Records Management
Answer
Records Management:
How to Manage Department Records?
Records are official documentary materials that are made, produced, executed, or received in connection with the transaction of public business.
As an Illinois agency, Governors State is responsible for managing records in compliance with the State Records Act (5 ILCS 160/1), the guidelines of the State Records Commission, and the rules set forth by the Joint Committee of Administrative Rules 4400.
Most records are considered operational and will ultimately be destroyed. Some of the records the university produces are designated as permanent. Permanent records are preserved in accordance with standards put forth by the State Records Unit.
While some departments will create similar types of records, there will be some unique documents and publications that require special consideration. It is best to schedule an evaluation with the Records Officer to develop a schedule and management plan that suits your needs.
For more information about records see Records Management Portal Resource and Records Management Resource Guide
How to manage department records
For information about managing department records, please see both the Records Management Portal and the Guide to Managing Department Records
Individual departments that produce and receive records follow a clear set of guidelines on what to retain and for how long. These guidelines are a result of the departments and the Records Officer working with the rules set forth by the State of Illinois to develop a list called a record schedule.
To find the records schedule for your department go to Records Schedules by Department on the Records Management Portal. If your department doesn’t have an approved records schedule, please contact the University Records Officer to develop one.
While some University records are kept permanently, almost all others will be discarded or destroyed after the expiration of their administrative value.
Your department’s records schedule will contain guidelines on what to retain and for how long. Please refer to your department’s schedule before requesting disposal.
There will sometimes be unique documents and publications that require special consideration. In these cases, please schedule an evaluation with the Records Officer.
You can submit a request to dispose of records using this form: Disposal Form
For questions, assistance, and evaluations, please contact the University Records Officer Erin Sheffner esheffner@govst.edu 708.235.7515