Records Management Policy Statement
Records management is the systematic control of information from creation or receipt, through processing and use, until final disposition, either destruction or placement in an archive. The UND School of Medicine & Health Sciences (SMHS) is committed to developing a comprehensive records management program which will increase personnel productivity, establish the length of time each department must retain its records, and protect the SMHS from litigation regarding its recordkeeping practices. The goal of the records management program is to provide the right information to the right person at the right time at the lowest possible cost.
All records management services for the School of Medicine & Health Sciences are provided by the records manager. The records manager is responsible for the development of a comprehensive records management program. This program includes but is not limited to the following:
- Establishing standard filing procedures and working to assure conformity with those procedures.
- Reviewing records management operations for departmental and office records.
- Selecting standard filing equipment and supplies.
- Developing and maintaining records retention schedules.
- Assisting departments and offices with the storage of active and inactive records.
- Reviewing and approving or disapproving destruction of records.
- Maintaining certificate of destruction forms for records destroyed by departments and offices.
- Establishing and maintaining a Vital Records Program.
- Establishing and maintaining a Disaster Recovery Program.
- Developing and implementing guidelines for the management of magnetic and electronic records.
- Coordinating all records management educational and training programs within the SMHS.
This policy shall be reviewed and updated as needed.