SUNY`s Document Management Officer (RMO) is currently the Chief Compliance Officer. Each campus should appoint a local records management officer and inform the Suny RMO of this designation. It is the responsibility of the Campus OMR to report annually to SUNY RMO no later than September 1 of each year on the disposition measures taken by that Campus during the previous academic year and to maintain the inventory of campus records. Applications for approval of conservation plans with shorter retention periods must be submitted from a campus through its local RMO to the SUNY RMO for transmission to the State Archives. Records Management – The NIH Records Management Program is responsible for planning, controlling, directing, organizing, training, promoting, and performing other management activities related to document creation, record keeping and use, and document disposal. Development and application of standards, procedures and techniques to improve records management; ensure the timely management and decommissioning of files of continuing value; and facilitate the separation and disposal of all records of temporary value. Appointment of a Records Management Officer at each USG institution The University System of Georgia requires the head of each USG institution to appoint an Institution Records Management Officer (IRMO). The authority and responsibility to monitor compliance with each institution`s legal obligations with respect to records management rests with the head of the institution and is delegated to the person responsible for managing the institution`s records. This designated person is responsible for the implementation of the ESG`s records management policies and procedures as set out herein and for the creation and implementation of the institution`s records management policies and procedures.
THE IRMO serves as the institution`s point of contact for the legal affairs of the USG and the Archives of Georgia. Destruction of non-permanent records The USG will not retain records (including electronic records) longer than necessary, but records can only be destroyed after they have been approved by THE MRI. Once the retention period for non-permanent records has expired, the registration body shall complete a destruction request form, obtain signatures from the competent authority and send the form to the appropriate VEC. Records can only be destroyed after receipt of the signed and completed CVS form. The records must then be destroyed by recycling. Sensitive records must be shredded. After destruction, the notice of destruction is signed by an employee who witnesses the destruction, then sent to the CVS and retained as documentation of the destruction. A copy is also sent to IRMO.
Since the mere deletion of an electronic record does not necessarily result in its destruction, each institution must establish procedures for the destruction of electronic records. Regents Advisory Committee on Records Management The USG recognizes that the contributions of each of its institutions are necessary to manage its files. As a result, the GSU is re-establishing the Regents Advisory Committee on Records Management (RACRM) to make and review proposed changes to usg`s records retention schedules and discuss records management strategies. The members of the RACRM are the IRMO designated by each USG institution, a representative of the Archives of Georgia and a representative of the LEGAL Affairs of the USO. The representative of the Archives of Georgia directs the RACRM. As the Archives Officer of the Office of Archives and the Federal Agency for Records and Information Management Activities for the components managed by the WHS as defined in 44 USC Chapters 31 and 33; 36 CFR 1220-1236, DoD 5015.02, and AI-15 « OSD Records and Information Management Program. Establish and oversee a records management evaluation program in accordance with USC 44 Chapters 31 and 33; 36 CFR 1220-1236, DoD 5015.2 and AI-15, and Executive Order 13526 to ensure compliance of components maintained by WHS and to make improvements and modifications to existing procedures and registration schedules to reflect current mission and organizational requirements. In order to preserve records of historical and archival value, certain categories of records must be kept at all times. This includes annual reports of presidents, minutes of campus councils, minutes or manuals of the governance organization, records of inauguration or inauguration, and important documents prepared by or for campuses, such as strategic plans, accreditation reports, etc. Campuses must scrupulously respect the schedules of these records, keep them in a safe place and ensure their preservation when they are no longer needed on a daily basis. Ensure positive control over the organization, maintenance, use, designation and disposal of records and information of components managed by WHS, regardless of medium (paper, electronic, audiovisual, etc.).
All government-owned information materials, such as supplementary copies of records held solely for convenience of reference, holdings of publications, and documents processed for reference or issuance only and not meeting the definition of a record. Examples of non-registration: Some government employees, particularly executives, executives, scientists and other specialists, collect and store various personal documents in the office. Maintenance of personal papers in agency rooms and equipment may require agency approval, as well as compliance with federal and government requirements. If these personal records are retained there, they must be clearly marked as such and separated from federal records and non-records. Attention should also be paid to working files or working documents, as it is difficult to determine the status of the file. Usually, records are records because they usually need to be organized and kept for a period of time. Other categories of likely datasets include work files used in the preparation of reports or studies, and draft policy documents distributed for comment. In contrast, drafts that are not distributed for comment are more likely to be unregistered documents. The GOA`s Records Management Program oversees the management, maintenance and disposition of electronic and unregistered personal documents, temporary files and permanent files, as described below.
(1) The images reproduce accurately and completely all the information contained in the recordings presented; (2) Mapped datasets will not be rendered unusable due to changing or proprietary technologies until their conservation and preservation requirements are met; (3) The imaging system shall not permit the addition, deletion or modification of images without leaving a record of such additions, deletions or modifications; and (4) State University of New York officials will be able to authenticate records represented by competent testimony or affidavits containing the manner or method used to prevent manipulation or deterioration of reproduction. The retention and disposal of official records from State University of New York campuses is subject to the NYS ARTS AND CULTURAL AFFAIRS Act. Such records may only be destroyed if they comply with the State of New York State`s General Records Retention and Disposition Plan with respect to the categories of state government records contained therein or the State University of New York`s Conservation and Disposition Plan with respect to education and other SUNY-specific materials. Requests for destruction of paper records after the transfer of paper to digital records must be approved by the State Archives, unless such orders are pre-approved in accordance with the SUNY Records Retention Plan for this category. The Doi Records Program is leading a strategic effort to streamline records management, including electronic records management, across the Department. This multi-year initiative, which is currently in the planning phase, aims to facilitate the search and retrieval of documents, the marking of documents for special treatment, improved access to civil status documents and the increased use of electronic records over paper records in appropriate cases. This project will improve transparency and public access, while reducing costs while saving taxpayers` money. In short, simply being located in the agency does not mean that the documents are documents, and the use alone is inconclusive in determining the status of the file. However, records generally take on file status when the Agency exercises control by requiring their creation or retention. In addition, documents created within an agency cannot be considered personal simply because the employee is free to dispose of them.
Depending on other considerations, these may be registrations or unregistered documents and are therefore subject to the Control of the Agency. Personal papers are documents that belong to a person and are not used to conduct agency activities. They relate exclusively to the personal and private affairs of a person or are used solely for the convenience of that person. They may refer to or comment on the subject matter of the Agency`s activity, provided that they are not used to carry out that activity. Unlike documents and records not related to record keeping, personal records are not in the possession of the government. Some documents are clearly personal and can be easily identified and claimed as such. Classes of personal records include: In deciding whether or not certain records are records, federal courts have developed guidelines that may change when deciding cases under the Access to Information Act (FOIA). According to current jurisprudence on executive agencies, the meaning of « agency records » for FOIA purposes is broader than that of « records » under 44 U.S.C.
3301 with respect to those agencies. Therefore, documents that are not used by the FOIA would also not fall within the legal definition of « records » for those organizations. The following topics provide relevant questions and guidance on the status of work-related documents: Record Retention Each document created by a USG office should be listed in the USG document retention schedules with a retention period.