Records Management Program
The Administrative Services Department/Custodian of Records, Cathy Kimball, has responsibility for administering the Records Management Program at Eastern Illinois University.
Each department at Eastern Illinois Universisty has a Records Retention Schedule that is prepared by the Illinois State Records commission in consultation with the EIU departments and the EIU Records Custodian. 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.
It is necessary to obtain approval from the Illinois State Records Commission to destroy a State Record.
The Illinois State Records Act defines records as the following:
“Record or ‘records’ means all books, papers, maps, photographs, 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 function policies, decisions, procedures, operation, or other activities of the State or of the State Government, or because of the informational data contained therein. Library and museum material made or acquired and preserved solely for reference, and stocks of publications and of processed documents are not included within the definition of records as used in this Act.”
Prior to destruction of a state record ,a department must complete a "Records Disposal Certificate". The item number from the “Application”, the title of each record series, inclusive dates and cubic feet of each record that is to be disposed of must be recorded on the Record Disposal Certificate. Several records series titles may be included on each disposal certificate.
Upon Completion, the "Records Disposal Certificate" should be sent to the Eastern Illinois University Records Custodian, Cathy Kimball, Administrative Services, for review and submission to the Illinois State Records Commission for Approval to destroy. Upon such approval, the Records Custodian notifies the department and by sending a copy of the "Approved" certificate.
To send boxes FOR DISPOSAL:
Send an e-mail to eiumaint@eiu.edu and carbon copy clkimball@eiu.edu. A work order will be created for FPM Movers to pick up and deliver the boxes.
Include the following information in the e-mail:
| Description: | Number of boxes |
| Pick up at: | |
| Department: | Your Department |
| Buildings: | Your Building |
| Room/Location: | Your Room/Location |
| Requested by: | Your Name |
| Phone: | Your Department Phone Number |
| Move to: | |
| Department: | Records Storage Center |
| Building: | FPM South |
| Room/Location | Basement |
Tape a copy of "Approved Disposal Certificate" on top of the box to be shredded.
Questions regarding these procedures may be directed to Cathy Kimball.
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 a Records Center sized box which is 10" x l2" x l5". 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.
NOTE: If there is no Item Number in the Records Retention Schedule you need to update the retention schedule.
3) Both transmittal sheets should be completed in full including filling out the following:
a) Box Prepared By:
b) Date completed
c) Phone number of department
d) Department
e) Application number (obtained from Records Retention Schedule)
f) Item number of Record (also obtained from Records Retention Schedule)
g) Exact Records Series Title (also obtained from Records Retention Schedule)
h) Period stored in the box
i) Years to be retained (as per the Records Retention Schedule)
j) Destruction date
Boxes will not be accepted in the departmental Records Center without the above requirements completed.
To send boxes FOR STORAGE:
Send an e-mail to eiumaint@eiu.edu and carbon copy clkimball@eiu.edu. A work order will be created for FPM Movers to pick up and deliver the boxes.
Include the following information in the e-mail:
| Description: | Number of boxes |
| Pick up at: | |
| Department: | Your Department |
| Buildings: | Your Building |
| Room/Location: | Your Room/Location |
| Requested by: | Your Name |
| Phone: | Your Department Phone Number |
| Move to: | |
| Department: | Records Storage Center |
| Building: | FPM South |
| Room/Location | Basement |
