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Vol. 9 No. 1 Winter 2017
A Newsletter of The University of Cincinnati Records Management Program
Introduction to the general records schedule New university policy on email Records news in higher ed and the state of Ohio 2016 year in review and upcoming workshops
R E C O R D S Q U A R T E R LY
In this Issue
Records Quarterly Vol. 9 No. 1
Records Quarterly
Records Quarterly is the newsletter of University of Cincinnati Records Management. It is distribut-ed electronically via the Records Management website. If you are not a member of the listserv and you would like to receive these notifications, please email Eira Tansey at [email protected] with your name and email address and you will be added. All content is written by Eira Tansey unless indi-cated. Permission to use any content may be ob-tained by contacting UC Records Management via the methods at the right. Contributions to Rec-ords Quarterly can be made by emailing content to [email protected]. Cover photo courtesy of the University of Cincinnati.
Records Management Program
The University of Cincinnati Records Management Program is administered by the University Archives in compliance with UC Rule 10-43-10. Eira Tansey, MLIS Digital Archivist/Records Manager Office Location: 806 Blegen Library Mail Location: 0113 Email: [email protected] Phone: 556-1958 Website: www.libraries.uc.edu/libraries/arb/records_management/ Mailing Address: Archives & Rare Books Library, University of Cincinnati, P.O. Box 210113, Cincinnati, OH 45221-0113
One-Stop Records Advice The big news from UC Records Management is the introduction from the General Records Retention Schedule. This university-wide retention schedule was rolled out on October 20, 2016. What this means for most UC employees is that there is now a “one-stop shop” for guidance on the most commonly-held records across the university. Records retention schedules will no longer be issued for specific areas unless that area keeps unique records not already found on the General Records Schedule. This change will introduce greater recordkeeping consistency and make it easier for UC staff to find out how long they have to keep their records. The vast majority of departments at the University are expected to switch over to the General Records Retention Schedule. Some areas of the university will continue to maintain their own retention schedules if they have records documenting unique functions not found elsewhere on campus (for example, Public Safety or the University Registrar) which they will use in conjunction with the General Records Schedule. Information about the new General Records Schedule can be found at http://www.libraries.uc.edu/arb/records-management/GRS.html
Prior to the establishment of the General Records Retention Schedule, there were over 500 records retention schedules across the University. The vast majority of these schedules were duplicative of one another (for example, multiple retention schedules for different academic departments at the same college). In addition, due to reorganization or the creation of new offices on campus, this meant that records schedules were inconsistently updated. I’m happy to report that if high numbers of workshop attendance and completion of disposal certificates are anything to go by, the word about the new General Records Retention Schedule is getting out! More workshops will be offered in Spring of 2016. See the last page of the newsletter for details, and contact me if you have any questions.
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Records Quarterly Vol. 9 No. 1
Records in the News State and Local
Christian Science Monitor | December 6, 2016 http://www.csmonitor.com/USA/2016/1206/Ohio-Supreme-Court-rules-that-police-dashcam-videos-are-public-records Ohio’s State Supreme Court rules that law enforcement dashcam videos are public records, and cannot be withheld from access due to investigatory record status. WFMJ | November 10, 2016 http://www.wfmj.com/story/33679429/ohio-declares-greene-township-records-unauditable The Ohio State Auditor found that Greene Township in Trumbull County was unauditable after being unable to locate any recent financial records. Cleveland.com | September 28, 2016 http://www.cleveland.com/metro/index.ssf/2016/09/new_ohio_program_offers_low-co.html A new state law has gone into effect offering mediation services for those experiencing difficulty requesting public records in Ohio. Cincinnati Enquirer | September 19, 2016 http://www.cincinnati.com/story/news/2016/09/19/tiny-ohio-town-no-mayor-deemed-unauditable/90706690/ The Ohio State Auditor found that the village of Rome in Adams County was unauditable after being unable to locate any recent financial records. Dayton Daily News | September 14, 2016 http://www.mydaytondailynews.com/news/new-law-keeps-inspector-general-reports-public/9u6GgkzlRAfynDqRSdrMVM/ A new state law concerning expungement of records exempts some Office of Inspector General investigative reports.
Higher Education New York Times | December 2, 2016 http://www.nytimes.com/2016/12/02/us/kentucky-student-journalism-free-speech.html Student newspapers often have difficulty obtaining public records from universities, and some student journalists report retaliation from university administration in response to critical stories. Charlotte Observer | November 22, 2016 http://www.charlotteobserver.com/news/local/article116509413.html Several media outlets filed a lawsuit against UNC-Chapel Hill after it refused to provide records demonstrating how it handles sexual assault claims. Indianapolis Star | November 17, 2016 http://www.indystar.com/story/news/education/2016/11/16/court-rules-university-police-not-subject-state-public-record-laws/93977284/ The Indiana State Supreme Court finds that police at the University of Notre Dame are not subject to state public records laws. Chronicle of Higher Education | August 18, 2016 http://www.chronicle.com/article/A-Public-Records-Fight-Raises/237493 Following a ruling from the Kentucky Attorney General that the University of Kentucky violated open records laws by withholding records from the university’s student newspaper, UK sued the student newspaper in order to challenge the attorney general’s decision. Dayton Daily News | January 17, 2016 http://www.mydaytondailynews.com/news/state--regional-govt--politics/millions-paid-find-university-talent/G53PtMrE3aqLjaCZDwExKJ/ Three of Ohio’s public universities did not respond to public records requests concerning data over retention of search firms for recruiting top university administrators.
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Records Quarterly Vol. 9 No. 1
2016 In Review
Workshop Attendance Four workshops introducing participants to the new UC General Records Retention Schedule took place in November 2016. Over 103 participants attended. Thank you to Geoff Costa and Tyler Jones from the Office of Information Security who assisted with presentations.
Records Destruction For the first half of FY17, university offices filed destruction certificates with Records Management documenting destruction of over 124 boxes of papers records, and over 10,000 electronic files. Please remember to fill out destruction certificates when destroying university records. Forms can be downloaded here and emailed to Records Management.
Records Transferred to Archives The following University records were transferred to the Archives and Rare Books Library in 2016. Collection identification is in parentheses: (UA-16-01) Clermont College Publications (UA-16-02) University of Cincinnati Libraries. Administration records (UA-16-03) Resident Education and Development records (UA-16-04) Professional Practice and Experiential Learning records (UA-16-05) Health Sciences Library records
New Email Policy
There is a new university-wide email policy that recently went into effect. This new policy states that all university-related email must be conducted through uc.edu email accounts (as opposed to Gmail or other providers). Official email resources are provided centrally, and employees may not mount an email server using university resources. The new policy can be found here.
Workshops Four “Records Management 101” workshops will be offered in spring semester. Two workshops will take place in the CECH Library Classroom on Main Campus: Thursday March 2 at 10am (CECH 320) Wednesday March 22 at 10am (CECH 320) Two will be held at UC Blue Ash: Thursday March 9 at 12:30pm (Muntz 117) Friday March 10 at 3pm (Muntz 117) During this workshop we will discuss UC’s records policies, and focus on the use of the new UC General Records Retention Schedule. To RSVP for a workshop, please email Eira Tansey, Records Manager.
UC Records Management Objectives To promote the administrative efficiency at the University by removing inactive or ob-solete records from offices. To protect the University by ensuring compliance with all internal, state, and federal policies regarding the creation and disposition of University records. To ensure that all documents of administrative or historical value are rightfully pre-served through transfer to the University Archives.
Promote, Protect, Preserve
