Welcome to the records management program at Chicago State University
All University employees are required to maintain university records for minimum
time periods stipulated by the State University Records Retention Schedule.
In order to destroy records, employees must submit information to the University
Records Manager, including the name of the records as found in the retention
schedule.
Quick guide to schedules and certificates
Records Management Services
Located in the Chicago State University Library Room 332 Records Management Services
manages and oversees University compliance with state and federal laws and
regulations relating to the preservation and destruction of electronic and
paper information.
The program is the legal authority, designated by the University and by
the State of Illinois, to determine how long electronic and paper records
and information must be retained. The office is responsible for developing
Records Retention Schedules that identify records created or received by
the University and specify how long those records must be retained. It is
responsible for establishing standards, relating to University business
requirements and needs, which ensure the legal legitimacy of University
record-keeping systems. The program counsels and advises the University
administration on the implementation of policy and procedure which promotes
adherence to these standards and minimizes risk. It provides a wide range
of services which are designed to help ensure the University is meeting
its record-keeping responsibilities.
Definition of a record
Record—Public records are defined as: “any recorded data or information
relating to the conduct of the public's business—prepared, owned, used,
received, or retained by a public agency, whether such data or information
be handwritten, typed, tape-recorded, printed, Photostatted, photographed,
or recorded by any other method.”
Non-Record—The above definition is very broad. The physical characteristics
of non-record materials are the same as record materials.
The differences
between a non-record and a record are the reasons for keeping the information
and how the information is used. Now, more and more information is kept
in a non-paper format. When you examine the records kept by an office, you
may find that information is kept in machine-readable format as well as
hard copy.
Making a distinction
You will have to make the distinction between the record and
the non-record copy.
The (non-record) examples listed below can be used to distinguish records
from non-record items:
- Extra copies kept only for convenience.
- Informational copies of correspondence and other papers on which no
documented administrative action is taken.
- Duplicate copies of documents maintained in the same file.
- Requests from the public for basic information such as manuals and forms
that do not have any administrative retention requirements.
- Transmittal letters that do not add information to that contained in
the transmitted material.
- Reproduced or published material received from other offices which requires
no action and is not required for documentary purposes. The originating
agency is required to maintain the record copy.
- Catalogs, trade journals, and other publications or papers received
which require no action and are not part of a case upon which foreseeable
action will be taken.
- Library or museum material collected for informational or exhibition
purposes.
- Stocks of publications, forms, or other printed documents which become
obsolete or outdated due to revision. The originating agency should maintain
a record copy.
- Working papers, preliminary drafts, or other material summarized in
final or other form and which have no value once action has been taken.
What is a university record?
University records include information, regardless of physical form or characteristics
that have been created or received by the Chicago State University. These
records may include: correspondence, reports, studies, data, maps, drawings,
photographs, email, audio and visual recordings, administrative logs or
other documents whether on paper, computer (magnetic tape, disk, or hard
drive), film or other media.
University records are public records and may not be destroyed, transferred
to the University Records Center, or transferred to the University Archives
without an official retention period approved by the State Records Committee.
However, please note that records pertaining to ongoing or pending audits
or judicial or public disclosure proceedings must not be destroyed until
the issue is resolved.
Record series—A group of similar or related records that are normally
used and filed as a unit and can be evaluated as a unit for determining
the record retention period. All of the records that make up a record series
must have the same retention periods. You cannot break up a record series
into individual records and give each record a different retention period.
Records Retention Schedule—A comprehensive list of record series which
indicates for each series the length of time it is to be maintained until
it is reviewed for destruction or archival retention. It also indicates
retention in active and inactive storage areas.
Disposition of State Records
State records may only be disposed of after the approved retention period
has expired and the completed Disposal request authorization form has been
signed and returned to the responsible University office.
What is my responsibility for university records?
Each University office has primary legal responsibility for the proper care
and management of its records.
To meet this responsibility each office should designate a Records Authority
and a Records Coordinator. The same person may fill both positions.
The Records Authority has final approval for both the disposition of records
and for departmental retention schedules. The Records Coordinator administers
all day-to-day transactions associated with the office's records-related
functions. This can include files organization and maintenance, implementation
of retention schedules, inactive records storage, and records destruction.
The Records Coordinator also acts as liaison with University Records Management
Services.
What services are available to help me?
The following free services are provided to University offices:
- Management of Electronic Records
- Development of Records Retention Schedule
- Training / Workshops
- Assistance with Vital Records Identification, Protection, and Recovery.
- File Management- Electronic and Paper
If you have questions, do not hesitate to email the University Archives or telephone
- (773) 995-2246 - General Office
- (773) 821-2817 - Records Section
For information about local and state records:
