Tag Archives: Records Management

Spring 2012 Records Quarterly Now Available

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Records Quarterly Cover Spring 2012The Spring 2010 edition of Records Quarterly, the newsletter of University of Cincinnati Records Management, is now available on the records management website at http://www.libraries.uc.edu/libraries/arb/records_management/recordsquarterly.html. Articles in this issue include:

  • Managing Email Messages as University Records – Learn how to identify record material in your inbox and how to organize and maintain those records.
  • Case Study: DAAP Student Records – See how DAAP was able to streamline student recordkeeping by centralizing responsibility.
  • Records in the Cloud – Discover the world of cloud computing and learn about the special things you need to consider when creating and storing University records there.

You will also find announcements for the spring Information to Records Management workshops and the spring shredding event.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

Fall 2011 Records Quarterly Now Available

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By Janice Schulz

The Fall 2011 edition of Records Quarterly is now available on the records management website. Articles in this issue include:

  • Hybrid Records Environments – Learn how to efficiently manage both paper and electronic records in your business processes.
  • Retention Requirements for Patient Medical Records – Gain insight into some of the key legal statutes that need to be considered when deciding on retention policies for patient files.
  • Disposing of Electronic Records – Discover the unique challenges associated with disposing of electronic records and how to do so in a compliant and secure manner.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

Records Management Workshops Scheduled

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By Janice Schulz

The next Introduction to Records Management workshops will be held October 11 and October 13.

During this workshop we will discuss the benefits you will receive from efficiently managing your records, UC’s records program, your role as a keeper of public records, the definition of a “record,” how to perform records inventories, the development of records retention schedules and proper means of records disposal.

Both sessions will be held in Blegen Library’s Marge Schott Seminar Room from 9:00 a.m. to 11:00 a.m. The workshops are free, but registration is required. You only need to register for one session; the same information will be presented at both.

Register here: http://www.surveymonkey.com/s/XQRF9CR. When you see SurveyMonkey’s “Thank you for taking this survey” page your registration has been sent.

Who should attend?
These workshops are for new records officers who have not been introduced to records management at UC and existing records officers who need a refresher as well as anyone responsible for managing University records.

Would you like these workshops presented in your office? Please contact Janice Schulz to schedule a custom workshop geared to the needs of your staff.

UC Records Management Logo

The Ohio Electronic Records Committee

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By Janice Schulz

The Ohio Electronic Records Committee (OhioERC) is a statewide group of records managers, archivists, legal professionals, and information technology professionals devoted to providing guidance for the management of electronic records in Ohio’s state agencies. There are currently twenty members, including representatives from state, county, and local government and Ohio’s public universities. University of Cincinnati Records Manager Janice Schulz has served on the OhioERC since 2006 and was elected as Secretary in 2008. Continue reading →

Summer 2011 Records Quarterly Now Available

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Records Quarterly Cover

By Janice Schulz

The Summer 2011 edition of Records Quarterly, the newsletter of University of Cincinnati Records Management, is now available on the records management website at http://www.libraries.uc.edu/libraries/arb/records_management/recordsquarterly.html. This issue features articles about managing databases as records, making electronic documents searchable and protected information.  Also included is information about the recent Ohio budget bill’s impact on public records laws.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

2011 Ohio Sunshine Laws Manual Available

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By Janice Schulz

Cover Ohio Sunshine LawsAs a State of Ohio public entity, the University of Cincinnati is required to adhere to Ohio’s public records laws. The laws can be found in Ohio Revised Code 149.43, but interpretation can be tricky. To assist Ohio agencies and citizens with understanding and applying both the public records laws and the open meeting laws, collectively known as “sunshine laws,” the Ohio Attorney General and the Ohio Auditor of State have jointly published the Ohio Sunshine Laws Manual. In plain language, the manual describes what a public record is, how to request records, exceptions to the law, enforcement of the law, and obligations of public offices. Like many state laws, interpretation of the public records laws happens during actual court cases, and the manual is updated annually to include new and/or different interpretations that affect how we need to comply. The 2011 Sunshine Manual can be viewed and downloaded free of charge and hard copies, also free of charge, can be requested on the Ohio Attorney General’s website.

Continue reading →

Summer 2010 Records Quarterly Now Available

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Records Quarterly Summer 2010The Summer 2010 edition of Records Quarterly, the newsletter of University of Cincinnati Records Management, is now available on the records management website at http://www.libraries.uc.edu/libraries/arb/records_management/recordsquarterly.html. This issue features articles about the proper use of computer backups, upcoming UC electronic records management policies and procedures, and how to determine the administrative value of records.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

– Written by Janice Schulz

Spring 2010 Records Quarterly Now Available

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Records Quarterly, Spring 2010The Spring 2010 edition of Records Quarterly, the newsletter of University of Cincinnati Records Management, is now available on the records management website at http://www.libraries.uc.edu/libraries/arb/records_management/recordsquarterly.html. This issue includes articles about how you can improve your workflow processes and things you need to consider when creating records in a collaborative environment, such as committee work.  Additionally, the final installment of our series on the history of records at UC takes us from the beginning of automated records processes in 1949 to the present.

Records Quarterly is distributed electronically via the Records Management website. Subscribers to the Records Management Listserv will receive notification of new issues automatically. You can sign up for the listserv by going to the subscription page at https://listserv.uc.edu/cgi-bin/wa.exe?A0=LIB-RECMGMT, or by sending an email to Janice.Schulz@uc.edu. Please include your name and email address and use “listserv sign-up” in the subject line.

– Janice Schulz

Records Management News and Workshop Announcements

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The March 2010 Records Update is now available on the Records Management website at http://www.libraries.uc.edu/libraries/arb/records_management/recordsupdate0310.html.  Records Update is published between issues of Records Quarterly to keep you up-to-date on timely records management topics. This update includes information about an updated Sunshine Law manual and Sunshine week as well as summaries of public records cases that were decided in the courts of Ohio within the past month and records in the news.

Spring workshop offerings have been announced in conjunction with Records and Information Management Month. Two sessions of our introductory workshop will be offered as well as two sessions of a new workshop on the management of email and electronic records. Participation in these workshops is free, however registration is required and each session is limited to 40 people. For more information and to register please go to http://www.libraries.uc.edu/libraries/arb/records_management/workshops.html.

Winter 2010 Records Quarterly Now Available

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rqwinter2010_40pThe Winter 2010 edition of Records Quarterly, the newsletter of University of Cincinnati Records Management, is now available on the records management website . This issue features articles about records retention schedules and the recent shredding event sponsored by Information Security, as well as the continuation of our series on the history of records at UC. The current installment discusses records from the founding of the University of Cincinnati to the eve of the introduction of the university’s first computer. Continue reading →