Overview

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?

Business and Auxiliary Services Marketing also works with the Records Manager to maintain a Records Management Liaison list on the Google Drive.  This is a spreadsheet which lists the “records liaison” for each University department. Each department on campus should designate a Records Management Liaison. This may be accomplished by completing the Records Departmental Liaison Form.

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 a 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 pick up of the boxes.
5. Please do NOT use our 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.