Introduction to Records Management Workshop

By Eira Tansey

The next Introduction to Records Management Workshop will be held on Thursday, May 8 at 10am in Blegen Library, 8th floor. All members of the university community are welcome to attend this 1-hour workshop.  Please RSVP to eira.tansey@uc.edu.

Led by the University Records manager, we will discuss the benefits you will receive from efficiently managing university records, UC’s records program, your role as a keeper of public records, the definition of a “record,” how to perform records inventories, the development of records retention schedules, and proper means of records disposal. A representative from the Office of Information Security will also be involved in the presentation.

For more information on UC’s Records Management program, please visit http://www.libraries.uc.edu/libraries/arb/records_management/index.html

Spring 2014 Issue of Records Quarterly Now Available

 By Eira Tansey

Spring 2014 Records QuarterlyThe Spring 2014 edition of Records Quarterly, a newsletter of the University of Cincinnati Records Management Program, is now available on the records management website.  Articles in this issue include:

Introduction from UC’s New Records Manager — Meet Eira Tansey, graduate of UC, and the new Digital Archivist/Records Manager

Retention Schedule Revisions — If it’s been a while since your office revised its retention schedule, here’s what to expect during the process

Disposal Certificates — How and why to fill out disposal certificates when you dispose of records

 You will also find announcements for the spring shredding event sponsored by the Office of Information Security, “Records in the News,” current events in legislation that could affect record keeping, and recent records transfers to the University Archives.

The next Introduction to Records Management workshop will take place on May 8 at 10am in Blegen Library, 8th floor. Anyone from the university community may attend, please RSVP by sending an email to eira.tansey@uc.edu

Records Quarterly is distributed electronically via the Records Management website and the Records Management listserv.

Records Update Highlights Ohio Public Records Cases

By:  Janice Schulz

A new Records Update is now available on the Records Management Program website. Records Update is released periodically to convey timely information between publications of Records Quarterly. This issue offers “Records in the News” stories found in the media and legislative action taken in March and April.

As reported in the Spring 2013 Records Quarterly article, “Public Records: Your Rights and Responsibilities,” Ohio’s public records laws are dynamic and are continually being tested in Ohio’s courtrooms. Ohio courts decided seven public records cases in March and April and there are currently six open cases in front of the Supreme Court of Ohio. In a case close to home, on April 24 the Supreme Court of Ohio ruled that lease terms and rents between Findlay Market private management company The Corporation for Findlay Market and its tenants are trade secrets and are not open to disclosure under the public records act. In 2010, Kevin P. Luken requested copies of lease agreements from The Corporation for Findlay Market and ultimately from the City of Cincinnati. While he received the agreements, terms and rents were redacted from the released documents and cited as trade secrets. Luken initated a mandamus action against the parties, which resulted in the recent decision.

The Findlay Market decision and more are available through this issue of Records Update.

Records Management, University of Cincinnati

Spring 2013 Records Quarterly Now Available

By:  Janice Schulz

The Spring 2013 edition of Records Quarterly, a newsletter of the University of Cincinnati Records Management Program, is now available on the records management website at http://www.libraries.uc.edu/documents/RQSpring2013.pdf. Articles in this issue include:

  • Records Quarterly Cover Spring 2013Public Records: Your Rights and Responsibilities – Learn what your responsibilities are as a UC employee when it comes to Ohio public records laws and your rights as a citizen to obtain government records.
  • Social Media and the Ohio Electronic Records Committee – See how the Ohio Electronic Records Committee is studying social media outlets such as Twitter and Facebook for their capability to create records and how that translates to UC’s social media activity.
  • When do I Dispose of Records? – Discover the answer to this oft-asked question with the help of some handy charts that make it easier for you to time your records disposition.

You will also find announcements for the spring shredding event sponsored by the Office of Information Security, “Records in the News,” current events in legislation that could affect recordkeeping, and recent gifts to the University Archives.

Records Quarterly is distributed electronically via the Records Management website.

Records Management Workshops Scheduled

By:  Janice Schulz

Records ManagementThe next Introduction to Records Management workshops will be held February 19 and February 21, 2013.

During this workshop we will discuss the benefits you will receive from efficiently managing your records, UC’s records program, your role as a keeper of public records, the definition of a “record,” how to perform records inventories, the development of records retention schedules and proper means of records disposal. Also, Alecia Trammer, Human Resources will provide information regarding the policies and procedures for maintaining personnel records.

Both sessions will be held in Blegen Library’s Marge Schott Seminar Room, room 814, from 9:00 a.m. to 10:30 a.m. The workshops are free, but registration is required. You only need to register for one session; the same information will be presented at both.

Register here: http://www.surveymonkey.com/s/SWB5KB7. When you see SurveyMonkey’s “Thank you for taking this survey” page your registration has been sent.

Who should attend?
These workshops are for new records officers who have not been introduced to records management at UC and existing records officers who need a refresher as well as anyone responsible for managing University records.

Would you like these workshops presented in your office? Please contact Janice Schulz at schulz.janice.rm@gmail.com or 556-1958 to schedule a custom workshop geared to the needs of your staff.

 

Social Media and the Ohio Electronic Records Committee

By Janice Schulz

Ever since those lovely punch cards were introduced to organizations as a business tool in the 1940s, records managers have faced unique dilemmas, challenging us to fit new electronic methods into our old models of recordkeeping or to come up with new ways of managing information and technologies. Admittedly, the lightning fast pace of technological advancement oftentimes catches us unaware and we end up backtracking and trying to catch up after realizing that the new media is producing information that needs to be managed. From punch card automation to mainframes to personal computers to mobile devices, each new technology has presented new issues and has required us to think creatively about how to deal with their related records.

The Ohio Electronic Records Committee (OhioERC) tackles these challenges by researching issues and crafting guidelines for Ohio’s government and government-funded organizations to use in their own policy and procedure creation. As UC Records Manager, I have been a member of the OhioERC since 2006, serving as Secretary from 2008-2012. For me, this experience has been extremely valuable and frankly very eye-opening as I am exposed to quandaries others are facing and we may face very well in the future at UC. The first quarterly meeting of 2013 was held on Wednesday, January 16, at the Ohio History Center in Columbus. The Committee is very close to releasing a new guideline on cloud computing and an updated version of the Electronic Records Management guideline, one of the very first produced.  A subcommittee is working to update the current Managing Web Content guideline and discussion ensued about the need to update the current Managing Email guideline.

Continue reading

Staffing in Records Management

By Janice Schulz

If you contact ARB with records management inquiries in the next few months you will be greeted by a familiar, but perhaps surprising, presence. To smooth the transition, Janice Schulz, former Records Manager and Archives Specialist, is back to help out with records management in a temporary role while a full-time replacement is sought.

In the coming months Janice will be offering an Introduction to Records Management workshop to familiarize staff in new records management roles with UC’s policies and procedures.  Dates and times of the workshops will be announced on the Records Management Listserv and on the ARB Blog. Janice is also available for individual and departmental meetings.

For records management inquiries, please contact us using the following methods:

Email: schulz.janice.rm@gmail.com or  archives@ucmail.uc.edu

Phone: 556-1958 or 556-1959

Campus Mail: ML 0113

Web: http://www.libraries.uc.edu/libraries/arb/records_management/index.html

Please note: ARB has no fax

Farewell and Best Wishes to Janice Schulz

By Kevin Grace

A couple of weeks ago, we notified the University of Cincinnati Libraries staff that our friend and colleague, Janice Schulz, will be leaving the Archives & Rare Books Library.  Janice’s last day will be this Friday, the 17th, and she just gets the weekend off before starting an exciting new position in Dayton with CareSource as the Records and Information Manager.  It is a wonderful opportunity for Janice, and we certainly wish her well, but we are very sad that she is leaving.  She has been a consummate professional, and an exceptional co-worker.  Based on her work at UC, Janice will definitely excel in her new job. Continue reading

Spring 2012 Records Quarterly Now Available

Records Quarterly Cover Spring 2012The Spring 2010 edition of Records Quarterly, the newsletter of University of Cincinnati Records Management, is now available on the records management website at http://www.libraries.uc.edu/libraries/arb/records_management/recordsquarterly.html. Articles in this issue include:

  • Managing Email Messages as University Records – Learn how to identify record material in your inbox and how to organize and maintain those records.
  • Case Study: DAAP Student Records – See how DAAP was able to streamline student recordkeeping by centralizing responsibility.
  • Records in the Cloud – Discover the world of cloud computing and learn about the special things you need to consider when creating and storing University records there.

You will also find announcements for the spring Information to Records Management workshops and the spring shredding event.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

Fall 2011 Records Quarterly Now Available

By Janice Schulz

The Fall 2011 edition of Records Quarterly is now available on the records management website. Articles in this issue include:

  • Hybrid Records Environments – Learn how to efficiently manage both paper and electronic records in your business processes.
  • Retention Requirements for Patient Medical Records – Gain insight into some of the key legal statutes that need to be considered when deciding on retention policies for patient files.
  • Disposing of Electronic Records – Discover the unique challenges associated with disposing of electronic records and how to do so in a compliant and secure manner.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

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