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Records & Information Management

The Records & Information Manager, Cathy Kimball, has responsibility for administering the Records & Information Management Program at Eastern Illinois University.

All state entities must follow the Illinois State Records Act, which defines records and the following:

Records - All books, papers, digitized electronic material, maps, photographs, databases, or other official documentary materials, regardless of physical form or characteristics, made produced, executed, or received by any agency in the State in pursuance of State law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the State or of the State Government, or because of the informational data contained therein. [5ILCS160/]


Definition of Historical Value as Defined in the State Records Commission Rules - Title 44, Section 4400.20 Definitions:

Research, Historical, or Archival Value - Records that document a specific State program, a unique program, a departure from previous State policy, formation of public policy, the activities of an important government official, or a trend or movement by the citizenry.

Additional Records Definitions can be found at:
http://www.ilga.gov/comission/jcar/admincode/044/044044000000200R.html

 

Guidelines for Scanning and Electronic Records

 

     Sustainable Forms

 

     Scanning Decision Making Tree

 

 

Update of Records Retention Schedules

Each department at Eastern Illinois University has a Records Retention Schedule that is prepared by the Illinois State Records Commission in consultation with the EIU Departments and the EIU Records Manager. Additions and corrections need to be made to the Records Retention Schedule periodically. It is the responsibility of the Department to initiate the additions and corrections to the schedules. Contact the Records Custodian, 581-3318, to begin the process.

Departments must follow the retention schedules for disposition of the records.

A Disposal Certificate must be submitted and approved before any records can be shred.

Records & Information Management Best Practices

International ARMA promotes “Best Practices” by utilizing The Principles®.  Review The Principles® for implementation in your department’s record keeping practices.

Agency Wide Retention Schedule

The State Records Commission has approved the two retention items; listed under Agency-Wide, Application Number 10-12.
100.01 (PDF) Credit Card Files (Originals) (Hardcopy and Electronic)
100.02 (PDF) Employee Search Commitee Files for Hires and Non-Hires (Hardcopy and Electronic)
You will use this Application number and retention item for your disposal certificate requests.

Record Disposal Request

Each Departmental Records Coordinator must complete and submit a Records Disposal Certificate to the EIU Records Manager, Cathy Kimball at clkimball@eiu.edu. (Do not send to the State Records Commission.) Records Retention information to complete the disposal certificate will be found in your Departmental Records Retention Schedule. More than one record item can be included on each disposal certificate. When completing the document, the item name must be typed exactly as shown in the Department's Retention Schedule.

Upon completion, the "Records Disposal Certificate" must be sent to EIU Records Manager for review and submission to the Illinois State Records Commission for approval to destroy. Upon receipt of approval from the State Records Commission , the EIU Records Manager will send a copy of the approval form back to the departmental records contact. This step usually is completed within 20 business days. No paper can be destroyed until the certificate is approved by the State Records Commission. See the approval date found in bottom right corner of document.

If any of your records are microfilmed or digitized, you must sign the Disposal Certificate in the bottom left hand corner of the form; then forward to the EIU Records Manager. 

Destruction Certificate Log

If the department chooses to shred documents within the department (using a 3/8-inch shredder according to State rules), then the departmental contact must prepare and sign the Destruction Certification Log that describes what records have been destroyed, the method of destruction, who destroyed the records and the date of destruction. After the Destruction Certificate is completed, the Departmental Contact must forward the original completed form to the EIU Records Manager. If the records are sent to the Records Storage Center (RSC) for disposal, then the EIU Records Manager is responsible for completion of the destruction certificate.


 To send boxes FOR DISPOSAL:

Send an e-mail to Cathy Kimball, clkimball@eiu.edu.

When sending boxes to the Records Storage Center, you may wish to secure the box(es) by using clear packing tape. One or two strips of tape placed in both directions on the top of the box are recommended.

Take a copy of "Approved Disposal Certificate" on top of each box to be shredded.

Include the following information in the e-mail:

Description
Number of Boxes
Pick up at
Your Department
Your Building
Your Room/Location
Your Name
Your Department Phone Number
Move to
Records Storage Center
FPM South
Basement

Questions regarding these procedures may be directed to Cathy Kimball, clkimball@eiu.edu.


Record Storage Procedures

There is limited space for records to be stored in the Records Center. Requirements for storing documents in the Records Center are:

1) Records must be in an approved Bankers Box which is 10" X 12" X 15". Boxes are available through EIU Office Supply company. Other sized boxes will not be accepted.

2) Each box must be accompanied with two copies of the transmittal form for inactive records transferring in the box.

3) Send the transmittal form to Cathy Kimball, clkimball@eiu.edu - Prior to request to store boxes. The Record Manager will verify form and then allow boxes to be delivered.

Boxes will not be accepted in the departmental Records Center without the above requirements completed.


To send boxes FOR STORAGE

Send an email to Cathy Kimball, clkimball@eiu.edu.

When sending boxes to the Records Storage Center, you may wish to secure the box(es) by using clear packing tape. One or two strips of tape placed in both directions on the top of the box are recommended. For Storage: continue to place two copies of the "Inactive Transmittal Form" in the top of the bankers box.

Include the following information in the e-mail:

Description
Number of Boxes
Pick up at
Your Department
Your Building
Your Room/Location
Your Name
Your Department Phone Number
Move to
Records Storage Center
FPM South
Basement


Retrieval of Stored Records

Retrieval of Records should be requested at least 24 hours in advance of time needed. Retrieval requires only a call (581-3318) or an e-mail to Cathy Kimball (clkimball@eiu.edu), giving the information necessary to retrieve the box in which the desired record is located. 

The staff of Records Management appreciates your cooperation in this matter.  Your cooperation allows us to better serve the offices on campus by meeting their needs in an efficient and timely manner.

Archive of Records

All records to be transferred to be legal custody of University Archives (located in Booth Library) for permanent retention must be accompanied by this form, Archives Records Transfer Form. Place three (3) copies of the form in the top of the box.

The University Archivist will return one copy to the submitting department, forward one copy to the Records Manager, and retain the third copy for the Archive records.

To have boxes transferred to the University Archives, send a copy of the Archives Records Transfer Form in an e-mail to Cathy Kimball, EIU Records Manager. Cathy will review the form and ask movers to complete the delivery.

State and Local Government Records Management Programs Resources

State Records Management Services

For disposal of e-records; to find volume:

When completing the "Records Disposal Certificate" for electronic records, you must tell the State how many units of information you want to delete. To determine the volume for disposal, follow this guideline:

Go to my computer

(Insert all of your documents into one folder-so you will have the total that you want to dispose in one location)

Right click on the folder

Scroll down and click on properties

Size on disk - will tell you how many KB (kilobytes), MB (megabytes), GB (gigabytes), TB (terabytes)

This information must be included on the disposal certificate; in the cubic feet column. Under "Method of Disposal" write "delete" for e-records; (type shred for paper documents)


Call the Records Manager at 581-3318 if you have any questions.

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