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Records Management Activities
What is Records Management?
It is a management plan for the creation, organization, use, retention,
disposal, and selective preservation of records. It ensures that
information is available when and where it is needed at minimum
cost.
Why Records Management?
The South Carolina Public Records Act of 1973, as amended, requires
government agencies to work with the S.C. Department of Archives
and History in establishing and maintaining an active continuing
program for the storage, retention, disposal, selective preservation
and permanent retention of records. Besides the legal considerations,
there are other benefits to a records management program, including:
- efficient use of office space and equipment;
- quick and easy information retrieval;
- protection and preservation of permanent, confidential and
vital records;
- proper documentation of the disposition of records that may
be required for audits, investigations, or lawsuits.
The University Archivist assesses the office's records management
needs, inventories records, identifies vital and archival records,
and establishes authorized retention and disposition schedules.
What is a Record?
The law defines a record as any documentary material made or received
by an agency (except library books and museum artifacts), regardless
of physical form or characteristics, including paper, microform,
computer tape or disk, map, photograph, film, sound recording, and
so forth.
Retention Schedules
A retention schedule is a legal document that states the length
of time a record must be kept. The records schedules apply only
to the official copies of the University's records. They do not
apply to convenience, informational, or duplicate copies, which
may be destroyed when no longer needed for reference. The University
Archivist recommends each office retain its informational copies
of administrative records (i.e., pink copies of IDT's, photocopies
of Purchase Orders) for 3 years, in order to satisfy any applicable
audit requirements or other questions that may arise. At the end
of each fiscal year, each department may screen their files for
informational/duplicate records three years old or older, and make
arrangements for their destruction with the Archives.
For more information, contact Elizabeth West by telephone at 777-5158
or by email at westec@gwm.sc.edu.
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This page updated
November 14, 2006