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Archives & Records Management Handbook

Printable PDF Version

Table of Contents

• About the Archives and Records Management Handbook
• Chapter 1 Responsibilities of the University Records Management Officers
• Chapter 2 Records Management — General Information
  • Records Management Policies
  • Records Management Justification
  • Principles of Records Management
    • Records Life Cycle
    • Records Appraisal
    • Appraisal Considerations
  • Records Retention and Disposition Schedules and Scheduling
    • General Records Schedules
    • Special Records Schedules
    • Retention Periods
    • Calculating Retention Periods
  • Filing Systems and Equipment
    • Filing Systems
    • Filing Equipment
    • Efficiency by Equipment Type
  • Reformatting
    • Microfilming
    • Digital Imaging
  • Electronic Records
    • Legal Nature of Electronic Records
    • Formats
    • Electronic Records Retention Guidelines
    • Electronic Records Management Recommendations
  • Confidentiality and Access
  • Subpoenas and Other Court Orders
• Chapter 3 Records Management — Services to Departments
  • Personnel Files Maintenance and Access
    • Personnel Records System
    • Employment Records and Verification
  • Temporary Inactive Records Storage
    • University Records Center
    • Departmental/Office Records Centers
  • Destruction of University Records
    • Disposing of Confidential Records
    • Disposing of Microforms
    • Paper Shredders
    • Disposing of Non-Confidential Records
    • Disposing of Non-Record Materials
  • Program and Function Change Assistance
  • Disaster Preparedness, Response, and Recovery
• Chapter 4 Archives
  • Mission Statement and Access Policy
  • Historical Holdings
  • Transferring or Donating Materials to the Archives
  • Reference and Duplication Services
  • Exhibits and Outreach
• Chapter 5 University Records Retention and Disposition Schedule — Common Series
  • Understanding and Applying the University Records Schedule
  • Titles of Common Series
• Definitions
• Search the Archives Handbook

For information on getting copies of the printed handbook, contact the Archives at (541) 737-2165 or