BUSINESS
AND FINANCIAL AFFAIRS
Records Management
Sec. 721-10: Records Management Guidelines
Responsible
Office: Distribution & Document Management
Revised: January 2005
References / Resources
UC Business and Finance
Bulletins
RMP-1,
University Records Management Program RMP-2, Records
Disposition Program and Procedures RMP-4, Vital
Records Protection RMP-5,
Records Retention Program for Financial Documents Pertaining to Federal Awards
to the University
Contact: Records Management
Coordinator at (949) 824-7500
A. Records Management Program
The campus Records Management Coordinator is responsible for implementing and
managing the Records Management Program at UCI (see RMP-1).
Approved schedules contained in the University
of California Records Disposition Schedules Manual define all actions to be
taken relative to the disposition of administrative records (see RMP-2).
Retention and destruction requirements for financial documents related to federal
awards are determined by the cognizant administrator: the Assistant Vice Chancellor-Accounting
and Fiscal Services, Assistant Vice Chancellor-Research Administration, or Director-Financial
Aid and Scholarships (see RMP-5).
B. Responsibilities
Records Management Coordinator
Provides assistance to departments on records disposition/retention and
other records management matters.
Coordinates campus review of disposition schedules proposed by a campus
department and the University Records Management Committee. Coordinates review
of requests for disposition schedules for records unique to UCI and requests
for exceptions to existing schedules for UCI records.
Records Proprietor and Records Custodian
Previously referred to as "Office of Record," the Records Proprietor
determines which records will be created, gathered and maintained.
The office of the Records Proprietor may or may not be in custody of the
records. When records are not in the Proprietor's custody, the Records Custodian
is responsible for complying with University Records Management Program guidelines.
Refer to RMP1
for specific responsibilities.
Departments
Managers of operational units are responsible for:
Maintaining university records consistent with sound business practices,
university policy, and applicable law.
Appraising records in their custody to determine if the records have administrative,
legal, fiscal, or historical value. The University Archivist can provide guidance
regarding the archival value of a record. Refer to Section
721-12, Archives.
Identifying vital records and establishing necessary procedures for their
protection.
Disposing of records in accordance with published disposition schedules.
C. Disposing of Records
Generally, paper records may be put into recycle containers. Records containing
personal and confidential information, including protected health information,
must be shredded. Contact Distribution Services for shredding
pick-up and disposal.