Archive for the ‘Uncategorized’ Category

June 2011 Fun File Day Top Ten

July 6, 2011

A record-breaking number of departments participated in this June’s Fun File Days file destruction event.  59 different departments decided to take advantage of the free shredding services provided by the Records Management department.

In total we shredded 19,921 pounds which equals 9.96 tons.  101 shred bins and 94 boxes went from DePaul to R4 Services so their contents to meet their final demise.

The College of Law Admissions Office shredded the most with a total of 3575 pounds.  That’s almost two tons all by themselves!

Many other departments had respectable showings with the amounts they shredded.  Who were the top ten?

1.  College of Law Admissions – 3575 pounds

2.  College of Law Career Services – 1156 pounds

3.  Steans Center – 857 pounds

4.  Center for Community Research – 822 pounds

5.  College of Communication – 755 pounds

6.  Student Employment/Career Center – 720 pounds

7.  Management Department – 708 pounds

8.  Office of Students with Disabilities – 670 pounds

9.  College of Computing and Digital Media College Office – 628 pounds

10.  Liberal Arts & Sciences Loop Office – 589 pounds

And don’t forget to stay tuned for the winner of the award for the best Fun File Days participation story.  Not everyone can be the College of Law Admissions Office but that doesn’t mean you can’t win a prize!

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December 2010 Fun File Days Wrap Up

January 14, 2011

Another Fun File Days event has come to an end with record number of university departments choosing to participate.  Fifty university departments shredded a total of 8,328 pounds (4.16 tons) between December 13th and December 20th.

The faculty and staff in the main office of the College of Computing and Digital Media shredded the most with a total of 657 pounds!  However, many departments took full advantage of the event and shredded equally impressive amounts.  The top ten shredders were:

1.       CDM Front Desk – 657 pounds

2.       CDM Advising – 637 pounds

3.       Financial Affairs – 585 pounds

4.       Facility Operations LPC – 572 pounds

5.       Human Resources – 562 pounds

6.       School of Music – 468 pounds

7.       College of Communication – 348 pounds

8.       Department of Management – 329 pounds

9.       New Student and Family Engagement – 298 pounds

10.  Ray Meyer Fitness Center – 267 pounds

In addition to finishing in the top 10, the School of Music took their participation to the next level by documenting their success with both a poem and photographic evidence.

Ode to “The Vault”

The School of Music here at DePaul doesn’t have much space

Students need the rooms to practice, sing, and study figured bass*.

We store our files in “The Vault”, a tiny space for sure

Simply look in-it’s obvious! The Vault needed a cure!

 

The School of Music knows of off-site storage for a fee

But we consult these files often and need them close, you see.

Because each inch of space is valued and our storage space is cramped

We looked forward to Fun File Days, to get “The Vault” revamped!

 

Eight hours in “The Vault”–sorting, stacking, oh what fun!

We had many things to shred, but knew were weren’t done.

Reorganizing files in new spaces we had cleared

We reclaimed cabinets and oh, the floor space! Everybody cheered!

We now have room to store the files of new graduated students

But only for five years — it’s law! (We always practice prudence).

Our offices are cleaner and far less chaotic too,

All because RM said “don’t let old files make you blue!”

 

We know we aren’t the biggest school with files at DePaul

With over 600 pounds of paper CDM beat us–Oh, the gall!

But here at the School of Music we’re proud of our space reclaimed

And that is why the catered lunch, in our honor should be named!

 

*Figured bass, or thoroughbass, is a kind of integer musical notation used to indicate intervals, chords, and nonchord tones, in relation to a bass note. Figured bass is closely associated with basso continuo, an accompaniment used in almost all genres of music in the Baroque period, though rarely in modern music.


Photobucket

 

In addition to the prizes awarded to the College of Computing and Digital Media and the School of Music for their enthusiastic participation, Records Management raffled off Chicago Bulls tickets to one lucky winner!

Overall, Fun File Days were a success and the Records Management Department invites you to consider participating in a future event.

June 2010 Fun File Days Are Over!

July 1, 2010

On May 12, 2010 the call went out to all university departments:  do you have files that you need to get rid of?  Do you have space you need to reclaim?

Forty-seven (47) departments answered the call with a resounding “YES”.

From June 11th – June 18th these 47 departments filled shredding bins and boxes with files in their offices that had reached the end of their retention periods.  In the end, DePaul shredded 15,223 pounds of paper and other media.  That’s 7.61 tons of stuff!

The Lincoln Park Division of Student Affairs – Student Development Office shredded the most with a total of 1,775 pounds.  However, all 47 departments made a nice dent in their obsolete records.  Totals started at 25 pounds and the top 10 departments were:

  1. Student Affairs/Student Development (LPC):  1775 lbs
  2. College of Law: 1550 lbs
  3. LA&S Dean’s Office: 865 lbs
  4. Finance Department: 829 lbs
  5. Student Accounts: 819 lbs
  6. Merle Reskin Theater: 737 lbs
  7. Accountancy & MIS Department: 665 lbs
  8. History Department: 602 lbs
  9. LA&S – Loop Office: 570 lbs
  10. Facility Operations – Loop Office: 432 lbs

Although we encountered some elevator maintenance that limited our ability to replace full shredding bins with empty ones, departments powered through and made do with with they had.

Were Fun File Days a success?  Preliminary comments indicate yes!  The Ray Meyer Fitness Center even provided photographic evidence:

Full File Cabinet Drawer

Before

Empty File Cabinet Drawer

After

And don’t worry; if you missed this Fun File Day event or you found more files that need to be shredded, the Department of Records Management will host another Fun File Day event this fall. Keep your eyes peeled for the email announcement in October or November!

Personnel Related Files – Retention Update

March 16, 2010

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 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.

Originally this retention period was going to be changed from 3 years post-termination to 5 years.  However, after further discussion the retention period is being changed to 6 years from termination date.

What records does this affect?   The following list includes all the Record Group Numbers that have been updated with this new retention period.

This list includes both records directly affected by the law changes (payroll records and supporting documents related to compensation), as well as other records that we believe are typically stored alongside the affected records. In the case of the latter, we’ve changed the retention period for these records to 6 years simply for the sake of convenience.

Affected Records Groups

3.1          Applications and reasoning for hire/non-hire

3.2          Employee discipline records

3.5          Test results required for application/hire

3.6          Physical exam results required for application/hire

3.7          Affirmative Action Plan and supplementary documents

3.9          PT/Adjunct Faculty personnel files

3.12        FT Faculty personnel files

3.13        Tenure packet

3.14        Faculty applications and documentation related to hire/non-hire

3.15        Annual/peer reviews

3.17        Employee benefits records

3.20        Leave of absence records

3.21        Employee occupation, rate of pay, pay tables, etc.

3.22        Employee timesheets

3.23        Vacation/personal day log

3.24        Additions to and deductions from wages + explanation

3.25        Payroll calendar

3.31        Federal W-4

3.32        State W-4

3.34        Wage garnishments

3.39        Name change authorization

3.41        Personnel file documents held by department – unique from information  sent to HR

3.42        Union time cards edited 4/14/10

3.43        OIDE investigation records – complaint related to a person

3.44        OIDE investigation records – complaint related to a policy/process

Not all of these Records Groups may pertain to you.  However, if you are in Human Resources, Academic Affairs, Payroll, Office of Institutional Diversity and Equity, Facility Operations, or any department that keeps staff, faculty or student personnel files including employment applications then you are affected by this new retention period.

Please adjust any practices that may have been based on the prior 3 year retention period.  If you  have any questions or concerns regarding this change, please contact us at recordsmanagement@depaul.edu.

Welcome

November 17, 2009

Welcome to DePaul’s Records Management blog! Here you will find a monthly update “newsletter”, thoughts and comments on relevant records management news stories, examples of records management projects and best practices, and the occasional “Ask the Records Manager” post. Check back often or sign up for the RSS feed. And if you have any suggestions, ideas or questions you would like to see addressed here, please leave a comment or send them to recordsmanagement@depaul.edu