Records Coordinators: Overview
Each ISU department is required to designate a Records Coordinator (RC) to be responsible for local records activities and is required to notify the Records Manager (RM) to new or changing assignments as they occur. At least once annually, department/area managers must provide organizational and contact information to the RM. This information is necessary to update records servicing authorities and to ensure the systemic control over local records processes (e.g. the annual files planning process, and periodic records inventorying). RCs are required to notify the RM of new records that must be scheduled or any changes that must be made to their existing Record Control schedules (RCS). In addition, the RC is responsible for assisting the RM in implementing an effective RIM program within their department/area. The RC is the records liaison representative for his or her functional organization and may speak or act with full authority within the organization. At a minimum, there should be one RC in every department. However, the department may appoint more than one RC.
- Qualifications for Records Coordinators
- Permanent employees (no students or temporary workers) and have knowledge of the work and responsibilities of their assigned department or area(s)
- Be authorized to work with the records of all personnel (staff and faculty) in their department/area
- Duties of the Record Coordinator
- Answers employee’s records disposition and inventory questions.
- Develops and/or reviews files plans at least annually and submits them to the RM for approval.
- Conducts periodic inventories necessary to validate files plans and identify new records series (new types of records not identified in University Record Control Schedules).
- Coordinates the approval for the disposal of records in their area of coverage.
- Maintains documentation on disposed records, records retirements and transfers, retrievals, and files plans.
- Plans orderly disposition of inactive records in compliance with records control schedules (RCS), ISU policies, and both State and Federal regulations.
- Ensures that records eligible for storage at the SRC are packed in standard boxes and that record shipment forms are properly prepared.
- Identifies new or revised records series and recommends retention and disposal time frames to the RM.
- Brings other issues or concerns to the attention of the RM.
- Number of Records Coordinators: Each Dean or department head should appoint a RC to manage the records created in their department/area. Having multiple RC's is encouraged, so that each specialized area of operations has a knowledgeable person caring for its records. If you are uncertain whether all departments within your division have appointed RC's, please contact the Records Manager by phone (208-282-3045) or email (firstname.lastname@example.org).
Responsibilities of All University Employees
Each ISU employee must manage the records they create and/or maintain IAW ISU policy. They must assure the integrity and confidentiality of the records in their custody and with which they use to do their jobs. Managers are responsible for ensuring that their employees comply with these requirements, and to return records requested from the SRC through the RM promptly when finished with the records.
How to Appoint Records Coordinators
To appoint a records coordinator, please fill out Records Coordinator Appointment Form. Please complete the entire form, sign and return the appointment form to the University Records Management Office at Mail Stop 8089.