And, in a worst case scenario, should you be caught up in litigation or the like, prove that. Storage format as a basic principle in records management, the legal and operational value of a record. Versatile retention is a complete schedule management and research solution that gives your business total control over your retention schedule. Well be sure to get back to you as soon as possible. Records retention schedule information governance solutions. All records need to have established retention periods. Dalhousies school of information management sim provides innovative information programs for students at all levels, focused on the management of information, people and technology. Arma edmonton serving records and information management. This course will assist you in making those decisions based upon certain characteristics of the records. It is a policy document that defines an organizations legal and compliance recordkeeping requirements. Retention management for records and information tr arma. Because this endtoend solution addresses both the aggregation of relevant policies and the management and execution of the document retention schedule, you can be sure your organization is compliant with minimal manual work.
Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companys lifecycle. Despite their ephemeral nature, social media posts are not categorically exempt from a record retention schedule. She is responsible for developing retention and disposal schedules for public records, training government employees about best practices for records management, state of michigan records center operations, providing recordkeeping system consulting, business. A comprehensive, legallysound records retention schedule must be developed and strictly followed so that the company is not held liable for problems that could have been avoided in the first place. Write the schedule the following words are banned from records retention schedule titles. Versatile record retention software compliance zasio.
Defining the length of time a record should be retained, assists in the process of determining the most efficient and appropriate methods of creating, storing and disseminating them. A current records retention schedule is a critical component of any records management program. Record retention schedule templates 11 free docs xlsx records retention schedule form accounts payable family and home records management software document chan. Records retention and document retention software hyland. Our blendedonline industryfocused master of information management program is designed for midcareer professional and perfectly aligns information management im theory with daytoday. April is records and information management awareness month. Think about participating in our programming schedule by signing up to be a speaker, writer or volunteer for our programming committee. A guide to 100 commonly encountered record series, author bill saffady takes a unique approach to providing retention guidance for records in 14 functional areas.
How to designa records retention program how to builda records retention schedule how to implementa records retention schedule. We offer complete retention management and research tools. Fill out the form below or call us today at 3037217500 for all your records retention needs. Since 2002, gimmal has been dedicated to solving information governance problems with software that captures, manages, governs, and archives information so you can focus on your core mission. Advanced retention schedule and legal holds management. The retention requirements for an organizations records are recorded on an approved retention schedule, which is a comprehensive list of records series a group of related records that are filedused together that indicates for each series the length of time it is to be maintained and how it is to be disposed of. Rm includes everything from the creation of a record to its disposal. For example, in the state of maine, the definition for a public record is. Where legal provisions govern retention periods, they must be integrated into a corporations retention schedule. The retention schedule is a legal authority that needs to include. Records retention schedules for all local government agencies. General retention schedule a records retention schedule for a general records series. A records retention schedule is a policy that defines how long data items must be kept and provides disposal guidelines for how data items should be discarded. Use a templating tool to construct an edrmsready retention schedule 3.
Novemberdecember 2007 the information management journal association news hot off the press. Record retention schedule for individuals it is important to keep your personal records for the purposes of tax return preparation, personal use, and emergency situations. Properly structure case records for modern recordkeeping software 4. Please use this form to assess your offices compliance with baylors records retention and archival policy bupp 038 so that you can evaluate your offices current status and set goals for implementation. With sarbanesoxley, litigation and the move toward managed electronic information, records retention has become a concern for many organizations. How to develop a retention schedule emerald insight. A records retention schedule is the cornerstone of an effective records management program. Arma international 2008 is an ideal venue to unveil our new solution and its unique approach to records retention, which enables users to build a schedule in a quick and legally responsible manner. Establish a records retention schedule for your business.
Virgo assures the rim professional that the records retention policy meets legal scrutiny for not only retention but critical disposition of highly charged and sensitive data. The records retention schedule is compiled by a records and information management rim professional using best practices and methodology. Information management novemberdecember 2016 page 40. During the progression of lifecycle document management, you will find yourself holding onto documents that. Fundamentals of records retention schedule iron mountain. Software quickly builds records retention schedules. A company implements a records retention schedule in order to ensure that its records are kept as long as legally and operationally required and that obsolete records are disposed of in a systematic. To purchase a hardcopy version of this publication, please visit here in u. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. Afterward, operational needs may be considered, but will never drive the period of retention below that required by law. Arma delivers the resources you need to succeed in a world filled with big data, blockchain, risk compliance and changes in technology. Records management, retention if ever there was a book for living up to the wellknown advertising slogan of doing exactly. Hard copyprinted copy of a record that can be read without use of mechanical assistance arma international.
Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition. Essentially, it comprises anything that is part of a business transaction. The retention schedule is an important element in the whole life management of university records. These documents should be kept in a very safe place, like a safety deposit box. Local government records retention schedules alphabetical list. Using the principles to guide edrm software decisions. Local government records retention schedules washington. Arma international serves professionals in the records, data and information governance industry looking to further their education, stay up to date on the latest news and network with other information management individuals. All records retention schedules approved by the local records committee are provided below. Check them out on our board members page check out our new publication the armayeg connector. An approved legal document that specifies minimum retention periods for a record series and gives agencies ongoing disposition authority after approved retention periods are met 3. Create an unlimited number of retention schedule records series and legal holds and configure these based upon specific metadata.
The primary objective of cadence groups records retention schedule development methodology is to support simplified records retention practices, so that employees can easily use, and management can easily administer, the schedule. It allows you to identify what information your organization generates and where it is maintained in order to assess the associated risk and. Local government common records retention schedule core local government records retention schedules by type of agency. Records retention developing a practical document retention and destruction schedule is an important part of an organizations overall document management strategy. Your honest assessment will help your offices vp or dean determine needs and plan training. Arma canada region connects you with likeminded information management professionals across the country.
This begins with gathering information by conducting a records inventory and interviewing staff to determine what records exist, their formats, their origin, and who accesses them. Procedures and issues for managing electronic messages as records ansiarma tr 022007 and requirements for managing electronic messages as records ansiarma 92004 arma international is promoting its keeping good company dvdbased. Online records management certificate from university of. Describe the retention schedule requirements of modern recordkeeping software 2. Each entry begins with a description that defines the record series, explains its business purpose, and lists examples of. Be part of the new and alwaysevolving world of information management as an attendee, vendor, speaker. Retention management for records and information arma international tr 272015 pdf this technical report pdf, which replaces the 2005 guideline by the same title, covers activities pertinent to managing the retention of records and informationregardless of media or formatas an organization applies those elements in accordance with the needs of the business and. Virgo records retention schedule software informs you of information governance requirements that include retention, privacy, storage, location, format and more. Sam beland currently works for the state of michigan as a records managementinformation governance and business analyst professional. President, greater sacramento capitol chapter of arma expert in imanage govern records manager software not a lawyer nitza medinagarcia, crm hunter college, nyc 1998. Home improvement records hold for at least 3 years after the due date for the tax return that includes the income or loss on the asset when its sold marriage licenses.
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