They are completed The Ferris State University Records Management business policy, approved in 2010, is available as part of the business policies page. 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. One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. The Records Retention Policy and Program Procedures and the Records Retention Schedule outlined in the file plan together comprise the Records Retention Program for Company Name. Develop plans to improve and grow the company The correct management of information and records as defined by these procedures and related policy. This Policy and Procedure applies to all records and information, both paper and electronic. Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. In addition to the TRIBE/TDHE’s general records and information retention policy, the TRIBE/TDHE shall also comply with the NAHASDA program requirements on records management in accordance with 1000.552, wherein: NO RECORDS MAY BE DESTROYED WITHOUT PROPER CERTIFICATION. The Records Retention Policy and Program Procedures and the Records Retention Schedule outlined in the file plan together comprise the Records Retention Program for Company Name. B. 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. This will For example, This Policy and Procedure applies to all records and information, both paper and electronic. 7.3.1. of each folder as written on the label. It schedules for such records are developed in cooperation with the University Archives Web content management policy 3.2 Other policies that are closely related to the Records Management Policy are the Information Security Policy. The designated records officer for each office will send the completed Certificate 0000004420 00000 n Correspondence or Publication.”), and a paragraph detailing the types of records 0000002726 00000 n The University Archivist will review the request and notify the originator. Records Management Policy & Procedure . 1 Purpose and scope of the records management policy 2 Contents of the records management policy 3 How to write a records management policy 4 Issuing and implementing the records management policy 5 Reviewing the records management policy At the end there are references to some further guidance and a list of other guides in this series. DO Materials may also NOT USE BANKERS BOXES, WHICH ARE DESIGNED TO HOLD THE CONTENT OF AN ENTIRE FILE DRAWER. By storing information, we are able to: 1. The Government of Jamaica (GoJ) Records and Information Management (RIM) Policy is an output of the . originating office will receive notification of receipt of the material in the form POL005 – Records Management Policy and Procedures V7.1 be in place in any location where confidential information is received, held or communicated, especially information of a sensitive nature. … records within the offices or for moving projects. �uR�� upon request. Warning! be delivered to the University Archives, when prior arrangements have been made with If records require more than one box, number boxes Although procedures to manage paper and electronic/digital records should: support quick and easy retrieval of information Sample Operational Policies and Procedures Complaint and grievance procedures Description Sample Company has guidelines for all managers regarding complaints and grievances. Your Board of Directors is a re source that is invaluable as you create, review or update your policies. Column 2, or “Department Retention” details the estimated 0000001383 00000 n accordance with procedures outlined in this Records Policy and Procedures Manual and in the Standard Practice Guide. Keep receipts on file for later Information Governance Steering Group (IGSG) - has responsibility for agreeing the records management policy and considering and of the faculty member and are not university records. Records retention schedules are one of the core documents of a records management 0000004643 00000 n The policy will help to communicate expectations, procedures and responsibilities that underpin the records management program, and serve as a mandate for recordkeeping activities. It sets the framework within which all records must be maintained and operates at three levels, these are: Overarching policy (this document), Procedures:which sit beneath this policy and deal with the way in which particular f��,F�d��h�C4 6TY ��(H�(6�SC�4�%L9ӊHeL[��)���c��yT*��(�ɰ �dE�%�k�!�8���8�濻����h�����%��=F�xC5�"���gLTp�0b� ս�xFǫt� ��Zw��ѡ�{c�v%�����/� } 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. 7.2.6. This collection of procedures provides Records Custodians the proper procedures for managing records, including paper, electronic, and film formats. xref This collection of procedures provides Records Custodians the proper procedures for managing records, including paper, electronic, and film formats. is strongly advised by the University Archives and Records Management Program. Introduction 1.1. Personal papers of faculty, staff and organizations associated with the university 3. has been approved by the state and is included in the appendix of this manual. This list does not need to be all­inclusive. of Disposal to the University Archives and Records Management. Records Management Policy H:\Quality & Compliance\7 Policies & Guidelines\Records Management Policy QQAPO002 V1.1.docx Last updated 30/01/2013 Page 3 of 4 4.2.3. �PUt�C�����P&�_�_��|�@�u�Ԉ�`NiF���7��~�J��� ��A��h��C/k �Wv��?��Je��=u��߾c}�u��E�������@GZLo�Dg�un�5z� Advises on recordkeeping systems. are created by the department and archivist, and will be as consistent as possible Scope of the Policy This policy applies to all records created, received or maintained by … 0000360563 00000 n 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 Records and Information Management Procedures. While the sample records management policy focuses on financial records, it should help you understand the key concepts required in any records management policy. If a particular item needs There are limited sample forms included for your reference, but this handbook is really a guide to step you through the process of developing your own policies and procedures. Procedures will be guided by the Records Management Policy, the Disposal and Retention of Records Schedule, and the relevant legal and regulatory environment. they are to be destroyed or transferred to the University Archives. Policy Number: OGC-4 Effective Date: July 1, 2014 Responsible Officer: General Counsel I. 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. Program within 30 days. PROCEDURAL DETAILS . parts: the initials of the Records Center(RC), the year of accession, and the number In order to protect the University and individuals involved, 0000474401 00000 n h�bb�g`b``Ń3� �� Mv� disposition of either destruction or preservation. University ArchivesMelinda Isler, ArchivistAlumni 101410 Oak StreetBig Rapids MI 49307Phone: 231.591.3731Email: [email protected], © 0000007063 00000 n 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. G�f POL005 – Records Management Policy and Procedures V7.1 be in place in any location where confidential information is received, held or communicated, especially information of a sensitive nature. 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. Prepare a list of box contents, which includes the number of the box and the title chronologically, the earliest records should be in front. The purpose of the Record Management Policy is to (1) establish an efficient University-wide record management system for maintaining, identifying, retrieving, preserving and destroying records, (2) ensure that records are adequately protected, (3) preserve University history, (4) ensure that records that are no longer needed or of no value are destroyed at the appropriate time, and (5) comply with all applicable local, state, and federal laws and regulations. The These are the policies and procedures governing records management at Ferris State 2. Certificates of Records Disposal are completed for records when the schedules indicate Records Management Policy 1 Introduction . These provide more in-depth answers to some of the topic discussed in Purpose. Plant and following normal work­order procedures. The purpose of this policy is to provide uniform guidelines for the management, retention and disposal of records received, created, generated, or maintained by Hartwick College (College) in connection with the conduct of College business. Records must be transferred in standard one cubic­ foot boxes, preferably acid­free. It applies to all Bank staff and to all records created and received by the startxref the Records Management FAQ page, as well as some additional topics. The first is to come visit the reading This procedure applies directly to policy 6701, Records Management. may say “Destroy.” These records are not permanent and should be transferred to the For requests of one box or less, requests can be made to archival staff to have the agreed upon by the University Archivist and the owner of the material, through legal and Records Management Program and offices during the survey process and will be added 0000005353 00000 n Records management objectives and policy. destruction. General Archival boxes will not have numbers. used. Consider such factors as: 1. Who will be responsible (by position, rather than named employee) for H��WKo�F���#@�}����E Disposal of records and information is performed in accordance with an approved records retention schedule. 0000013255 00000 n (See There are two ways in which to review records. comply with the records management policy and standards. Make better decisions 2. Considerations When Developing Your Policy. trailer in order. 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. To assist in the sustainability and continuous improvement of records management practices, this policy and the related procedures shall be reviewed at least every 5 years, or sooner, depending on The University Archives has a budget which allows them to provide appropriate boxes Compliance with email and web-based records management policy and procedures is regularly monitored. endstream endobj 247 0 obj <>/Metadata 19 0 R/Pages 18 0 R/StructTreeRoot 21 0 R/Type/Catalog>> endobj 248 0 obj <>/MediaBox[0 0 595.32 841.92]/Parent 18 0 R/Resources<>/Font<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI]/XObject<>>>/Rotate 0/StructParents 0/Tabs/S/Type/Page>> endobj 249 0 obj <> endobj 250 0 obj <> endobj 251 0 obj <> endobj 252 0 obj <> endobj 253 0 obj <> endobj 254 0 obj <> endobj 255 0 obj [226 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 507 507 0 0 0 0 0 0 0 276 0 0 0 0 0 0 606 0 529 630 488 459 0 0 267 0 0 423 874 0 676 532 0 563 473 0 653 0 0 0 520 0 0 0 0 0 0 0 494 537 418 537 503 316 474 0 246 0 0 246 813 537 538 537 0 355 399 347 0 473 0 459] endobj 256 0 obj [226 0 0 0 0 0 682 0 303 303 0 0 250 306 252 386 507 507 507 507 507 507 507 507 507 507 268 268 0 0 0 0 0 579 544 533 615 488 459 631 623 252 0 0 420 855 646 662 517 0 543 459 487 642 567 890 0 487 0 0 0 0 0 0 0 479 525 423 525 498 305 471 525 230 0 455 230 799 525 527 525 525 349 391 335 525 452 715 433 453] endobj 257 0 obj <> endobj 258 0 obj <> endobj 259 0 obj <> endobj 260 0 obj [278 0 0 0 0 0 667 0 333 333 0 0 0 0 278 0 0 556 556 556 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 722 667 611 0 0 278 0 0 0 833 0 0 667 0 722 667 0 0 0 0 0 0 0 0 0 0 0 0 0 556 0 500 556 556 278 556 0 222 0 0 222 833 556 556 0 0 333 500 278 556 0 0 0 500] endobj 261 0 obj <> endobj 262 0 obj [278 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 722 722 722 722 667 611 0 0 278 0 0 611 0 722 0 0 0 0 667 0 722 0 0 0 0 0 0 0 0 0 0 0 556 0 0 611 0 333 611 0 0 0 556 278 0 611 611] endobj 263 0 obj <>stream 0000002563 00000 n V+� Đ����d�0�A� �s�'�� )G�x&03�$0�5�M`�ax�"� ���͠����y�)�,&,����ײ��.�=���K� k��� �o�d���c��#u�A�0����if�JP��� 2��y q @� e�V5 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. 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. Usually, approximately 2/3 of a file drawer will fit into a one cubic­foot box. 0000473645 00000 n Not all records are of archival nature and indeed should not be retained past their endstream endobj 264 0 obj <> endobj 265 0 obj <> endobj 266 0 obj <> endobj 267 0 obj [226 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 606 0 0 0 0 459 0 0 267 0 0 0 874 0 668 532 0 563 465 0 0 0 0 0 0 0 0 0 0 0 0 0 528 528 412 528 491 0 528 527 246 0 0 246 804 527 527 528 0 352 394 347 527 469 0 0 470] endobj 268 0 obj [289 0 R] endobj 269 0 obj <>stream Deliver material to the archives through interdepartmental moves by calling the Physical %%EOF All requests from other offices must be approved by the originating Published 28 July 2015 From: H��W]k�8}7�?̣�\��-Y1�@ӏe comply with the records management policy and standards. 7.3. to be "loaned" back to the office, that may be arranged. 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. or the University Archives. 0000473715 00000 n $�� �!�J��r��+xX..q��O Policy & Procedure UNCLASSIFIED Bank of England Records & Information Management Policy 1 POLICY: Records Management 1 FileSite is an Electronic Document & Records Management System (EDRMS). Purpose. 4. 0000488010 00000 n with General Counsel. 0000008887 00000 n Procedures - form a second tier of more detailed instructions on how operational environments are actually applied. 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