Records Management Program
The Administrative Services Department/Custodian of Records, Cathy Kimball, has responsibility for administering the Records Management Program at Eastern Illinois University.
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.”
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.
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 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.
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 Committee Files for Hires and Non-Hires (Hardcopy and Electronic)
You will use this Application number and retention item for your disposal certificate requests.
Departments must follow the retention schedules for disposition of the records.
Prior to disposal, the Illinois State Records Commission must approve the destruction of all state records.
The departmental contact must complete and submit a Records Disposal Certificate to the EIU Records Manager. Information to complete the disposal certificate will be found on the 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, the Records Manager will send a copy of the approved form back to the department contact. This step usually is completed within 20 business days. Disposal of the records must not occur until on or after the date shown on the certificate (found in bottom right corner of document).
If the department chooses to shred documents within the department (using a 3/8” cross-cut shredder according to state rules), then the departmental contact must prepare and sign the Destruction Certification Form 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 completed form to the EIU Records Manager. If the records are sent to the Records Storage Center 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 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 or you may complete the Property Control Moving Request form.
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.
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 or you may complete the Property Control Moving Request form. You do not need to do both.
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: | |
| 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 |
State Records Management Services
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.
Or you may complete the Property Control Moving Request form. You do not need to do both. Or you may complete the Property Control Moving Request form. You do not need to do both.
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.
