OSU Archives & Records Management Handbook - Chapter 2 Records Management -- General Information

Archives & Records Management Handbook

Chapter 2 Records Management — General Information

School of Commerce Office Training Lab, 1915. In 1915, the Department of Stenography and Office Training offered courses for four types of students: those seeking training as typists and stenographers; those wanting to go into the fields of court reporting and secretarial work; students desiring to enter the teaching profession; and teachers of business and commerce seeking advanced training. [OSU Archives #882.]

Records Management Policies

The OSU Archives and Records Management Program assists departments and offices with problems and questions relating to filing, storage, retention, and destruction of university records. Records management policies are authorized by the State Archivist and applied and implemented by the University Archivist. These policies include:

Designation of the agency Records Officer. Oregon Administrative Rule (OAR) 166-30-016 mandates that each state agency designate a Records Officer. The University Archivist fulfills this function. In turn, each university department and office has been mandated to designate a records management officer (RMO) who shall be responsible for the oversight of all records transactions, ensure an organized records flow, and provide for the appropriate retention and disposition of all public records within the office.

Disposal of records. As part of an effective records management program, state agencies are legally obligated to promptly dispose of state records without continuing value (OAR 166-05-000). Lawful authorization to dispose of public records is obtained through the OUS Records Retention and Disposition Schedule maintained by the University Archives (OAR 166-475). Retaining records longer than the retention schedule authorizes causes unnecessary legal and fiscal liabilities and is strictly forbidden.

Unauthorized destruction and tampering. Unauthorized destruction of public records is considered tampering, which is a Class A misdemeanor — Oregon Revised Statute (ORS) 162.305.

Destruction of confidential records. Records which are confidential by law or contain information exempt from public disclosure by law are to be destroyed by pulping, shredding, or incineration (OAR 166-30-060[2]). These methods of destruction are specified so that records may not be viewed or used by unauthorized persons after they are removed from the office of creation.

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Oregon State University
Archives and Records Management Program
Archives@orst.edu
Send an inquiry to the OSU Archives.
http://osulibrary.oregonstate.edu/archives/handbook/chapter2/policy.html
Last updated: Tuesday, 02-Sep-2003 15:52:50 PDT

	Designation of the agency Records Officer. Oregon Administrative Rule (OAR) 166-30-016 mandates that each state agency designate a Records Officer. The University Archivist fulfills this function. In turn, each university department and office has been mandated to designate a records management officer (RMO) who shall be responsible for the oversight of all records transactions, ensure an organized records flow, and provide for the appropriate retention and disposition of all public records within the office.
	Disposal of records. As part of an effective records management program, state agencies are legally obligated to promptly dispose of state records without continuing value (OAR 166-05-000). Lawful authorization to dispose of public records is obtained through the OUS Records Retention and Disposition Schedule maintained by the University Archives (OAR 166-475). Retaining records longer than the retention schedule authorizes causes unnecessary legal and fiscal liabilities and is strictly forbidden.
	Unauthorized destruction and tampering. Unauthorized destruction of public records is considered tampering, which is a Class A misdemeanor — Oregon Revised Statute (ORS) 162.305.
	Destruction of confidential records. Records which are confidential by law or contain information exempt from public disclosure by law are to be destroyed by pulping, shredding, or incineration (OAR 166-30-060[2]). These methods of destruction are specified so that records may not be viewed or used by unauthorized persons after they are removed from the office of creation.