University Records & Information Management

Getting Started as the Record Liaison

Department Record Liaisons are critical to the successful management of records and information across campus. Records are the evidence of a department’s activities and transactions, and managing them properly can improve efficiency and reduce risk for the university. Record Liaisons are the caretakers of the department’s records and are responsible for managing them in accordance with University Policy, by taking the following steps:

Step 1: Record Liaisons are invited to take training on their duties in one of two ways:

□     To take the online training, please click here, or

□     To schedule in-person training, please call 2-6260

  • Each department on campus should have a Record Liaison, typically assigned by the department head or supervisor. If uncertain who the Record Liaison is, please contact University Records and Information Management: 2-1670.

Step 2: Complete a Department Retention Schedule (DRS).

□     Identify records in the department and how long to keep them.

□     Identify historical records to be preserved for future generations.

  • To view the Records Transfer Sheets of department boxes previously submitted to the University Records Center, please click here.
  • To schedule a Department Retention Schedule appointment with the University Records Analyst, please click here.

Step 3: Plan.

Using the completed DRS:

□     Decide which electronic records to keep in Box, SharePoint, or another approved locations.

□     Decide which paper records to store in the University Records Center or in the department.

Step 4: Manage.

□     Move finalized electronic records from the day-to-day work area to the University Records area of Box, SharePoint, or other approved locations at least once a year.

Retention of records managed by the system.

Historical records are preserved by the system.

□     Send inactive paper records that have not met retention and are no longer needed by the department to the University Records Center using this form. Please call 2-2828 for support.

□     Dispose of paper and electronic non-records and records that have met their retention.

To see a pdf of this document, please see: Getting Started as the Record Liaison