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This guide, hosted by the newly-established University Records Management (URM) program, provides information on records management best practices, trends and news in the records discipline, and records communications specific to URM and Brandeis.
Last Updated: Jul 25, 2014 URL: http://brandeis.libguides.com/URM Print Guide RSS Updates
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NEW: URM Storage, Shredding, and Scanning Pilot Services

 

Records Management (RM) at Brandeis

News on Brandeis URM Status.

Join the Brandeis RM listserv!

Current:
Phase I:

  • Information gathering, stakeholder introductory meetings, program planning.
  • Establishing digitization, off-site storage, and document shredding pilots.
  • Beginning retention schedule draft (Registrar, Library & Technology Services)



Archival Resources at Brandeis

 

Recommended Reading

 

Records Management (RM) General Guidance

What is Records Management?

Records: All documentary information, regardless of format, made or received in connection with Brandeis activity and reflecting University functions, policies, decisions, procedures, and research. Examples of records include meeting minutes, student transcripts, invoices, reports, memoranda, deeds of gift, licensing agreements, and curricula listings.

Records Management (RM): The responsible and consistent management of an institution’s records according to a retention policy that determines how long different records are kept, based on outside laws and regulations and legitimate internal needs. 

 
Why Manage Records?
 
Because, to quote Randy Kahn:
 
"We can’t keep everything forever."
  • We assume legal & reputational risk by keeping obsolete personal information.
  • It costs the institution to store, manage & backup unnecessary information.
  • E-Storage may be “cheap,” but the rapidly growing scale of information drives costs.
  • Abandoning old files fills up search results with “garbage,” and it takes longer to find what we need.
  • “Just in case” is not a legitimate retention need by itself.
"We can’t destroy everything tomorrow."
  • Regulations require us to keep some records for a long time - think tax forms and the IRS.
  • In the event of litigation or audit, we have a responsibility to produce certain records promptly and efficiently.
  • We have ongoing operational needs for some older documents.
  • We need to keep a record of our products for reaching back into the institutional knowledge base: Memory and history.
                  Recordkeeping Principles

           Accountability
     Integrity
    Protection
           Compliance
       Availability
Retention
Disposition
        Transparency

 

Cleaning Out Your Collections

IMPORTANT : Do not place documents with personal information (e.g. social security numbers, home addresses) in recycling bins.  These documents must be shredded or placed in secure, locked shredding bins, which can be provided by URM. 

Subject Guide

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George Despres
Contact Info
Goldfarb Library, Level 2
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RECORD DESTRUCTION GUIDELINES

 

Selected College & University Retention Schedules

 

Document Management 101

 

Information Governance

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