Records Management Introduction
Feb 23, 2007

This is the first article in a series intended to increase the awareness of records management at UI. This first is to provide a brief overview of records management requirements and why we need them. Other articles will follow focusing on specific topics. This is all in preparation of a formal records management plan rollout in the future that will more clearly define the roll of records management in our daily operations. All articles will be posted to the Records Management web site for future reference. http://www.uihome.uidaho.edu/rcdmngmt

Idaho Public Records Law grants individuals the right to copy and examine any public record of the state if it is not exempt by law. A public record includes, but is not limited to, any writing containing information relating to the conduct of administration of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristic. A record is a document produced during the routine course of business which notes the occurrence of an event or activity of the agency operations. A record can exist in a number of formats, including various sizes of paper (original or photocopy), microfilm or any microform, electronic media, email, optical disk media, CD, photograph, audio and video tape, punched cards, books, or maps.

As a state institution UI must meet the requirements of Idaho Public Records law. It must be understood that all records generated at UI are property of the State of Idaho. State records need to be accessible by departmental staff, administration, other agencies, and by the public. All public records requests must be vetted through the University Counsel Office before fulfilling any request.

Each functional area of the institution is responsible for maintaining proper accessibility of their records. This means that records should be compiled and stored in a manner that makes them secure, safe from damage, and readily retrievable for business use and/or a public records request. Electronic filing should match manual systems and vise versa in order to guarantee consistent and quick accessibility.

UI is responsible for internal enforcement of our records management program to ensure compliance with UI Board of Regents and state guidance. The records Management office is available to assist you with your records concerns. You can view the current Records Management procedures in chapter 65 of the Administrative Procedures Manual. These policies should be reviewed often as we work to clarify and stream line the records processes for the institution.

The next article will be a brief overview of UI Records Management and resources available to you. If you have any questions please email records@uidaho.edu or call 885-2580 for assistance.