Records Management for Departments
The lifecycle of records begins with their creation, and continues with active use, inactive storage and final disposition.
What to do with files you no longer need
There are two types of files - hard copy (paper) and electronic.
As UWF moves toward electronic files, Records Management will move in that direction as well. As documents are scanned and the scan copy becomes the copy of record or master record, there are several things you need to know.
- Ensure none of your records have met retention. If the records have met retention, keeping an electronic copy is not viable, as electronic records are kept based on the retentions in the GSA manuals.
- If the records have not met retention, ensure that the files are scanned as PDF at 300dpi or higher and stored in a state-approved system, such as the Banner Document Management System (BDMS). They must also be readily accessible.
- A Records Disposition request will need to be completed. The only difference is, instead of checking destruction you will need to check scanning and destruction. This indicates that there is a electronic record and the hard copy records can move straight to disposition.
- Once the forms are completed, email them to the Records Manager (firstname.lastname@example.org) for review. If everything is correct on the forms, A day and time will be arranged for pick up of the boxes.
- Please do NOT use our records storage boxes for disposition. Any type of box may be used for the disposition process other than the storage facility boxes. Empty paper boxes are recommended.
Commonly used records terminology and schedules
- Retention period – The length of time we are required to retain records. Most university records have retention requirements from 2 to 5 years. Some have a long-term retention of more than 10 years. And some are permanent.
- Record series – Groups of documents (or information) which are kept together as a unit because they consist of the same form, relate to the same subject, result from the same activity, or have certain common characteristics. Examples include administrative support records, invoices and personnel records.
- Record schedules – State of Florida Division of Library and Information Services guides that list records and the corresponding minimum retention periods. There are primarily two general records schedules which are applicable to UWF; GS1-SL schedule and GS5 schedule. These schedules are based on federal and state laws and regulations, general administrative practices, fiscal management principles, and historical considerations.
- GS1-SL schedule – Provides retention periods for records common to all state agencies, including universities and colleges. Some examples are correspondence, personnel, payroll and financial records.
- GS5 schedule – Provides retention periods applicable to records common only to public universities and colleges. Some examples are student education records, instructor evaluations, financial aid and program records.
Records Departmental Liaison Form - Completion of this form signifies that you will be the Records Management Liaison for your department.