Records Management

RIMS is the campus authority responsible for implementation and governance over records management practices consistent with regulatory requirements and university policy.  Records management, aka information lifecycle management, encompasses the creation, storage, access, protection, retention and disposition of records and information.  RIMS supports the campus in meeting compliance obligations which reduce risk, and provides consultation, education and training to ensure prompt and accurate access to content.  This is how we do our work:

UC SYSTEM

 RIMS works with the Office of the President as a member of the UC Records Management Committee to ensure campus records and information management policies, procedures and practices are compliant with applicable laws, regulations, policies and standards.  Projects include:

1. System wide Retention Schedule revision
2. GO Bond Initiative to ensure compliance with IRS regulations and UC Audit requirements
3. Records Management policy (Business and Finance Bulletins, RMP series), practice and procedures updates

CAMPUS

1. Services:
   1. RIMS is the campus authority for records and information management compliance
   2. Ongoing assistance creating filing structures and unit retention schedules
   3. Consultation regarding software solutions
   4. Education and Training
   5. Identification of campus records custodians
   6. Resource information
   7. Projects:
      1. Revitalization/implementation of campus records management program: An ongoing effector to bring the campus into compliance with applicable records management laws, regulations and University policy, including various privacy laws, and ediscovery.
      2. Electronic Records Management Initiative (ERMA): constituency workgroups to conduct needs assessment, evaluation and recommendation for scalable systems solutions to records management needs.  Includes consideration of expanding services or developing recharge operation for scanning, indexing, etc. for broader campus records management needs.
      3. ARCHIVE: A project in partnership with McHenry Library Special Collections to ensure information which should be flowing to archival storage does so timely and in compliance with UC policy.  This project includes a revision of outdated practices, procedures and tools to accommodate electronic information best practices for capture, access and lifecycle management.
      4. Integrates closely with IT

OFFICE of the CHANCELLOR and CAMPUS PROVOST/EVC

1. Services:
   1. Office of Record- receives, distributes and retains (scan/index), disposes, researches and provides access to records of the Office.
   2. Provides service to Planning & Budget, enabling them to better serve the EVC and Chancellor at the campus and system wide level.
   3. Partners with McHenry Library to ensure their collection includes appropriate Office documents.
   4. Creates electronically complied, managed, distributed, and archived “boardbooks”.
   5. Projects:
      1. RECON analysis, scanning, indexing and inclusion into the Office electronic records collection.