They are, and they should be reduced to some physical form so they can be handled, stored, and disposed of in the same ways as all other organizational records.
An effective record schedule specifies which records should be stored and maintained in the organization's working areas for how long, and when those records should be transferred to off-site storage and for how long.
The individual who either creates or receives the record is responsible for determining if it is a record, where it should be retained, how long it should be retained, and how it should be disposed of in compliance with the organization's record schedule.
I believe that success is not only achieving a team's targets and goals but also exceeding them. It is not, in my opinion, acceptable to simply set out to meet your targets; you should constantly be striving to beat them. For example, in a previous management role I was set the target of achieving 50 new clients for my company within the first quarter of the year. I started out by briefing the team on what was required and the strategy that we would use to beat this target. Everyone in the team knew what they needed to do and we all set about working together to not only achieve the target, but beat it easily. At the end of the quarter we have achieved no fewer than 64 new clients for the company, something which we were all very proud of.
☛ Records management is a process for the systematic management of all records and the information or data that they contain. Traditionally these were held on paper, or more recently on microfilm or fiche, but are now held increasingly within electronic systems.
☛ The core concept is the life cycle of information, which sees information having a series of phases from creation to final disposition either through a controlled destruction process or being added to the long-term or permanent record (the archive) of the University.
☛ Records Management incorporates the practice of identifying, classifying, providing access to, archiving, and sometimes the controlled destruction of records.
No, all records, no matter how they were created or received should be handled, stored, and disposed of the same way based on the content of the record.
A records Retention and Disposal Schedule is a control document that sets out the periods for which an organisation's business records should be retained to meet its operational needs and to comply with legal and other requirements. It forms a key element of the University's records management policy. It consists of timetables that set out when individual or groups of records are due for review, transfer to an archive and/or destruction.
In response to compliance with current legislation eg the Freedom of Information Act 2000, they make it easier to establish whether or not a record exists when a request is received. Using such schedules will also give the public confidence that the University has adequate procedures for identifying records that have been requested.
The person in the organization designated as the organization's records manager should be responsible for creating a file structure for each organizational unit with read access shared by all members of that unit.
Yes. Any number of operational subject areas such as hiring, firing, fair employment, occupational health and safety, products liability, securities, antitrust, and any number of others have their own record-keeping requirements. If in doubt, seek the advice of the person in the organization designated as the organization's records manager. If that is not satisfactory, seek the answer from a lawyer responsible for the legal matters of the organization.
A records Retention & Disposal Schedule provides generic guidance on retention of records which are commonly generated in the course of:
☛ core work
☛ developing relationships with stakeholders
☛ the management of the institutions themselves as corporate bodies
It covers key groups of records generated by the common business functions and business activities. In the case of the University these will include Student Records, Financial Records, Personnel Records, Health & Safety Records, etc.
The Schedule being used for Records Management at the University is based on research and consultation with a wide range of institutions. However, it is not intended to be either totally prescriptive or exhaustive. A certain amount of individual judgement will still have to be made in dealing with some records.