A haiku. Todays 1. Who is a Records Custodian? Topics 2. Why is - - PowerPoint PPT Presentation

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RM1001 Records Custodian Training May 6, 2019 A haiku. Todays 1. Who is a Records Custodian? Topics 2. Why is Records Management important? 3. What is a Public Record? 4. What is Records Management? 5. Resources 2 1. Who is a

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A haiku.

RM1001 Records Custodian Training May 6, 2019

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1. Who is a Records Custodian? 2. Why is Records Management important? 3. What is a Public Record? 4. What is Records Management? 5. Resources

Today’s Topics

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1. Who is a Records Custodian?

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Who is a records custodian?

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We are!

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2. Why is Records Management Important?

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Florida Statutes Title X Chapter 119 Public Records

It is the policy of this state that all state, county, and municipal records are open for personal inspection and copying by any person. Providing access to public records is a duty of each agency.

See also:

Florida Statutes, Title XIX Chapter 286.011, governing public meetings Florida Constitution, Article 1, Section 24, Public Records and Meetings

Legal Requirements

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efficiency and effectiveness

  • Understanding the life cycle of our records
  • Ability to access records
  • saves money and space
  • Dispose of records no longer needed

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VITAL RECORDS

Continuity of Operations Plan (COOP) Emergency Operating Records

Directives, contact information, delegations of authority, alternate location plan, etc.

any records you need to continue your services and operations in the event of an emergency

emergency.ucf.edu/coop.html

AND

Articles of Incorporation Announcements Audio Recordings Certificates and Awards Budgets, Reports Legal Documents Directories Charters Minutes Memorabilia Audio or Video Recordings News Clippings, Press releases Publications Speeches Programs Photographs

Mary Rubin Special Collections and Archives 407-823-5427

HISTORICAL RECORDS

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3. What is a Public Record?

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Public Records vs. Records Management

  • The General Counsel’s Office is the Custodian of Public
  • Records. They manage compliance related to public

records requests.

  • Records Management is about how we maintain our

records and comply with retention and disposition of documents.

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Public Record: intended to perpetuate, communicate, or formalize university knowledge. “All materials regardless of the physical form..., made or received pursuant to law or ordinance

  • r in connection with the transaction of official

business by any agency.”

Florida Department of State, Division of Library & Information Services

What is a public record?

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  • Receipts
  • Software
  • Employment info

(salary, address, email)

  • Closed investigation reports
  • Memos
  • Minutes
  • Voice Mails
  • And more
  • Drafts for comment
  • Text messages
  • Correspondence
  • Electronic files
  • Recordings
  • Emails received or created

by UCF employees about

  • fficial business

Examples of public records

This includes emails and documents created or stored on personal devices.

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  • Notes for personal use

if NOT shared with another person

  • Draft documents not

circulated for comment

VERY LITTLE

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What is NOT a public record?

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Limited Access or Confidential and Exempt from Public Records Law

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The General Counsel’s Office determines limitations and redactions when they review the public records request. Some examples, which may have limitations and time frames

  • DSO records
  • Testing materials
  • Records protected by FERPA or HIPAA
  • Social Security Numbers, Banking

information (such as credit card info)

  • Law enforcement personnel information
  • Open Investigations
  • Sealed bids / proposals in

competitive solicitation

  • Emergency evacuation plans
  • Academic evaluations of faculty
  • Certain research records
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  • Be intentional about what you put in writing,

especially in an email.

  • Marking something confidential does NOT

make it confidential or keep it from being accessed in public records requests.

Tips

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In general, all public records must be made available for inspection and/or copying in response to a request for them.

See http://policies.ucf.edu, 2-100 Florida Public Records

What to do with a Public Records Request

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WHAT TO DO IF YOU GET A PUBLIC RECORDS REQUEST Contact the Office of General Counsel

  • gcounsel@ucf.edu or 407-823-2482
  • Information: ucf.edu/public-records-requests/
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4. What is Records Management?

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Records

Management

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Record of Copy vs.

Duplicates or Convenience Copies

  • Record of Copy:

the university’s official copy of the record.

  • Duplicate:

NOT the university’s official copy of the record.

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  • The minimum amount of time we

are required to retain a record

  • Determined by the records

custodian using the records retention schedule

  • Based on the content of the

record

What is a retention period?

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https://admfin.ucf.edu/records-management/

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Retention Schedule Example: Correspondence with Student

Item Number Document Title Description Minimum Retention Period

5 Anniversary Years (duplicates OSA) Retention Period = Correspondence Dates =

Date of Approved Destruction =

Jan 4, 2015 – May 15, 2016

Depends on when the student leaves UCF.

Student Graduates on December 5, 2020 = December 6, 2025

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Filling out the request forms

Secure Shred Iron Mountain

4/22/2019

Information found in the schedules Information about your documents After approval to dispose

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Retrospective Scanning Project (bulk storage)

  • Requires form and approval
  • Transferring one format to another.
  • E.g., paper to digital
  • Maintain using appropriate records schedule
  • standardized naming format
  • Include content and retention information

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Retention-Focused Folder Naming Structure

Example: \Tee Projects\ RMLO

  • Records Management
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Securing our digital files

  • Dedicated folder with

permissions / access controlled by your IT manager

  • Individual document

encryption

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Disposition of Records

  • Documents containing

information that is confidential

  • r exempt from disclosure:

destruction method must ensure the information cannot be read, reconstructed, or recovered.

  • Where possible, recycle items

after appropriate destruction.

PRIORITY: the safety, security, and privacy of individuals and safeguard the interests of the state and UCF.

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5. RESOURCES

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Forms

admfin.ucf.edu/records-management

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NEW

UCF Quick Reference Guide Schedules

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Records Custodian Records Custodian Liaison Records Management Team / RMLO Records Management Advisory Board

Office of the General Counsel

Custodian

  • f Public

Records

Who manages records?

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Please fill out the evaluation – help us serve you better!

Tee Rogers, RMLO Carmen Jarquin, Records Request Processor

 RMLO@ucf.edu  407-823-2351  admfin.ucf.edu/records-management

We ar We are e he here re to to help help.