Posts Tagged ‘rrs updates’

May 2010 Newsletter

May 7, 2010

Fun File Days

It’s time once again for our spring/summer Fun File Days event!  This year’s Fun File Days week will be June 14th – June 18th. As always, bins will be delivered on that Monday and picked up on the following Monday.  Once again the Records Management Department will be organizing the pick-up and delivery as well as funding all the shredding.  If you’ve been saving up your records just waiting for this event, now’s the time to tell me how many bins you want!  Also, if you have boxes of records sitting around waiting to be shredded you can let me know that, too.  Not sure how many bins you need?  Contact Records Management and we’ll figure it out.  A university-wide email will go out on Wednesday, May 12th with additional information.  If you wish to participate please email recordsmanagement@depaul.edu by June 7th.

Don’t have any paper or other media to shred?  Why not take some time that week to go through your email, your hard drive, or your shared drives?  Remember, retention periods apply to electronic records as well!

Contract Retention

On April 22nd you should have received an email listing the newly approved and/or revised University policies and procedures.  One of the recently revised policies is Contract Requirements and Procedures.  As part of the revision process the Office of the General Counsel changed the Responsible Department for any contracts that do not require OGC review.  This means that the Records Retention Schedule has been updated to reflect the policy change.  All original contracts must still be retained for 10 years from the termination of the contract but now individual departments may be responsible for retaining them. Please read the revised policy for more information.  These changes are also listed in Record Groups 9.2 and 9.42 in the Records Retention Schedule.  If you have questions, please let me know.

Shredding Statistics

Finally, we have last month’s shredding statistics from R4 Services.  Remember, if you’re interested in overall totals you can always find them at the Procurement website.

Pounds Collected from Executive Consoles

1,821

Pounds Collected from 95-gallon bins

295

Total Pounds Collected

2,116

Tons Recycled After Shredding

1.06

Environmental Savings

18 Trees

7,406 Gallons of Water

196 Gallons of Gas

63 Pounds of Air Pollution

3.49 Cubic Yards of Landfill Space

4,338 Kilowatt Hours of Energy

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April 2010 Newsletter

April 16, 2010

Personnel and Payroll Record Retention Update

You may recall from February’s newsletter that discussions were being held regarding a change to the retention period for Personnel and Payroll Records.  The Office of the General Counsel and I have discussed these changes with Human Resources, Academic Affairs, and Payroll.  As detailed earlier in the DePaul Records Management blog, the retention period for most personnel and payroll related records has been updated from 3 years from the date of termination to 6 years from the date of termination.  Please see the blog post for more detailed information as to which Records Groups this affects.  Not all of these Records Groups may pertain to you.  However, if you are in Human Resources, Academic Affairs, Payroll, or any other department that keeps staff, faculty or student personnel files, including official employment applications, then you are affected by this new retention period.  If you are one of the departments listed and you have not yet been contacted directly by me or by the Office of the General Counsel regarding this change, you will be soon.

In the mean time, 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 me.

Records Coordinator Appreciation Breakfast

I also want to say thank you to everyone who attended the breakfast.  Over 20 of you enjoyed food, goodie bags, and learning some tips and tricks for dealing with an overflowing Outlook Inbox.  Regardless of whether or not you were able to attend, if you’re interested in  having me present this or any other records management information to your department, don’t hesitate to ask.  I’m always willing to take my show on the road.

In addition, if you are not currently listed as your department’s Records Coordinator and you think you should be, contact me.  You don’t want to miss out on next year’s breakfast!

Shredding Statistics

Below are the shredding totals for the month of March 2010.  In addition, Procurement has been keeping track of the total amount of paper shredded and recycled since we started using R4 Services in June 2009.  For complete statistics, check out their website.

Pounds Collected from Executive Consoles

1,497

Pounds Collected from 95-gallon bins

1,112

Pounds Collected from Boxes

760

Total Pounds Collected

3,369

Tons Recycled After Shredding

1.68

Environmental Savings

29 Trees

11,792 Gallons of Water

312 Gallons of Gas

101 Pounds of Air Pollution

5.56 Cubic Yards of Landfill Space

6,906 Kilowatt Hours of Energy

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.

February 2010 Newsletter

February 26, 2010

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