SPEC Kit 305: Records Management · 65
units, and intensive discussions with University personnel and state officials, concerning the management
of the university’s public records. In 1994, this culminated in the formulation of the State University Records
Retention Model Schedule, which today serves as the basis for the current Records Program of the university,
as well as those programs of the other state public post-secondary educational institutions. Since 1956,
the University Archives had been part of the Special Collections Division, and in 1987, the Records Program
became part of the newly named Special Collections and Archives. In 2004, the Preservation and the Digital
Programs units combined with Special Collections and Archives and the University Archives and Records
Program to become the Special Collections and Digital Programs. The first full time Records Manager was
hired in 1996, and within a year absorbed the responsibilities of the Assistant University Archivist. When this
position was vacated, the Records Program remained a part of the Assistant University Archivist position.
In 2006, another full time Records Manager was hired who works under the supervision of the University
Archivist.”
“I hope that ARL can raise awareness that records management on campus is a huge resource and risk
reducer. If I had more resources to devote to it, the campus would benefit greatly in so many ways (reduces
time to look for records, expensive office space used to store records, and legal and financial risk). I applaud
library units who have taken on this responsibility. Most campuses are very decentralized, so it is a big
challenge to have a systematic and widely used records management program.”
“I must emphasize that records management here is limited to records retention scheduling. We develop the
general schedule for the campus and for individual units when necessary. The Archives has a close working
relationship with the university’s attorneys.”
“The university relies upon each individual department to follow procedures and maintain their own records.
The University Archives will assist the departments in any way possible, but does not have the staff or space
to manage a records center.”
“It is important to understand that Records Management here is integrated with the Archives program, with
staff often involved in both roles simultaneously. As a result, it is hard to quantify amount of time spent, etc.”
“Our staff administers both the Archives and Records Management functions. The operations are fully
integrated.”
“Related to question 16, access to records varies by age of record. We allow general access to records that
are more than 25 years old (unless otherwise limited by FERPA, HIPAA etc.) Regarding question 20, materials
are discarded or shredded based on content not format.”
“The entire program is currently under review and will likely be moved out of the Libraries and into University
Services within the next year.”
“The Records and Information Management program manages the retention schedule for the healthcare
systems. RIM is attempting to establish at the enterprise level an electronic records committee whose mission
would be to discuss issues surrounding electronic records and possible solutions. Examining the role of RIM
and whether its current organizational placement is the most beneficial to the program as well as to the
institution. Current issues facing most RIM program that reside in a large decentralized environment which
include but is not limited to: e-mail, enterprise-wide electronic records solutions, e-policies and procedures,
budgets, staffing, training, compliance. Another major issue is how one mandates a records and information
management program in a decentralized environment? How to implement audit tools to ensure compliance?”
units, and intensive discussions with University personnel and state officials, concerning the management
of the university’s public records. In 1994, this culminated in the formulation of the State University Records
Retention Model Schedule, which today serves as the basis for the current Records Program of the university,
as well as those programs of the other state public post-secondary educational institutions. Since 1956,
the University Archives had been part of the Special Collections Division, and in 1987, the Records Program
became part of the newly named Special Collections and Archives. In 2004, the Preservation and the Digital
Programs units combined with Special Collections and Archives and the University Archives and Records
Program to become the Special Collections and Digital Programs. The first full time Records Manager was
hired in 1996, and within a year absorbed the responsibilities of the Assistant University Archivist. When this
position was vacated, the Records Program remained a part of the Assistant University Archivist position.
In 2006, another full time Records Manager was hired who works under the supervision of the University
Archivist.”
“I hope that ARL can raise awareness that records management on campus is a huge resource and risk
reducer. If I had more resources to devote to it, the campus would benefit greatly in so many ways (reduces
time to look for records, expensive office space used to store records, and legal and financial risk). I applaud
library units who have taken on this responsibility. Most campuses are very decentralized, so it is a big
challenge to have a systematic and widely used records management program.”
“I must emphasize that records management here is limited to records retention scheduling. We develop the
general schedule for the campus and for individual units when necessary. The Archives has a close working
relationship with the university’s attorneys.”
“The university relies upon each individual department to follow procedures and maintain their own records.
The University Archives will assist the departments in any way possible, but does not have the staff or space
to manage a records center.”
“It is important to understand that Records Management here is integrated with the Archives program, with
staff often involved in both roles simultaneously. As a result, it is hard to quantify amount of time spent, etc.”
“Our staff administers both the Archives and Records Management functions. The operations are fully
integrated.”
“Related to question 16, access to records varies by age of record. We allow general access to records that
are more than 25 years old (unless otherwise limited by FERPA, HIPAA etc.) Regarding question 20, materials
are discarded or shredded based on content not format.”
“The entire program is currently under review and will likely be moved out of the Libraries and into University
Services within the next year.”
“The Records and Information Management program manages the retention schedule for the healthcare
systems. RIM is attempting to establish at the enterprise level an electronic records committee whose mission
would be to discuss issues surrounding electronic records and possible solutions. Examining the role of RIM
and whether its current organizational placement is the most beneficial to the program as well as to the
institution. Current issues facing most RIM program that reside in a large decentralized environment which
include but is not limited to: e-mail, enterprise-wide electronic records solutions, e-policies and procedures,
budgets, staffing, training, compliance. Another major issue is how one mandates a records and information
management program in a decentralized environment? How to implement audit tools to ensure compliance?”
