Click here for a PDF fact sheet of the below resources
Records Liaison Rollout Edition Vol. 2
We are pleased to announce the release of our new one stop shop system for Records Liaisons! Our new system the Records Liaison Hub allows you to submit physical/paper records to the University Records Center, view and/or create your department's records retention schedule (DRS), receive training on how to use the Electronic Records Center on Box, and where to access our other resources on our website. With the release of our new system and the University gearing up for another semester, here is some more detail about each of these resources and how they can help you manage your department's records!
Submit physical records to the University Records Center
If you've submitted a box with us before you have filled out either a paper Records Transfer Sheet or used our old system to fill out an electronic Records Transfer Sheet (eRTS). Our new eRTS app on the Records Liaison Hub continues to allow users to submit new records transfer sheets for boxes in addition to granting users the ability to view any active or inactive boxes that have ever been submitted by their department, and to determine the retention of the boxes they are submitting using their DRS. We hope this assists users in finding records they have previously submitted as well as reviewing boxes when they are up for Destruction per their retention.
View/Create a Department Records Retention Schedule (DRS)
This feature of the Records Liaison Hub was rolled out in June. Using this app, Records Liaisons can view, create, and edit their department's DRS. A DRS allows users to know how long, per the University's General Records Retention Schedule, they should keep the records that they have in their department. As department processes evolve it should be updated to include where records are stored (i.e. in Box, at the office, in a source system such as Workday, etc.) If your department does not have a DRS or you would like training centering around your DRS please email urim@byu.edu.
Training on the Electronic Records Center
This training was also rolled out in June of this year. The Electronic Records Center is a folder on Box (University Records - Department Name) this folder has default retention values placed on the folder structure. To both understand the system and it's uses better, as well as gain editor permission rights to the folder please take our training. If you have any questions please email urim@byu.edu.
Other Resources on our Website
We are continuously updating our website as we create resources and streamline processes for the campus community. Some resources include: information about how to be a Records Liaison, which records are priority records, what to do with your faculty's records when they go on leave, how to handle Executive Administration records, transferring historical information to the University Archives, and much more! We even have a Forum and FAQ where you can go to get basic questions answered our submit a help ticket. For questions about the website please email urim@byu.edu or visit our contact us page.
We hope that as you use the Records Liaison Hub and go further into the world of managing your department's records that you are able to use these resources to manage them as efficiently and accurately as possible. Happy University Conference!
