When reviewing large amounts of records, it is recommended that you begin by grouping records by type at a high level before doing item level review. For example, label or physically group all personnel records to start. Then get more granular to review individual items based on the Records Retention Schedule.
The following prompts can help guide your records management review project. Whether you are trying to clean out a storage room, deal with a messy shared drive, or handle just a few boxes of records, ask yourself these questions as you go:
- What type of record is this?
- Based on the information communicated in the record, what type of record is it? Personnel? A policy? Curriculum? Student information? Financial? Search the Retention Schedule to find the record type.
- What is the retention and disposition?
- Check the Retention Schedule for the retention and disposition rules.
- Who created the record? Who is responsible for it?
- An important concept in records management is the Office of Record and Reference Copy. You may have copies of records that weren’t created by your department and so aren’t your responsibility. This can get tricky when it comes to cross-departmental collaboration. If you are uncertain, feel free to send us an email.
- Does it go to the Archives?
- Some records are scheduled to be transferred to the University Archives. If you have records that need to be archived, please contact us.
- Is this information confidential?
- If sensitive information is found, you will need to recycle or store the records accordingly.