February 2010 Newsletter

Welcome to the February 2010 Newsletter!  There will be one of these posted each month as a round-up of the big announcements from the Department of Records Management.  In between we plan to post other announcements, answers to frequently asked questions, training invitations, and who knows what else.  If you have any suggestions for topics you’d like to see on the blog, please let us know!

And now,  on to the newsletter!

Is your department using or thinking about using Twitter?  Wikis?  Blogs?  Facebook?    How do you know if any of these contain important university records?  Do you need tips on how to manage them?  ARMA Chicago (the local records management chapter) is hosting their Spring Seminar on Tuesday, March 9th from 8:30AM – 4:00PM at UIC.  The Records Management department is offering to pay the registration fees for 4 Records Coordinators or their designees to attend this year’s Seminar offerings on Introduction to Web 2.0 and Web 2.0 in Practice. Attendees are welcome to attend for either the full day or a half day.   Both breakfast and lunch are provided.  Please contact us at recordsmanagement@depaul.edu if you would like more information.

Retention Schedule Updates:  The results of a records inventory survey that was sent out in the fall    indicate that one of the major categories of records missing from the Records Retention Schedule was scholarship applications and scholarship records. After some discussion these are being added to the Records Retention Schedule with the following details –

Record Group Number Responsible Department Records Group Retention Period Retention Event Action to be Taken
2.52 Various Scholarship Applications and Award Records 1 year Student no longer receiving scholarship Shred
2.53 Various Scholarship Applications – Not Awarded 1 year Decision not to award Shred

Reminder:  These retention periods are the minimum amount of time you should be keeping these records.  If you have a valid and defensible business need to keep them longer you should document that as part of your office procedures.

The second major update impacts Payroll and Personnel records.  Due to a change in Federal and Illinois law, records detailing the name, address, and occupation of each employee, the wages paid to each employee, as well as records that support or justify pay grades, increases, or decreases now need to be retained for 5 years post-termination instead of 3 years.  We’re still reviewing the Records Retention Schedule to determine which Record Group Numbers will be affected.  Although this mostly affects Human Resources and Payroll there may be a few Record Groups that pertain to other Responsible Departments that will change.  The Department of Records Management will keep you updated as to how this progresses.

The Office of Institutional Compliance has asked us to provide some Records Management Training modules as part of their Management Standards Training this Spring.  This training will be focusing on the Who, What, When, Where, Why and How of Records Management and will include a hands-on exercise to help attendees locate records on the Records Retention Schedule.  Although you may  already know the basics of Records Management at DePaul, this will be an excellent refresher course or a great opportunity to introduce coworkers to records management basics.  There will be some information pulled from previous Records Management Training sessions as well as some new information.

More information about dates, times and locations will be coming from the Office of Institutional Compliance very soon.  Be on the lookout for an email inviting you to register sometime in March.  In the meantime, contact OIC if you have any questions.

Finally, thank you for taking the time to visit the blog.  Please take a moment to share the URL with colleagues, leave a comment, or contact us with any questions or ideas by emailing recordsmanagement@depaul.edu


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One Response to “February 2010 Newsletter”

  1. Personnel Related Files – Retention Update « DePaul Records Management Says:

    […] Related Files – Retention Update By Erin Vandenberg As mentioned previously in the February 2010 Newsletter, a change in the law has necessitated a change in the retention period for records concerning the […]

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