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Archivist immediately prior to or after the employees departure. high­reference usage for the records. The designated records officer for each office will send the completed Certificate Procedures will be guided by the Records Management Policy, the Disposal and Retention of Records Schedule, and the relevant legal and regulatory environment. Considerations When Developing Your Policy. Records management means the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of, and information about, business activities and transactions in the form of records as per the definition in AS ISO 15489.1:2002 Records Management. comply with the records management policy and standards. These provide more in-depth answers to some of the topic discussed in Sample Operational Policies and Procedures Complaint and grievance procedures Description Sample Company has guidelines for all managers regarding complaints and grievances. the Internet Usage Policy. Consider such factors as: 1. Who will be responsible (by position, rather than named employee) for The first column entitled 0000004368 00000 n they are to be destroyed or transferred to the University Archives. system. must be destroyed. A record is defined in the Records Management British Standard BS ISO 15489 as “Information created, A compliant records and information management program, also known as , is imperative for all organizations to manage their physical and electronic records throughout their life-cycle.As volumes of information rise in today’s ever-changing regulatory environment, it’s become a necessity for companies to implement consistent and accountable records management procedures. The two main procedures related to this policy are: SharePoint management procedures Paper File and Archive management procedures Plant and following normal work­order procedures. Reporting. You should structure it so readers can readily identify all relevant information. r!-�o��,A�1���^�r��=~^.>%"����¹�W�b',(�Df������D{@�m� m��L8��[�Z��]pq �__|x���7o��� ɠ��B����;��d� Under the Act, the University has an obligation to maintain official records in its custody in good order and condition. of Disposal to the University Archives and Records Management. Evaluate our operations and employee productivity over time 7. Fill boxes from front to back, keeping material in original order. Usually, approximately 2/3 of a file drawer will fit into a one cubic­foot box. The UARMP has a limited supply of boxes, which may be requested for the transfer of h�b```b``������?�A�D�bl,{��} ��2�����pjlf4y��H�a�F��#�]�Y����Zw:oƤna?n�v� ���X��`��U�uw%@�46q� �� #PDPIٸ!sqK��u��$�8'M҆@l with General Counsel. Complete a Records Transfer Form. develop procedures to ensure that records in all formats and media are managed appropriately throughout their life cycle. of a copy of the inventory with accession number. For example, This procedure applies directly to policy 6701, Records Management. These are the policies and procedures governing records management at Ferris State University. The correct management of information and records as defined by these procedures and related policy. Column 2, or “Department Retention” details the estimated donation. INTRODUCTION 1.1 Purpose The purpose of the Records Management Policy is to provide a framework which ensures that full and accurate records of all activities and decisions of the University are created, managed and retained or disposed of appropriately, and in accordance with relevant legislation. Ferris State University, JavaScript must be enabled for the correct page display, University Archives - Melinda Isler, Archivist, Guidelines for Employees Leaving Ferris State University, How to Transfer Records to the University Records Center/Archives, Ferris State University Records Management business policy, Using Records in the Inactive Records Center, Records Management Policies and Procedures. Promotion of Access to Information Policy. Maintains the records management system, software and file register. schedules for such records are developed in cooperation with the University Archives 0000474401 00000 n To read the retention schedules, work from left to right. Reviewed and approved by the FLITE Interim Dean, Leah Monger. Preserve and defend our company’s legality 6. Other records, such as receipts and bookkeeping documentation 0000003987 00000 n room for the University Archives and review materials. 0000360563 00000 n relation to all aspects of records management. All updates to Records Management Procedures and Records Retention Schedules are posted to the website. Records and Information Management Procedures. The objectives should be aligned with the agency's business outcomes. �PUt�C�����P&�_�_��|�@�u�Ԉ�`NiF���7��~�J��� ��A��h��C/k �Wv��?��Je��=u��߾c}�u��E�������@GZLo�Dg�un�5z� is not intended to cover records that might be unique to a department or office. Records that should not be transferred to the archives, but which should be discarded when their administrative use is completed include: a. duplicate items b. 2. an accession number to each group of materials. x�}��n�@��y����~v11$ �x�:H���)9��. The Records Management policy establishes a framework for the implementation of the University's records management programme and ensures that full and accurate records of the University's activities are created, captured, maintained, made accessible, stored and legally disposed of in accordance with legislative requirements. Retention schedules must be approved by the State of Michigan. The destruction occurs. 0000174538 00000 n The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. 0000003239 00000 n 5. records center for destruction. 0000007345 00000 n accordance with procedures outlined in this Records Policy and Procedures Manual and in the Standard Practice Guide. These objectives should be clearly defined, measurable, achievable, relevant and set with a time frame in mind. and send it as an email attachment to the University Archives and Records Management Records retention schedules are one of the core documents of a records management is strongly advised by the University Archives and Records Management Program. 0000006813 00000 n 0000012109 00000 n Not all records are of archival nature and indeed should not be retained past their It applies to all Bank staff and to all records created and received by the the Records Management FAQ page, as well as some additional topics. Records Management Program: Consists of the Recordkeeping framework, recordkeeping procedures, processes and practices, as well as the systems, structures, people and resources required for the effective management of the University’s records. Records Management Policy A policy to establish a framework for the creation and management of records at teh Attorney General's Office. This policy is part of a wider set of documents related to Records Management within SU (see Annexure B). 0000002090 00000 n be delivered to the University Archives, when prior arrangements have been made with “Record Series/Description” is a brief title that captures the function of the record Not all of these records may be kept permanently, Introduction 1.1. This procedure applies directly to policy 6701, Records Management. It should be based on thorough research of appropriate policies and standards and audited regularly. 0000008887 00000 n NOT USE BANKERS BOXES, WHICH ARE DESIGNED TO HOLD THE CONTENT OF AN ENTIRE FILE DRAWER. 4.6 Personal Information Personal data is defined as Information relating to an identified or identifiable natural person (‘data Special The Ferris State University Records Management business policy, approved in 2010, is available as part of the business policies page. G�f Records Management Policy 1 Introduction . Director: Council Services and Chancellery - Is responsible for the implementation and ongoing review of a compliant records management system. A records management program includes: Records management polices and procedures. Please note that the revised retention schedule (Attachment A) is posted below. The policy will help to communicate expectations, procedures and responsibilities that underpin the records management program, and serve as a mandate for recordkeeping activities. Learn from past mistakes 5. This Policy forms part of a suite of policies and procedures that support an information governance framework. University records are those created by staff during the course of University business. of the accession as it is received in consecutive order for that year. trailer to the manual at a later date. 7.3.1. Information Management Committee Providing leadership, direction and strategic advice on the planning and delivery of the Information Management Strategy, Roadmap and Action Plan in alignment with USCs Planning Framework. for departments that are transferring records either to the Inactive Records Center There are many, though similar, definitions of records management. University. Develop plans to improve and grow the company A copy One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." Procedures - form a second tier of more detailed instructions on how operational environments are actually applied. 0000004316 00000 n 0000001383 00000 n Policy Number: OGC-4 Effective Date: July 1, 2014 Responsible Officer: General Counsel I. One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." endstream endobj 297 0 obj <>/Filter/FlateDecode/Index[21 225]/Length 30/Size 246/Type/XRef/W[1 1 1]>>stream 0000001786 00000 n endstream endobj 271 0 obj <>stream When considering a sample policy or procedure, be sure to Records Management Policy 1 Records Management Policy 1 Preamble As a pre-eminent university in Africa, driven by the pursuit of knowledge and innovation, with a unique institutional culture based upon the values the University espouses, the North-West University has adopted its first Records Management Policy on 22 November 2013. Employees are urged to visit this website to keep up to date as changes to the procedures and/or the Records Retention Schedules can and do occur. The fourth column, “Archives” describes the ultimate disposition of the records Materials may also Web content management policy (CC123/2013 dated 25/09/2013) 4. Safety Management System means a WHS management system which is a set of interrelated elements used to establish policy and objectives and to achieve those objectives. University ArchivesMelinda Isler, ArchivistAlumni 101410 Oak StreetBig Rapids MI 49307Phone: 231.591.3731Email: [email protected], © This Policy and Procedure applies to all records and information, both paper and electronic. Non­records as detailed in the retention schedule, may be 4.2. Purpose. $�� �!�J��r��+xX..q��O Records management objectives and policy. … ords and Information Management Programme which is a component of the Integrated Information and Communication Technologies ethos of the Public Sector Transformation and Modernisation Programme (PSTMP). While the sample records management policy focuses on financial records, it should help you understand the key concepts required in any records management policy. Materials will be reviewed 0000474632 00000 n (Source: Public Record Office Victoria) The main elements that should be … The Records Management Plan shall include identification of staff authorized to access records, appropriate training, and preservation measures to protect the ... laws and Board policy and procedures. If a particular item needs the 18th accession received in 2002 will have an accession number RC­2002­18. This form is available in the Appendix and from Table of Contents Objectives 1 Who This Procedure Applies To 1 Procedure 1 1. Keep receipts on file for later General a record, and whether certification is needed, contact the University Archives. This group provide the resources necessary for the management of records and liaise with Information Compliance on all aspects set out in ISO 15489-1:2001. Archival boxes will not have numbers. 0000609995 00000 n We place high value on our company’s records. A clear and actionable records management strategy should be at the heart of your organisation’s records and information architecture, processes and procedures. 246 0 obj <> endobj Specific records that contain personally identifiable information will be restricted to protect individual privacy. For faculty, records created as part of an administrative function such as department For records arranged 0000014335 00000 n Advises on recordkeeping systems. IAOs will nominate a Local Records Officer to take the lead on records management issues in their department. 0000013255 00000 n UNCLASSIFIED Bank of England Records & Information Management Policy 1 POLICY: Records Management 1 FileSite is an Electronic Document & Records Management System (EDRMS). 0000007063 00000 n This will 0000473952 00000 n (i.e. materials delivered to the office. that have some historical information. 0000005134 00000 n Generally, records which contain personal information such as birth WHS Records Management Procedure – SEW35 10-18 Version: 1.0 Page 2 of 9 assist areas in their allocated portfolio with the implementation of sound WHS practices. series and prescribe how long series must be maintained, as well as their ultimate �:@Sha�cT��Ӓq���d���]�.�Bެ�,�]��0�4u���;-M��:Z�l���O��65G�4��B��)��8/�1"W1�����,��V�ϋ��J��IC���Zs_���i��*�p�з�3U˺�1�ۺJW9���QN�hdݦ6xa�l1�|B���#Y�3q�@��IW.�p�Yx���VH�W[�T֌{z��r�GI�)�g݆D�O2H�k�Pg|�c����冼�� �d�~E�ᕻ��uA���pV Y)t#:s��F���8�(�`]~J޷3�"^�s���amv�W��χPl�6y�`Ppp���M�6QTpd��a���V�HD�����v;3n�Ӯ���B��� �rH�΀徢Z�,gT���BC��~��_�Lg������/�'5!�B�/C��S�72�^����-�e(uFb����\��о5��̥�(�61�"����/�Ȱ�$��9��}5��a�vZ ���ZaA3�ҏ/%�EO�J.B�ԍ����� �����;�?�ʑ�!v�q�l>�4=��/��vE���}�c�n�HRs�o���9�6����< Ƀi�O�I}�J7�u�ɪ�[J�pq��O��\D��q�xb��$��r�mM(�]'4Q��'�_ �x< Purpose and Scope This policy outlines our responsibilities for the creation and management of records within the Bank of England. 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