM will process the records and incur the destruction cost Multiple checks throughout the process

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Litigation Support

» Our office is on the distribution list for all Document Preservation Notices

» Query the URC and place any responsive records on legal hold

» Assist the Office of University Counsel with the discovery process

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Training and Advising

» Provide guidance to schools, colleges, programs, or departments on any policies, projects, or initiatives that have records management implications

» Provide Records Management overview training

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Helpful Links » University Records Management Website

» University Records Policy

» University Archives Policy

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https://library.syr.edu/urm/index.phphttp://supolicies.syr.edu/ethics/records.htmhttp://supolicies.syr.edu/ethics/archives.htm

Slide Number 1Who are we?What is a Record?Slide Number 4University Retention ScheduleDetermining Retention PeriodsUniversity Records Center (URC)URC Services: Inactive Records StorageURC Services: File RequestsURC Services: Records DestructionLitigation SupportTraining and AdvisingHelpful Links