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Train 2 Toss 2010 Paper Records Clean Up May 2010 Vicki Cooper

Train 2 Toss

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Train 2 Toss. 2010 Paper Records Clean Up May 2010 Vicki Cooper. Why. More space, less clutter … more organized and efficient University Policy AR-II-8.0-3 Records Management Policy State Law. All public records in Kentucky are subject to the terms of: - PowerPoint PPT Presentation

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Train 2 Toss

Train 2 Toss 2010 Paper Records Clean UpMay 2010Vicki CooperMore space, less clutter more organized and efficient

University Policy AR-II-8.0-3 Records Management Policy

State Law WhyAll public records in Kentucky are subject to the terms of:

Kentuckys State Archives and Records Act (KRS 171.410171.740) Well, obviously Kentucky, and to all public records in Kentucky.

And who is responsibleWhat are Public Records? Defined by Kentucky statute they are:

all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings and other documentary materials, regardless of physical form and characteristics, which are prepared, owned, used, in the possession of or retained by a public agency.

KRS 171.410 (1)As you can see it includes basically everything you create in order to do your job here at NKU.

So the next question is where and who does this statute apply to.Helping you to .avoid becoming a felon!

Tampering with public records without the authority to do so is a Class D felony.

KRS 519.060 (1) (b)

Identify what you haveFind the record series on retention scheduleTitleContentsDatesVolumeFill out destruction certificate, sign it and send to Records Management for approval

After receiving official approval then destroy records!!!

l

StepsInventory sheetType of recordWho created and whyOfficial versus General CorrespondenceRecord versus department copyDatesVolume

IdentifyRetention ScheduleState University Model Retention Schedule same for all Kentucky state university

Organized by major functional groups

Use search functiontry different terms

Commonly Used Series

Do it onceDo it right. Identify records, find series, label all records/storage containers with that information

Label as records are created

Label recordsPermanentArchives Office keepsTemporary storageLabel with completed destruction certificate, inside and outside of container Destruction date boldly labeledDestroyJust b/c schedule says can doesnt mean must. Do you still use it? Information available elsewhere?3 choicesProof of authorized destruction (Felony avoidance)

Must complete all parts

Needs records custodian signature

University Records Officer must approve before destruction

Original filed with the KDLA in FrankfortRecords Destruction Certificate

NKUs Faculty & Staff Web PageThe first wheres that I want to make you aware of are some helpful web sites:

the NKU Records Management link on the Faculty & Staff page and

KDLAs website.

NKU Records Management Homepage

KDLA Website

http://www.kdla.ky.gov/recmanagement/schedules/kyuniversitymodel.pdfExample of the schedule. Schedule Outline

A. Miscellaneous RecordsB. Fiscal RecordsC. Awards CommitteesD. Student/Course RecordsE. Libraries/Archives/MuseumsF. Personnel/PayrollG. Buildings/Grounds/Physical PlantH. PurchasingJ. Food ServicesK. BookstoreL. Campus PoliceM. Financial Aid N. Real PropertyO. Medical FacilitiesP. Sponsored ProgramsR. LegalS. Electronic and Related Records Master FilesT. Administration Services Development OfficeU. Animal Diagnostic LaboratoriesV. Plant Disease Diagnostic LaboratoryDestroying Records

Another scenario is that you have records that can be destroyed!Records DestructionRecords past their retention period can be destroyed

Records destruction must be documented by completing a Records Destruction Certificate

ExceptionRecords with litigation holdsRead slide

If there is a litigation hold on your records-trust me you will know if there is one-you must halt any destruction, regardless of the retention period. The Vice President for Legal Affairs and General Counsel will notify let you know if and when you can proceed with any destruction for those specific records/

Otherwise,Once you have verified that your records can be destroyed you need to completeRecords Destruction CertificateThis certificate provides your legal proof of authorized records destruction

Form is available on the Records Management website

The Records Destruction Certificate

This form is your proof that you followed the correct procedures for the destruction of your records.This piece of paper is your legal proof of correct document destruction.

Its your CYA form.

Per archives policy, we ask that you send this completed form to SCA for University Records Officer (Lois Hamill) approval prior to destruction.

This review process allows us to confirm that these records are eligible for destruction.

Once its signed you can proceed with document destruction.

If your records contain confidential information, you should verify the records destruction.

When I have records that must be shredded I walk over with the recycling personnel and watch the shredding process.

None of us want to be on the news for improper document handling.

The Form

Date: Enter the month, day, year the Certificate is prepared.

Division: Academic, Administrative, Student Affairs, etc...

Branch/Unit: The name of your office. i.e. History Dept., Bursar, etc....

Destruction Date: Indicate the date you'd like to dispose of the records.

Series No.: Enter the series number from the Records Retention Schedule for the record(s) you are destroying.More than one series can be recorded on the same Destruction Certificate.

Title Records: Enter the title of the record(s) exactly as shown in the Records Retention Schedule

Method: Use the pull-down menu to indicate the how records are destroyed, i.e., landfill, trash, recycle, shred, etc.

Cubic Feet: Indicate the cubic feet of each series of records destroyed. If you are destroying electronic records, indicate the file size in K, MB, etc.There is a volume equivalent chart on our website.

Date Span: Give the inclusive dates, including the month/year.

The Form...continued

Your SignatureTotal Volume (C.F.) of Records Destroyed: Enter the total cubic feet of records destroyed. In the case of electronic records, this is the total volume of data to be deleted.

Although no signature line is provided, the records custodian should sign this form.

Approvals and Certifications: The University's Records Officer signs and dates the form, certifying destruction of the records. Leave this line blank, Records Management will fill this in.

That covers the basics of records schedules.

But what about the big elephant sitting in the middle of our offices?

LiaisonsAdvancementAnne HerbertLegal AffairsCathy DewberryStudent AffairsBarb BarnesPlanning, Policy, and Budget Dina NeumannAdministration and Finance Amy FriesInternal AuditingRachel BrueggenOffice of the PresidentCasey LundbergChase College of LawGina Bray & Jenny YoungHonors ProgramBelle ZembrodtCollege of InformaticsPam WagarCollege of BusinessCynthia SiddensAssociate Provost for OutreachKimberly WileyEducational OutreachDiana VonhagelGraduate ProgramsPeggy AllenResearch, Grants & ContractsKellie CampbellNKU FoundationKaren Zerhusen KruerVice ProvostConnie Witte as of 4/28/10Will post on website Commonly used record series

Records pick up schedule, June 7-11

Can also find volume equivalents2010 Paper Records Clean UpPick Up Schedule, June 7-11Begins 8:30 amBegins 9:30 am

6/7 Monday ASTBEPUC

6/8 TuesdayACAlbright-HPESU

6/9 WednesdayNunnFoundersFine Arts

6/10 ThursdayScienceLandrumSteely

6/11 FridayHonors HouseNorse CommonsWelcome/ParkingCampbell HallBOKC/AthleticsCeramicsMaint. BldgCallahan Hall

6/11 Friday ***Campus houses call 572-5970 to schedule, 9:30 am 2 pm2010 Records Clean Up TrainPrize drawings! Thank you- Chartwell, HR and Steely Library

TrackMay 26-June 7

TossJune 7-11Must show a completed and approved certificateEligible for more prize drawings!

Questions?