记录管理

记录保存101

If you are new to the concept and process of records management, familiarize yourself with the content below and the 档案管理手册.  的 Handbook will notify you of your employee responsibility and how UW-绿湾 retains and disposes of our records.

了解你的记录

Familiarize yourself with the records in your department.  Next, locate an approved record schedule from the 记录计划表 that best matches the description of the records you need to dispose of.  All records identified in your department should be categorized under an approved Records Schedule.  Each Record Schedule conveys a set of requirements for the duration a record may be maintained.  的re are only two courses of action to occur once a record falls outside of the Record Schedule retention:  转移记录 or 销毁记录.

You CANNOT dispose of a record if the retention period has not been met, nor can you follow a department list for retention.  Your source of truth is the approved record schedule.

Most administrative records fall under the UW System Administrative General Records Schedule.  然而, your department may also have specific records relating to your area that would require reviewing a different Record Schedule (i.e. 学术顾问 or Residential 项目), or, you have have 一次性记录 不需要保留.  看到 定位记录时间表 - 一次性记录 for rules on what is classified as "disposable".

Understanding Record Schedules is key to knowing the retention parameters of records in your department.  例如, the schedules note that Agenda's are retained for 3 years and transferred to Archives, while Student Loan Repayment Records are kept for 7 years before destruction.  的 way you process a transfer to archives is different than how you would destroy a record.   的 定期评估你的记录 section below is the first step in determining what needs to happen to your records AFTER the retention date.

存货部记录
的re are two courses of action with records:  archiving or destruction.  使用 库存管理工作表 清点你的记录 .  During this assessment you will match your records with an approved record schedule using the 记录计划表.  一旦完成, 在年度审查过程中, you will easily know which records are ready for disposal.  Are records ready for 转移ring to Archives or can they be set for Destruction?

Records can be transferred to the Archives at anytime once the retention period has passed.  Records needing confidential destruction are initiated twice a year by the Records Officer.

设置文档标准

Eventually, many records will make their way to the Archives.  Having a system set up with good naming conventions - for BOTH paper and electronic records - will make it easy to store and retrieve records later.  Avoid acronyms unless it is commonly used and also contains other relevant information.  的re's nothing worse than trying to find a 10 year old facility use plan that was filed as "J. Doe's Files" or "FUP Reviews" and sifting through hundreds of records to find the right one.   For either paper or electronic records, the Archives suggests similar formatting standards:

我的办公室正在走向无纸化. 立博体育app官网需要做什么?

电子 records are still public records.  电子 records have the same value as a paper record.  Treat all electronic records the same way you would paper.  看到 记录101 for instructions to periodically assess your records.  考虑数字化?  的re are associated costs in the production of digital files, current technology records we have in place now, may not be necessarily accessible in the future.  Hardware and software required to read such files may become obsolete.  Careful planning with IT staff and the Records Officer, will be necessary before you take the next step toward digitization.  Read more on digitizing at UW System 资讯数码化.