Setting Up a Program

Setting up a records management program within your office requires time, effort, patience, and cooperation from staff. The first step is to appoint a Records Liaison.

The Records Liaison plays an integral role in ensuring that records management is an ongoing process within your office, not a one-time occurrence. Records Liaison functions as the primary point of contact between your office and the University Archives. This individual should be someone who is knowledgeable about the current record keeping practices of your office. The Records Liaison's responsibilities should be incorporated into his or her position description.

The Records Liaison should:

  • Assist with the development and implementation of a records management program.
  • Assist the Records Manager with developing and implementing an efficient and cost-effective recordkeeping system.
  • Maintain control over confidential records, including their access, storage, and destruction.
  • Provide reasonable access to the organization's non-confidential records.
  • Notify the Records Manager of new or obsolete record series.
  • Work with the University Archives in the proper disposition of records when programs and departments are eliminated, transfer, or combined.
  • Identify and oversee the transfer of permanent records to the University Archives.
  • Oversee the transfer of inactive records to Access for storage until their retention has been met.