Records Management is a system to control the creation, organization,
use, retention, disposal, and selective preservation of public records.
For South Carolina State Institutions, such as Coastal Carolina University,
Records Management ensures that administrative and academic records
are maintained and destroyed in accordance with the South Carolina Public
Records Act of 1973, as amended in 1990.
What
Constitutes a Public Record?
According to the South Carolina Public
Records Act and Freedom
of Information Act, public records are defined as "all books,
papers, maps, photographs, cards, tapes, recordings, or other documentary
materials regardless of physical form or characteristics prepared, owned,
used, in the possession of, or retained by a public body." This
broad definition includes materials such as paper, microfilm, electronic
records (such as computer disk), maps, photographs, films, sound recording,
etc.
Why Records Management?
All government agencies in
South
Carolina
are required by law to maintain a records
management program in compliance with S.C. Department of Archives and History
guidelines. Beyond setting a standard for the storage, retention, disposal,
selective preservation and permanent retention of records, records management
programs increase institutional effectiveness by facilitating:
quick and easy information retrieval;
efficient use of office space and equipment;
protection and preservation of permanent,
confidential and vital records;
proper documentation
of the disposition of records that may be required for audits, investigations,
or lawsuits; and
economic use of capital.
Records Management at Coastal
Carolina University
As
a State Agency of South Carolina,
Coastal Carolina University is required to create, maintain, and properly preserve or dispose of records
that document University policies, procedures, functions and decisions. At
Coastal, these responsibilities fall under the supervision of the Office of
Institutional Research and Assessment.
As the administrative
body of University Records Management, the Office of Institutional Research
and Assessment:
oversees
University adherence to approved records management policies and procedures
in order to ensure compliance with the South Carolina Public Records Act;
monitors
established retention and disposition schedules;
assists
departments and administrative offices in identifying and standardizing
records retention/disposition practices;
and
promotes a systematic and uniform disposition of
the University's vital records.
If you would like further information about Records Management at Coastal
Carolina University, please visit our tutorialto
view a PowerPoint presentation, or contact Christine Mee, Director of
Institutional Research and Assessment, at christin@coastal.edu
What is a Retention Schedule?
A retention schedule is a legal document that describes a series
of records and specifies how long those records must be retained
in active and inactive storage before their final disposition to the state
archives, permanent storage, or destruction.
