{"id":750,"date":"2021-10-26T11:32:24","date_gmt":"2021-10-26T16:32:24","guid":{"rendered":"https:\/\/sites.austincc.edu\/administrative-rules\/?p=750"},"modified":"2022-09-02T12:13:06","modified_gmt":"2022-09-02T17:13:06","slug":"records-center-g-p","status":"publish","type":"post","link":"https:\/\/sites.austincc.edu\/administrative-rules\/?p=750","title":{"rendered":"Records Center (G\/P)"},"content":{"rendered":"<p><strong>Purpose<\/strong><\/p>\n<p>The Records Center is a centralized facility used for the orderly transfer, storage, and systematic disposal of inactive College records in accordance with the College Records Retention Schedule.<\/p>\n<p><strong>Ownership of Records<\/strong><\/p>\n<p>All records are the property of the College.&nbsp; The College unit\/department manager who creates and maintains a record is the Records Custodian of that record and remains the Custodian after the record is transferred to the Records Center for storage.<\/p>\n<p><strong>Responsibilities and Services Provided by Record Center Staff<\/strong><\/p>\n<p>The Records Management Officer is responsible for developing procedures to ensure proper controls of College records:<\/p>\n<ul>\n<li>safeguarding College records<\/li>\n<li>back-up of electronically archived records<\/li>\n<li>protection of confidential records from unauthorized access<\/li>\n<li>computerized tracking of records from receipt to disposition<\/li>\n<li>retrieval and refiling of stored records<\/li>\n<li>systematic, legal disposition of records<\/li>\n<li>confidential shredding of non-record materials<\/li>\n<\/ul>\n<p><strong>Selecting Records for Storage<\/strong><\/p>\n<p>Only those records listed on the College Records Retention Schedule and determined to be inactive are eligible for storage in the Records Center.&nbsp; Records are considered inactive if they are used less than once a month. The Records Center is not to be used for storage of extra copies of documents retained for convenience, magazines, newspapers, books, or other non-record material or for physical storage.<\/p>\n<p><strong>Procedures for Packing Records <\/strong><\/p>\n<p>Records Custodians are responsible for ensuring that documents are shipped to the Records Center in accordance with the College Records Retention Schedule and these procedures.&nbsp; Records and Information Management staff may inspect all records prior to delivery for storage eligibility, retention, and shipping requirements as outlined below.&nbsp; If records are not properly pre\u00adpared, the records will not be approved for storage in the Records Center.<\/p>\n<ol>\n<li><strong>Preparing Records for Storage<\/strong>\n<ol style=\"list-style-type: lower-alpha\">\n<li>Consult the College Records Retention Schedule for records the College is required to retain.<\/li>\n<li>Verify that records are complete for the inclusive time period indicated on the College Records Retention Schedule.\n<ul>\n<li>semester (January &#8211; May; June &#8211; August; August &#8211; December)<\/li>\n<li>semiannual (January &#8211; June or July &#8211; December)<\/li>\n<li>annual (calendar year [January &#8211; December], fiscal year [September &#8211; August], or in some cases program year)<\/li>\n<li>Files that are checked-out at the time of packing should be noted by inserting an Out Guide\/Card with information regarding the record\u2019s location. This is necessary for easy reference during retrievals and re-filing of documents. Record series with a large number of files checked-out are not eligible for Records Center storage.<\/li>\n<\/ul>\n<\/li>\n<li>Remove all duplicates and non-essential documents prior to packing records for storage. Documents stored in ring binders must be removed and placed in file or expansion folders with appropriate identifying labels.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<ol start=\"2\">\n<li><strong>Boxing Your Records<\/strong>\n<ol style=\"list-style-type: lower-alpha\">\n<li>Pack records using a systematic filing method to allow for retrievals, filing, and re-filing.<\/li>\n<li>Place all documents in file or expansion folders with appropriate identifying labels. Do not combine years.&nbsp;&nbsp; Do not pack different types of records in the same box. This will simplify your record keeping and retrieval processes.<\/li>\n<li>Pack records in standard-size regulation records storage boxes (12W x 10H x 15L) or check boxes (9W x 6H x 22L). Please review the Records Management website for information on approved storage boxes.<br \/>\nComplete a <a href=\"https:\/\/docs.google.com\/forms\/d\/1BCPoLdEdAWhTn3hXjEGv59dylz01rRXD6PudLIj8HTA\/edit\">box request form<\/a> to request boxes from the Records Center.<\/p>\n<ul style=\"list-style-type: square\">\n<li>Pack letter-size files across the twelve-inch side and legal-size files across the fifteen-inch side of the box. If both letter and legal-size files are mixed within the same box, pack them across the fifteen-inch side.&nbsp; TIP: Three standard-size regulation boxes are required for every two letter-size file drawers.<\/li>\n<li>Leave at least two (2) inches clearance in each box to facilitate reference and\/or expansion if records are to be interfiled at a future date.<\/li>\n<li>Do not bind or tape boxes. Do not write on boxes or box lids.<\/li>\n<li>Pack over-size records in bundles with identification tags attached.<\/li>\n<\/ul>\n<\/li>\n<li>Complete a <a href=\"https:\/\/sites.google.com\/a\/austincc.edu\/acc-forms-inventory\/records-management-services\/Record%20Shipping%20Label.pdf\">Shipping Label<\/a> for each box or bundle. Place the label in the center of the front of the box.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<ol start=\"3\">\n<li><strong>Transferring Records to the Records Center<br \/>\n<\/strong><\/p>\n<ol style=\"list-style-type: lower-alpha\">\n<li>Complete the Records Transmittal form (RECE.004.0322), available from the Records Center, and include it in the first box.<\/li>\n<li>Call the Records Center (223-1170) to schedule a review of the packed records.<\/li>\n<li>Records and Information Management staff may review the packed records prior to scheduling the transfer of records to the Records Center.<\/li>\n<li>After receipt of the shipment, Records Center staff will assign a Box Code identification number, record it on the Transmittal form, and return a copy to the originating department. This information will be needed to retrieve records from the Records Center.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p><strong>Retrieving Records from the Records Center <\/strong><\/p>\n<p>A department may retrieve its records from the Records Center by completing the on-line form, <a href=\"https:\/\/docs.google.com\/a\/austincc.edu\/forms\/d\/e\/1FAIpQLSe9p9F8GH4e3OXQR-Uk-4NZwgk3phfLKvNN7GaSpRkuYDc8_A\/viewform\">Retrieving Records from the Records Center<\/a><em>.<\/em><\/p>\n<p>Records may be retrieved temporarily and later returned to inactive storage or they may be permanently removed from inactive storage and returned to the originating department.&nbsp; Records will be released only to the record owner or an authorized representative of the originating department.&nbsp; Requests for any other department\u2019s records will be denied without official College authorization.<\/p>\n<p>To maintain security of College records, the Records Center will not respond directly to Open Records Requests or general requests from the public.&nbsp; Requests of this type will be referred to the College Relations &amp; Marketing Department.<\/p>\n<p><strong>Returning Materials to the Records Center <\/strong><\/p>\n<p>When returning records to the Records Center for re-filing, attach a copy of the original form completed to retrieve the record.&nbsp; This information is essential to ensure records are returned to their proper location.<\/p>\n<p><strong>Interfiling Documents <\/strong><\/p>\n<p>An interfile is a new document that is to be added to a set of records in storage.&nbsp; The Records Custodian must provide the appropriate Record Center Box Code.&nbsp; Any item to be interfiled must be the same record type and have the same inclusive dates as the box in which the document is to be filed.<\/p>\n<p><strong>Related Forms<br \/>\n<\/strong><a href=\"https:\/\/docs.google.com\/a\/austincc.edu\/viewer?a=v&amp;pid=sites&amp;srcid=YXVzdGluY2MuZWR1fGFjYy1mb3Jtcy1pbnZlbnRvcnl8Z3g6NzU0MTZlNDM2ZmI4N2Y4ZQ\">Records Transmittal<\/a> (RECE.004.0322)<br \/>\n<a href=\"https:\/\/docs.google.com\/a\/austincc.edu\/forms\/d\/e\/1FAIpQLSe9p9F8GH4e3OXQR-Uk-4NZwgk3phfLKvNN7GaSpRkuYDc8_A\/viewform\">Request for Records<\/a><br \/>\n<a href=\"https:\/\/docs.google.com\/forms\/d\/1BCPoLdEdAWhTn3hXjEGv59dylz01rRXD6PudLIj8HTA\/edit\">Request for Boxes<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Purpose The Records Center is a centralized facility used for the orderly transfer, storage, and systematic disposal of inactive College records in accordance with the College Records Retention Schedule. Ownership of Records All records are &hellip; <a href=\"https:\/\/sites.austincc.edu\/administrative-rules\/?p=750\">Continue reading <span class=\"meta-nav\">&rarr;<\/span><\/a><\/p>\n","protected":false},"author":382,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[12],"tags":[],"class_list":["post-750","post","type-post","status-publish","format-standard","hentry","category-c-business-and-support-services"],"acf":[],"_links":{"self":[{"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=\/wp\/v2\/posts\/750","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=\/wp\/v2\/users\/382"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=750"}],"version-history":[{"count":0,"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=\/wp\/v2\/posts\/750\/revisions"}],"wp:attachment":[{"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=750"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=750"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sites.austincc.edu\/administrative-rules\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=750"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}