Overview

This guide is intended to tell you the basics of completing the Records Management Liaison Training on the UWF Campus course to become a Records Management Liaison for your office.

General Info


Why do we need Records Management Liaison Training?

Records management is more than retention, storage, and disposition of records; it entails all record-keeping requirements and practices that allow an organization to establish and maintain control over information flow and administrative operations. Florida's records management program is authorized by section 257.36, Florida Statutes and applies to records of public agencies as defined in 119.011(12), F.S.

Records management is the management of records throughout their life cycle, from their creation through active use, inactive storage, and final disposition. Among the many benefits of records management are:

  • Space savings
  • Reduced expenses for filing equipment
  • Increased efficiency of information retrieval
  • Compliance with records retention requirements
  • Identification and protection of vital records
  • Control over creation of new records
  • Identification of historical records

Who needs training? How often?

Each department on campus should designate a Records Management Liaison. This may be accomplished by completing the Records Departmental Liaison Form.

To view the list of current Records Management Liaisons, click here.

How do I take the training?

You can access the training through SCOOP in MyUWF or by following the link in the References section below. After viewing the Records Management presentation, you will take a quiz. If you pass the quiz, you will have completed the training. For more details, please see the yellow panel on the right.

Responsibilities

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.

  1. 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.
  2. 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.
  3. 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 an electronic record and the hard copy records can move straight to disposition.
  4. Once the forms are completed, email them to the Records Manager (records@uwf.edu) for review. If everything is correct on the forms, A day and time will be arranged for box pick up.
  5. Please do NOT use 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.

Phillip Burt, Records Manager
records@uwf.edu
Office: 850.474.2693

References

How do I obtain this Certification?

The training is offered in an online-only format through SCOOP

Upon passing the quiz, your completion badge will automatically update in SCOOP in about an hour. The training can be reviewed at any point after completing it.