Records Management Services for Departments

Inventory & Appraisal
Records Schedules
Disposal of Records
Faculty & Staff Training
Annual Records Review
Consultation Services

Inventory and Appraisal

Records management staff can assist in creating an inventory of university records held by your office to help determine what needs to be kept and for how long.

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Creation and Revision of Departmental Retention Schedules

Using an inventory of university records held by your office, the University Records Manager will identify and define records series unique to your office and research applicable retention periods, based on current law and best practices. A draft departmental records retention schedule will then be created for your review. After departmental review, the document is returned to the Records Management Office for additional revisions or final approval. Once approved, the original document is filed in the Records Management Office and a copy is sent back to your office for official use. Departmental retention schedules are reviewed annually by the Records Management Office and upon request.

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Disposal of University Records

The Records Management Office provides approval for university offices to dispose of university records or transfer them to the University Archives. A Certificate of Records Disposal, approved by the University Records Manager, is required prior to the disposal or transfer of university records listed on department records retention schedules.

Note: Records listed in the General Records Retention Schedule are excluded from the CRD approval process.

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Faculty and Staff Training Programs

Records Management 101: Increasing Efficiency and Mitigating Risk in Your Office
This training session is designed specifically for WSU staff and will cover all the major aspects of the University Records Management Program and the benefits it provides for WSU offices. The session will provide step by step instruction on how to utilize the program in order to increase office productivity and legal compliance through the systematic identification, retention and disposal of university records according to law and best practices. This session is highly recommended for all new WSU employees as well as all office managers on campus.

Topics include:

• Program background and administration
• Retention scheduling
• Records disposal
• Business continuity planning
• Electronic records
• University Archives

Schedule

• November 8, 2007, 10:00 a.m. – 11:30 a.m., 315 Dunbar Library
• December 6, 2007, 10:00 a.m. – 11:30 a.m., 315 Dunbar Library
• January 10, 2008, 10:00 a.m. – 11:30 a.m., 315 Dunbar Library
• March 13, 2008, 10:00 a.m. – 11:30 a.m., 315 Dunbar Library
• April 24, 2008, 10:00 a.m. – 11:30 a.m., 315 Dunbar Library

To register, please visit the Center for Performance Excellence website, or contact them at ext. 1106. Please contact Chris Wydman if you have any questions or problems.

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Annual Departmental Records Review

Records Management provides an annual records review program for university offices. The program provides an opportunity for offices to review their retention schedules and communicate any changes that are necessary or problems they are having relative to their records. Due to the high number of university offices, the review is an extremely valuable communication tool between university offices and records management staff and the best means to ensure university records are being properly managed.

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Consultation Services

The Records Management Program provides a wide range of consultation services for university offices. Staff will be happy to provide assistance and guidance on topics such as email management, filing systems, scanning, microfilming, conversion, disaster recovery, offsite storage, and other related topics.

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