The records management policy establishes a framework for the implementation of the universitys records management programme and ensures that full and accurate records of the universitys activities are created, captured, maintained, made accessible, stored and legally disposed of in accordance with legislative requirements. Electronic records management guidelines email management consider the issues involved in extending your electronic records management strategy to your email messages. Records and records management records general policy 23001 storage and disposal of university records 23002 records retention summaries 1001 records retention guide. Government, is responsible for developing federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. Pdf implementation of a records management strategy at the. College records systems are authentic, reliable, protected against unauthorised. Multicultural council of tasmania inc records management. The aim of the policy is to define a framework for managing records to ensure that the. Pdf on nov 5, 2015, mark semakula and others published documents and records management policy mark semakula find, read and cite all the research you need on researchgate. The creation and continual updating of record management guidelines is essential to maintaining the integrity of the system. For the purposes of this policy, a record is defined as recorded. Storage and management of hard copy records requirements, the record owner is responsible for. Information asset owners iaos are responsible for ensuring that their directorates have local procedures and guidance in place which comply with the records management policy and standards. Multicultural council of tasmania inc records management policy april 20 1 purpose, authority and application of this policy 1.
Records are a basic tool of government administration. Summary this policy establishes standards for document management across all of the universitys functions and operations, and for ensuring documents are created, maintained and disposed of appropriately, taking full account of operational needs. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. Pdf on nov 5, 2015, mark semakula and others published documents and. Policy on records management fermilab information policy. Records management policy university of missouri system. The seven attributes of an effective records management program. Records management and documentation manual for providers of publiclyfunded mhddsa services capmrdd services and local management entities north carolina department of health and human services division of mental health, developmental disabilities, and substance abuse services apsm 452 revised march 1, 2009. Detailed advice on recordkeeping procedures and tools should be included in supporting documentation. The purpose of the records management policy is to ensure that full and accurate records of all activities and decisions of nsw state archives are created, managed and retained or disposed of appropriately, and in accordance with relevant legislation. Records management provides a rational basis for making decisions about recorded information, including what should be saved or discarded. A retention and disposal programme ensures that saqa maintains only those records it. The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed or of no value are discarded at the appropriate time.
The process of producing an electronic version, often as pdf or tif files of a hardcopy file by, for example, scanning a. The county records management program is designed to provide economy and efficiency in the creation, organization, maintenance. Heads of school, directors and equivalent are responsible for ensuring records management practices within their areas of responsibility comply with the records management policy including the universitys records management procedures. A retention and disposal programme ensures that saqa maintains only those records it really needs for functional and historical purposes. This will enable nsw state archives to achieve information accessibility, business enhancement and improvement. They enable the wbg to hold itself accountable to its own policies, as well as to commitments made to clients, stakeholders, and partners. Herefordshire council records management policy march 2018 version 1.
File maintenance of these records requires coordination among the places where they are stored hard drives on desk tops, laptops, on shared drives network. Appointment of records management liaison officer the city shall appoint a records management liaison officer rmlo in accordance with florida law, and the rmlo shall serve as the agency contact with the state of florida. This document sets out the records management policy for the education workforce council. The ago has a print to paper policy for the retention of records. Policy 46 information management policy 75 official employment files of regular faculty members procedures re. Records management policy the correct management of school records is critical for many reasons. Sample electronic records and imaging policy and procedures page 5 1. Records management policy 3 records management guideline transitory records grs. All the ago records must be printed and placed on the registered file. Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities.
Attending and signing off on training conducted by it staff or by the department of natural and cultural. Ensuring that all electronic records are covered by records retention schedules. In the providers office, documentation of all services provided to an individual. All university administrative offices must work with the university archives to ensure. Constitution of the republic of south africa national archives and records service of south africa act act no. The current version of this document is kept on the iiaaustralia website au page 2 of 6 table of contents. In addition, this policy seeks to ensure that rit records which document the history of rit are preserved. Records management policy statement schools and divisions that maintain george washington university university records are responsible for establishing appropriate records management processes in line with the contents of this policy. Introduction this policy seeks to ensure that rit records, especially those that are required for compliance with the law, are retained for a sufficient period of time. Sample electronic records and imaging policy and procedures. Once changed official documents will be saved as a pdf and made available to. Records management policy, policies and regulations. Publishing a records management user guide, supported by training delivered in collaboration with the staff learning and development unit.
It is imperative to comply with these legislative requirements. The person responsible for changing the document is to provide document in correct format to ssc who will be responsible for communicating the change to stakeholders as appropriate. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Records management regulations, policy, and guidance. The seven attributes of an effective records management. The archives staff ensure records are received, processed according to archival standards, physically housed and protected and made available for. Records management policy 1 records management policy 1 preamble as a preeminent university in africa, driven by the pursuit of knowledge and innovation, with a unique institutional culture based upon the values the university espouses, the northwest university has adopted its first records management policy on 22 november 20. All administrators and staff at the university, including those members of the faculty who may possess university records relating to administrative duties, must observe the following. Officer has overall responsibility for managing records management risks. Primary responsibility for design and implementation of effective research data management lies. Aug 09, 2019 records management regulations, policy, and guidance. Several pieces of legislation govern the management of records within schools.
The policy itself should provide recordkeeping directives and responsibilities in a way that is easy to understand. A repository of the static forms pdf in an accessible electronic repository will be. The purpose of this records management policy is to ensure the creation. Records management and imaging services division form rm2 aug 98 general schedule no. Scope of the policy this policy applies to all records created, received or maintained by staff in the course of carrying out. The college has moved toward an electronic filing system for all student files. A procedures manual defines the procedures for managing records after they have been transferred from the records centre to the archival institution for permanent preservation.
It is the responsibility of all staff and student leadership to ensure that they keep appropriate records as defined by the nwu file plan of their work at the nwu and manage those records in keeping with. Records management policy education workforce council. Electronic records and records management practices. It is semiactive, or noncurrent, when it is being stored for audit.
Pdf implementation of a records management strategy at. This article gives an account of an academics practical experience in implementing a records management strategy at the botswana unified revenue service burs. Despite the efforts made by the government, the state of records management in the country still remains a challenge due to lack of standardised practices and procedures. The snowdonia national park authority considers effective record management. The objectives of the records management policy are to ensure. City of sebastian records management policies and procedures policy 1.
October 2019 6 alerts, side effects, drug sensitivities, allergies definitions alerts highlight an issue or issues that can impact on the patients stay, e. Records management policy royal veterinary college. This procedure applies directly to policy 6701, records management. 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 universitys records.
Guide 3 records management policy this guidance has been produced in support of the good practice recommendations in the code of practice on records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Information management advice 50 developing a records management policy. Records management policy preface the records management division of the department of general services is charged with the responsibility of developing, implementing and maintaining a county records management program. Records management is defined as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, distribution, storage and disposal of records. Nonrecords are not covered by this records management policy and therefore do not need to be retained, stored, disposed of or destroyed in accordance with procedures create under this policy and state law. Scope of the policy this policy applies to all records created, received or maintained by. With guidelines for information requirements, input methods, storage timelines and backup, security regulations and accurate reporting, you can create an effective record management system.
Paperbased correspondence files are kept in the custody of. Records are critical to the delivery of world bank group wbg programs and services. File incoming documents into the records management system to support the business. The purpose of the record management policy is to promote proper.
It is the policy of the bureau of developmental disabilities services bdds that a provider shall maintain. Management of records policy english the world bank. In particular, the senior information risk owner, will perform the leadership role in connection with this responsibility and ensure management board are fully engaged and support records management at bexley. Policy and procedure case files case files related to policy and procedure issuances which document the development of the issuance.
Web content management policy cc12320 dated 250920 4. Policies and guidelines records management university of. Sds records management policy skills development scotland. Pdf documents and records management policy mark semakula. Data retention, archiving, and destruction policy international sos. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. This policy should be read together with the other policies of rit. The implementation of an erecord management policy is a democratic. May 24, 2011 the differences between a non record and a record are the reasons for keeping the information and how the information is used.
As a consequence, there is need to develop a records management policy to address the challenges. Policies and guidelines records management university. Records management policy a policy to establish a framework for the creation and management of records at teh attorney generals office. The records management policy and outreach program, under the office of the chief records officer for the u. Electronic files are defined as set of electronic records corresponding to an. Includes issuances related to routine administrative functions e. Jul 28, 2015 records management policy a policy to establish a framework for the creation and management of records at teh attorney generals office. An electronic file that has permanent value to the college should be retained in the. The differences between a nonrecord and a record are the reasons for keeping the information and how the information is used. Iaos will nominate a local records officer to take the lead on records management.