Law Enforcement Records Retention Schedule of the Records ...
Interpreting the Library General Records Schedule
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Transcript of Interpreting the Library General Records Schedule
Interpreting the Library General
Records ScheduleBrad Houston, University Records Officer
July 15, 2008
Records: Recorded information, in any format, that allows an office to conduct business◦ This includes emails and IMs!◦ Also documents business processes
Value of Record determined by content, not format!
Ask: “Does this document help me perform my job description?”
What is a record?
Produced by UW Records Officers Council (UWROC), in conjunction with library staff◦ Department heads here were consulted for input
Covers 44 records series (functional groups) in 9 categories
Effective immediately and retroactively◦ Example: records with 10 years’ retention created
in 1998 can be destroyed immediately Prescribes MINIMUM retention periods
◦ Be aware, however, of legal liability
UW-System Library GRS
Organized into 9 categories◦ Administration, Collection Development, Special
Collections, Circulation, Interlending, Information Systems, Publicity, Reference, Surveillance
Within each category, find the record type you need◦ Examples: Call Slips, Donor Files, Registration
Forms◦ Record series names may not correspond to the
names YOU use– read the description to determine functional similarity
Using the GRS: Finding schedules
GRS Category Schedule Examples GML DepartmentsAdministration Director’s Files,
leadership reports, use reports, staff meeting minutes
ALL
Collection Development
Patron requests, donor files, art inventory
Collections and Tech Svcs (all), AGSL, Special Collections
Special Collections Registration forms, call slips, processing records
Archives, Special Collections, AGSL
Circulation Patron histories, overdue notices, stack management records
Circulation, Shelving Maintenance
Library GRS Crosswalk
GRS Category Schedule Examples GML DepartmentsInterlending Interlending records Interlibrary LoanInformation Systems Staff client records,
patron statistics, ILL server, website
Library Systems, Circulation, Interlibrary Loan
Publicity Newsletters, Program Files
Director’s Office, RIS, Multicultural Svcs., all public service depts.
Reference Reference Questions and Statistics, BI records
All public service depts.
Security Surveillance tapes, accident reports, patron incident files
Facilities Management
Library GRS Crosswalk, cont.
Official Record: The copy of record for audit purposes, record requests, etc.
Usually, author of document is the official record-holder◦ Exception: Committee chairs are official record-
holders for minutes, etc. Only official records need to be retained for
full period◦ Convenience copies usually have shorter period, if
any
Using the GRS: Official Records
Record Schedules consist of:◦ Description of the Series◦ Retention period (original)◦ Retention period (copies)
Retention periods include ‘triggering event’, i.e. when you start counting (creation, end of fiscal year, etc.)
If retention is marked “Destroy confidentially”, materials MUST BE SHREDDED or put in records management shred bins
Using the GRS: Reading Schedules
As with paper records, need to be scheduled and retained appropriately◦ Includes E-mails, instant messages, webpages,
etc. For long-term retention e-records, convert
to neutral format (PDF/A, text) before transfer
For short-term retention e-records, do not format-switch unless appropriate ◦ E.g. software upgrade, etc.
Printouts of computer records are copies◦ Can be destroyed once no longer needed
Electronic Records
Yes, this is a record, too! (Wis. Adm. 12) Most email is transitory and can be
destroyed after small period of time Some email (reference requests, etc.) is
routine, and should be retained 60 days or specific schedule length
Small amount of email of historical value– save and send to Archives (via PantherFile, etc.)
A Note on Email
In general, Archives is interested in records that provide unique historical perspective on library activities and operations
Series specifically included for archives in GRS include:◦ Director’s Subject Files◦ Library Strategic Plans◦ Newsletters◦ Programming/Events Files
Sending records to the Archives
Fill out records transfer form (available on Records Management website)
Contact Brad for records center boxes◦ 1 file cabinet drawer=1.3 records center boxes
Put documents in folders; remove binders if possible
Create inventory of boxes◦ Box-level is OK; folder-level is better
Arrange for pickup/transfer
Sending to the Archives, cont.
UWM now contracts with Kard Recycling and Shredding for confidential shredding
Pickup is 2nd and 4th Thursday of each month Contact Brad to have shreddables taken to
the shred bins/shred room n.b. There is a limited amount of space in
the shred room, so send shredding a little at a time if possible
Shredding is for confidential material only– NOT an all-purpose garbage pickup!
Confidential Shredding
May be covered by existing GRS◦ Examples: Fiscal/Accounting records, annual
reports, payroll information May be covered by existing Library schedule
◦ Example: Cataloging/Statistical Files are scheduled at UWM, but do not appear on the GRS
May have been missed by both UWM RM and UWROC◦ Often the case for specialty program files◦ If so, contact Brad for records scheduling
“Why isn’t X on this schedule?”
Received by Brad and Amy Watson, UWM Public Records Custodian
Supersedes ALL active records schedules Records from series affected by Litigation
Holds MAY NOT be destroyed until hold lifted
Most likely will affect email; probably does not affect most library records
Litigation Holds and Records Requests
1. Am I no longer actively using this record?2. Is it an official or unofficial copy?3. Has the triggering event for this series
occurred?4. Has the retention period for this record
passed?5. Does this record need to be sent to the
archives?6. Does this record need to be destroyed
confidentially?
Office Cleanup: RM Checklist
http://www.uwsa.edu/gc-off/records/schedules/UW.System.Library.Schedule.pdf ◦ The Library/Archives GRS itself
http://records.uwm.edu ◦ UWM Record Management, with tips (and this
presentation!) http://www.uwsa.edu/gc-off/records/guidelines/
◦ Records Management Guidelines from UWSA
When in doubt, look it up!