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A new Records Analyst has joined our team!
We have a new Records Analyst, Rebekah Webb! Haley Dunkley has changed positions within our center, we appreciate her service with Records Management. We are thrilled to welcome Rebekah Webb as her replacement as the new Records Analyst. Rebekah is excited to help you with all of your records-related needs. Please reach out to her with any questions or support you may need.
Spring Cleaning: 4 steps for quick and easy cleanup
It’s that time of year again! The semester is winding down, student’s are leaving, and we’re prepping for summer camps and family vacations. Amongst all the excitement, it’s important that we don’t forget to close out the year’s records! Below are the 4 simple steps for quick and easy records cleanup so we can get you on your way to the pool!
Step 1: Records Retention
Paper Records that have met their retention are destroyed, i.e. exams and unreturned homework should be destroyed 1 year after the end of the semester. Paper records that have not met their retention, and are taking up too much space in your office can be sent to the Records Center. Call 2-2828 or email urim@byu.edu to get boxes. Here is a pdf of the Department Retention Schedule (DRS) Worksheet for your reference.
Step 2: Electronic Records
Move your finalized electronic records, or department record files on your PC into the Electronic Records Center (ERC) on Box. Finalized electronic records should be stored in a secure location and should be accessible to those with a business need. Please take the ERC training (see side section on the ERC for link).
Step 3: Dispose Of Non-Records and Records that have been digitized
Dispose of physical and electronic information no longer needed by the department, e.g. convenient or duplicate copies. Paper records that have been imaged and are stored in a secure and backed up location, such as on box.com, can also be destroyed.
Step 4: Security
Protect confidential information. When discarding confidential information, use secure shred bins, or coordinate with BYU Recycling’s shred service recycling@byu.edu. Boxes stored in the Records Center will be securely shredded by URIM when retention has been met, pending department review.
Eligible for Destruction Reviews are Coming!
At least annually, destruction reports are sent to departments that have paper records stored in the University Records Center that are eligible to be destroyed. We are planning to have these destruction reviews sent to you before the end of May. As in the past, you will have two months to review these reports before they are destroyed.
Quarterly Records Out Reports
Some of you may have received an email from Rebekah about boxes/folders that you currently have checked out to your department. Going forward, we will be sending those reports out once a quarter.
