SPEC Kit 305: Records Management · 41
10. Who provides the records management services listed below? Check all that apply. N=25
Service RM Program Other Not Offered
Prepares policy and procedure documents 22 3 3
Trains originating department staff in proper records
management procedures
22 1 3
Transfers permanent records to archives 19 9 —
Prepares records retention schedule 17 11 1
Picks up materials from originating department 14 10 3
Stores text records 14 11 3
Retrieves records from storage 14 10 4
Prepares content lists 13 14 4
Stores graphic materials 13 9 4
Answers reference questions from records in storage 13 8 6
Stores audio-visual materials 12 8 6
Destroys records at the end of their retention period 10 15 6
Delivers retrieved records to originating department 9 12 7
Discards records at the end of their retention period 8 7 13
Converts permanent records to preservation format 8 10 9
Refreshes the format of permanent records 8 6 11
Stores other record formats 7 11 8
Stores electronic records 5 16 8
Other 3 2 6
If someone other than records management staff provides a service above, please describe
who that is along with the service they provide. If you checked “Other service(s)” above, please
describe the service(s) and who provides it.
“The list of services above is almost exclusively devoted to records storage. A records management program
includes many other aspects of records and information management. For example, our program depends
heavily on campus offices to implement records management policies and procedures, so we provide a
significant training and education program as part of the services we offer. Development of files classification
and file plans, recommendations on storage media, records analysis and appraisal, and others.”
“A records management vendor is contracted to supply secure destruction services. The Office of Information
Technology is principally responsible for the governance of electronic records.”
“All of the services described above are performed by other staff (not records management program staff).
Some records management work is undertaken by the University Archives (with an emphasis on records of
long term historical value). Finance and Administration is involved in policy development. Procurement deals
with outside vendors, including off-site storage. Central IT supports computer applications.”
10. Who provides the records management services listed below? Check all that apply. N=25
Service RM Program Other Not Offered
Prepares policy and procedure documents 22 3 3
Trains originating department staff in proper records
management procedures
22 1 3
Transfers permanent records to archives 19 9 —
Prepares records retention schedule 17 11 1
Picks up materials from originating department 14 10 3
Stores text records 14 11 3
Retrieves records from storage 14 10 4
Prepares content lists 13 14 4
Stores graphic materials 13 9 4
Answers reference questions from records in storage 13 8 6
Stores audio-visual materials 12 8 6
Destroys records at the end of their retention period 10 15 6
Delivers retrieved records to originating department 9 12 7
Discards records at the end of their retention period 8 7 13
Converts permanent records to preservation format 8 10 9
Refreshes the format of permanent records 8 6 11
Stores other record formats 7 11 8
Stores electronic records 5 16 8
Other 3 2 6
If someone other than records management staff provides a service above, please describe
who that is along with the service they provide. If you checked “Other service(s)” above, please
describe the service(s) and who provides it.
“The list of services above is almost exclusively devoted to records storage. A records management program
includes many other aspects of records and information management. For example, our program depends
heavily on campus offices to implement records management policies and procedures, so we provide a
significant training and education program as part of the services we offer. Development of files classification
and file plans, recommendations on storage media, records analysis and appraisal, and others.”
“A records management vendor is contracted to supply secure destruction services. The Office of Information
Technology is principally responsible for the governance of electronic records.”
“All of the services described above are performed by other staff (not records management program staff).
Some records management work is undertaken by the University Archives (with an emphasis on records of
long term historical value). Finance and Administration is involved in policy development. Procurement deals
with outside vendors, including off-site storage. Central IT supports computer applications.”
