Continuing on from our last post, here’s two more tips on how to better organize your state records according to the records retention schedule.
3. Use filing aids for yourself and others
- For us here at Sul Ross I don’t think loaning out physical files is that big of an issue, but electronic records can and do get messy. As a record holder you are responsible for the retention, preservation, maintenance, and disposal of the records that you create and/or receive on behalf of Sul Ross State University (Government Code, Chapter 441, Subchapter L, Section 441.180, Definitions).
- When a record that you’re responsible for it emailed out all across campus, you have to maintain that email. If individual departments print reference copies of your email, you continuing the chain of duplications. When it comes time to dispose of the record, you will have multiple copies to try and sort through and find in order to ensure full compliance.
- SOLUTION: Only send an attached file to those that really need the document. Duplicate copies are sometimes unnecessary.
4. Maintain consistency throughout your filing program.
- Successfully organizing your files once does not ensure that the files will stay that way. You will need to reorganize and stay reorganized. As with all of the other requirements with records management, getting caught up in one area but letting it fall by the way side a year later just ensures that you’ll have to do it all over again. Constant up keep equals no more headaches.
- SOLUTION: Schedule a Records Inventory so that we can organize everything (according to records management) together. This will ensure that you have help on the day of and continual help for the future.
If you have any questions or would like more help, please don’t hesitate to give us a call!