Frequently Asked Questions (FAQ)
What is records management?
The field of management responsible for the systematic control of records throughout their life from creation, maintenance, and utilization to permanent retention, archive and preservation or disposition.
How should records requests be submitted?
Patient Records – Contact Emory Healthcare
Student Records – Contact the University Registrar for student transcripts and degree or enrollment verification
Police Records (Criminal History, Public Records, Police Reports) – Contact Emory University Police Department
How long should records be kept or retained before destroying them?
Use Emory’s records retention schedule to determine how long records should be maintained prior to destruction.
Can paper records be destroyed after being converted to an electronic format?
Electronic records are as legitimate as their physical counterparts. The retention schedule should be applied to the record format that the Department has as its official record. Any duplicates of the official record are considered reference files and may be destroyed when there is no longer a need to retain the duplicate. If the official record is an electronic record, the Department must ensure that the electronic record complies with the records retention schedule and access regulations. In general, the original paper record may be disposed of any time after it has been transferred to an electronic recordkeeping system as long as the electronic format is an exact and accurate representation of the hard copy original format and is readily available for review. The electronic recordkeeping system must have reasonable controls to ensure integrity, accuracy, authenticity, and reliability of the records kept in electronic format. The system must also be capable of retaining, preserving, retrieving, and reproducing the electronic records and be able to readily convert paper originals stored in electronic format back to legible and readable paper copies. In addition, the original paper record may not be disposed of if the electronic copy would not accurately reproduce the original record.
How do I request records management training or consultations?
Contact the records manager to request customized training and consultations.
How do I store records offsite?
View the offsite storage procedure on the records management website.
How much does it cost to store records offsite?
All costs associated with offsite storage may be viewed on the records management website in the Access rate schedule (PDF) Emory has in place with Access Information Management.
Can I transfer all records to offsite storage?
No, only inactive records with long term or permanent retention should be transferred to offsite storage. Active records should remain in offices because there is a need for continued access. Records that are eligible for destruction should be destroyed. To prevent costs associated with offsite storage, inactive records may be stored in office space if there is adequate and sufficient room to store them.
Does the records retention schedule ever change?
Yes, a very small percentage of schedules will change each year. So, please utilize schedules from the website in real time and do not print to ensure the use of the most updated schedules.
Can I trash records in my office space when they are eligible for destruction?
Yes, records that are eligible for destruction may be shredded using the confidential storage bins if the records are confidential in nature. Records that are not confidential may be thrown in the recycling bin. There is a cost associated with offsite storage vendors destroying records. Please view the records destruction procedure for more information.