In April: Classes provide guidelines for record managers

Photograph of a mouse hanging in front of a stack of folders and papersDo you have a lot of old records that you would like to discard but are afraid to throw away as you are not sure how long they should be kept?  Are you thinking of converting your paper records to an electronic format and need to review the issues involved in doing this?  Do you have records that must be kept a long period of time and are not familiar with the best storage option?

The library offers several classes in records management designed to help departments and individuals at the UT Health Science Center manage their records efficiently and in compliance with state laws.   These classes have been developed to help departmental Records Management Representatives and other employees learn the state requirements for managing records created at the Health Science Center; to train staff to conduct inventories, protect vital records, discard records that have met their retention requirements, and recognize historic records that should be sent to the University Archives; and to help departments plan for digitization or microfilming of records.

Records Management Module A – Records Retention and Inventory is required for all Records Management Representatives but may be taken by anyone needing information on retention of records.  The class covers state laws regarding records management for state agencies, reasons we need to manage our records, responsibilities of the RMR, how to interpret the online Records Retention Schedule (RRS), how to use the online RRS to find the required retention period for records, how to fill out a Disposition Log, and how to conduct an inventory of departmental records.  Attendees complete hands on exercises using the RRS and filling out inventories and disposition logs. The next Module A class is scheduled for May 2, 2012. (Link to register: http://library.uthscsa.edu/events/34/records-management-module-a-records-retention-inventory/)

Records Management Module C – Managing Permanent Records and Electronic Records covers the pros and cons of the various options for storing permanent records including paper, microfilm, and document imaging. It also explains state laws for electronic records and discusses issues such as security, indexing records so they may be easily retrieved, and choosing the right electronic format based on the proposed uses of the record. Previous attendance at Records Management Module A is not required.  The next Module C class is on April 26, 2012.  (Link to register: http://library.uthscsa.edu/events/33/records-management-module-c-permanent-electronic-records/)

Records Management – Quick Review is also a hands on class and provides more practice in using the online Records Retention Schedule, completing inventories of records, and filling out Disposition Logs. Most attendees have previously attended Module A but need a review in using and interpreting the online schedule.  The next Quick Review class will be held May 9, 2012.  (Link to register:  http://library.uthscsa.edu/events/35/records-management-quick-review/)

Staff may register for classes through the Knowledge Center at https://kc.uthscsa.edu/kc/login.asp or through the Library Classes web page at http://library.uthscsa.edu/events/. For more information about classes or questions on records management contact Anne Comeaux, Records Management Officer, at 210-567-2428 or comeaux@uthscsa.edu.

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