Records Manual: Records Officer
Services for Offices & Departments
Assessment & Appraisal
Records management staff can conduct a records assessment to identify university records (both paper and electronic) held by your office and to determine their appropriate retention period. Appraisals for materials with possible historical value can also be conducted. Please contact Michael Intranuovo, University Records Manager, for more information.
Records Retention Schedules
After an assessment of university records held by your office is completed, the University Records Manager will identify and define records series unique to your office and research applicable retention periods, based on IUC regulations, current law, and best practices. A draft departmental records retention schedule will then be created for your review. After departmental review, the document is returned to the Records Management Office for additional revisions or final approval. Once approved, the original document is filed in the Records Management Office and a copy is sent back to your office for official use. Departmental retention schedules are reviewed annually by the Records Management Office and upon request. To create or revise a schedule for your office, please contact Michael Intranuovo, University Records Manager, for more information.
Trying to find out if your office has a schedule already? Look here!
Disposal of University Records
The Records Management Office provides approval for university offices to shred university records or to transfer them permanently to the University Archives. An official records retention schedule must be implemented for your office before any records can be disposed. The schedule will dictate how each record type must be disposed (recycle, shred, etc.).
The following link (COMING SOON!) contains more information on different disposition options:
- Recycling records
- Shredding records
- Appraise for historic value/Transfer to University Archives
Storage of University Records
Inactive records that are rarely accessed by the office can be stored in the University Records Center. No permanent or archival record series will be stored in the center. To see if your office’s records are eligible for storage, please contact Michael Intranuovo, University Records Manager, for more information.
Faculty and Staff Training
The Records Management Program provides a wide range of consultation services for university offices. Assistance and guidance on topics such as email management, filing systems, scanning, microfilming, format conversion, and other related topics is available. Please contact Michael Intranuovo, University Records Manager, for more information.