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PACKRAT POST:

September 15, 2006

The ISU Records Program Guide and the Retention Schedules are now available.

old news items!

ISU Records Center Operations Policies and Guide

 

Records and Information Management Program

Mission Statement: Records and Information Management at Idaho State University is an independent and objective records administration unit. Our mission is to ensure access to present, past, and future public records and information created and maintained by the University in pursuit of its goals as an institution of higher education, research, and public service. This is accomplished by providing records valuation, process analysis, procedural and policy development, and advisory services throughout the University.

Program Goal & Objectives:
The goal of ISU's Records and Information Management Program is to fulfill legal requirements by bringing each academic and administrative unit of the University into basic compliance with relevant laws and requirements. Records can be effectively managed throughout their life cycle (creation, maintenance and use, and disposition). Records management techniques include managing files, determining retention periods, furnishing inexpensive storage, and disposing of records or transferring records to University Archives.

Location:

Records Center
Continuing Education Building [#84]
1001 N. 7th , Pocatello , ID 83201
Office - Room 209
Fax: 208-282-1041 or 208-282-3251

 

Records Center Policy:

 

Temporary records of the University that exceed the storage capacity of their office of origin, shall be transferred to the Records Center for storage until time for their destruction. Records shall be prepared in accordance with the Records Center Guide instructions on transfers. Temporary records status shall be based upon the ISU-Specific Records Retention Schedule.

Security/Access Policy

Violating the rules and procedures for accessing the Records Center and its contents may be grounds for internal disciplinary action, and may constitute grounds for civil and criminal charges (re: student, personnel and patient records).

Overview

Operating a facility for the storage of inactive records is a significant part of an institution's records management program. The effectiveness of a facility, however, is directly dependent upon how soundly and securely it is administered. Managing inactive records does not have to be an elaborate process, but it needs to be systematic and consistent, with each process clearly defined. The purpose of this publication is to outline the steps necessary to ensure efficient and effective operation of inactive records storage.

Specific Objectives:

Operating Procedures

Access

Access to records stored in the Records Center will be managed/administered by the ISU Records Manager.

Days and Times when the Records Center will be accessible:
Who has access?
The personnel with access privileges include:
Student, Work Study or Temporary employees working for any departments with physical access privileges (including Records Management) shall be:
Departmental Access

Departments may access their stored records by working through their Records Coordinator(s). The RC can contact Records Management in one of the following ways:

Security

The security of the records stored in the Center will be maintained by the following measures: limiting the number of people with access privileges, tracking date and time of entry, while also tracking boxes from date received until their destruction.

How will access be restricted?

 

Who determines access privileges?
Loss of privileges -

Access privileges may be lost for any of the following reasons:

Internal Security / Databases & Logs

 

Box Tracking

Record boxes will be tracked using a database or spreadsheet to assist in retrieval and to identify which boxes are due for destruction. Within the first year of operation, the option of posting a read-only version of non-sensitive box tracking information to a shared folder for pre-approved personnel, for example, the Records Coordinators for departments with records in the Center, will be investigated, and initiated if deemed appropriate.

Transferring Records

When a department exceeds their capacity for storing their records that are awaiting the end of their retention period, the department Records Coordinator, or authorized staff member, needs to prepare the records for transfer to the Records Center.

Records Retention - Temporary records may not be transferred until after a department has completed a records survey working with the Records Manager. A survey will establish the retention periods for your department's records. If you have questions about your eligibility to transfer records, or what sort of records qualify for the Records Center , please contact the Records Manager.

Storage Containers

Records Destruction

When the retention period for your records is met, a notice will be sent to the Records Coordinator for the office of origin requesting final destruction approval.

This is to allow for the possibility that the status of the records has changed since their transfer and that they need to be held for longer.

Any changes to the status of records (destroy sooner or later than originally defined) must be provided in writing and signed by the appropriate manager.

Records Destruction Expense:

The cost of final destruction of records stored in the Records Center will be the responsibility of the ISU Records Program.

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