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. These records can be either physical or electronic in nature.
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.
While some University records are kept permanently due to their enduring historical value, others simply contain routine business information and can be discarded or destroyed after the expiration of their administrative value.
This is the case with almost all of the records that the University departments produce or receive. Once the retention period ends the documents or files should be disposed or deleted.
Contact the Records Officer for more information on best practices for records retention, archiving permanent materials, and preparing expired documents for disposal.
University records are State records and require approval from the Illinois Records Unit prior to disposal.
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.
University records are State records and require approval from the Illinois Records Unit prior to disposal. Before you dispose of records (whether physical or digital) you must submit a request for approval 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