Records Management (RM) Trends & News
Records Management (RM) at Brandeis
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Phase II (year two):
- Over 30 digitization, storage, and record shredding pilots established
- Continued stakeholder relations and retention schedule expansion
- Initial electronic records management system scoping and needs assessment
- Expanding digitiation service to include Box.com repository guidance
Phase I (year one):
- Information gathering, stakeholder introductory meetings, program planning.
- Establishing digitization, off-site storage, and document shredding pilots.
- Beginning retention schedule draft (Registrar)
Records Management (RM) General Guidance
What is Records Management?
- 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.
- 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.
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.