Records management is the systematic control of records throughout their lifecycle - from their creation or receipt to their disposal or transfer to the University Archives.
The university requires that its records be managed in a systematic and logical manner according to plans developed by the schools and divisions that maintain university records. The university is committed to effective records management that includes meeting operational needs and legal requirements for record retention and privacy protection, optimizing the use of space, minimizing the cost of record retention, and properly disposing of outdated records.
University Records are all official materials created in the course of the university’s operations.
University Records can come in various formats:
- Handwritten notes, paper documents,
- Digital files, emails
- Photographic media,
- Electronic files in systems and applications
Records created, received, or recorded outside the scope of employment with the University are not considered University Records.
Records vs Data
While data represents pieces of information (e.g. personal data - SSN, date of birth, address, health data, financial data, etc.), records are documented evidence of activities and transactions (records are snapshots of data, at a particular time, for a particular purpose).
In other words, records contain data.
Records life-cycle refers to all stages of a record's "life span": from its creation to its preservation (in an archives) or disposal.
University records should be classified in accordance with the data contained therein (per the GW Data Management and Protection Standard).
Records Classification helps identifying the level of privacy and security protection to be applied to university records, and the scope and means in which the records can be shared.
- Announcements / press releases
- Public event information
- Public directories and maps;
- Course information / schedules;
- Access codes, legal records and contracts; general ledger data;
- Facilities records
- Student academic records;
- Protected Health Information;
- Personal Identifiable Information
(e.g. SSN, DL, DoB)
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