The primary purpose of the Internal Services / Records Management Division is the scanning and retention of permanent records, retrieval of records as requested, and providing destruction of records when the retention period has been met.
The Records Management Division is responsible for legal and public requests of archived records (5 years after intended graduation date) of former students of our school district.
The Records Management Division stores and retrieves records in the warehouse in a safe, secure and climate controlled environment. It is the responsibility of the Records Management Department to properly dispose of these records in accordance with the policies of the Department of State, Library and Archives. It is also the responsibility of the Records Management Department to scan into an electronic system all records of a permanent retention to guarantee their preservation.
Benefits of a Well-Run Records Management Operation:
- Space savings. Space savings is the most immediately realized benefit of a records management program. By implementing retention schedules and systematically destroying records that have met their retention requirements, an organization can significantly reduce the space occupied by records.
- Reduced expenditures for filing equipment. Appropriate disposition of records can greatly reduce the need for filing cabinets, file folders, electronic storage media, etc.
- Increased efficiency in retrieval of information. Retrieval of information is made more efficient through improved management of paper records systems and through cost-effective and efficient implementation of non-paper systems, such as electronic document imaging and micrographics. An added benefit in improving filing systems is the reduction of misfiles and lost records, which can result in costly searches to locate needed records.
- Compliance with legal retention requirements and the establishment of administrative, fiscal, and historical retention requirements. The hallmark of a good records management program is the establishment of retention requirements based upon an analysis of the records’ legal, fiscal, administrative, and historical requirements and values. In the absence of such requirements, many organizations either destroy records that should be retained or retain everything, thereby taking a legal risk or assuming unnecessary operating costs.
- Protection of vital records. Records management’s involvement in identifying vital records and in preparing a carefully designed disaster recovery plan can help an organization reduce its vulnerability. The destruction of important records can cost an organization millions of dollars and threaten the organization’s ability to function, thus jeopardizing its existence.
- Control over creation of new records. A significant percentage of the cost of information is in records creation. Records management, forms management, and reports management can help reduce the proliferation of unnecessary reports, documents, and copies, and at the same time improve the effectiveness of those reports and documents that do need to be created.