Records Management
RECORDS MANAGEMENT COORDINATOR INFORMATION
Questions? Contact Dennis Kozak
- University Records Management Program
- Organizational Placement
- Appointment (with Printable Letter)
- Records Management Coordinator - Duties and Responsibilities
- UF Organizational Units
University Records Management Program
The statutory authority for public sector records management in Florida is governed by Chapters 119 and 257, Florida Statutes. Chapter 119, Florida Statutes, Public Records Act, defines "public records" and establishes the legal basis for their custody, disposal, and public access. Chapter 257, Florida Statutes, establishes the State's Records Management and Archives program under the direction of the Division of Library and Information Services, Department of State, as well as specifically provides for a system for the scheduling and disposal of public records. This chapter also requires that each state agency, "establish and maintain an active and continuing program for the economical and efficient management of records" (Ch. 257.36(5)(b), F.S.). The university Records Management Office is responsible for developing and implementing records management services throughout the university community, which include policies and procedures for efficient systems of records creation, maintenance, and disposition. In short, records management is among the many administrative functions that all university departments and offices are responsible for. To assist with this process, Records Management Coordinators should be appointed at the college/administrative department/vice-presidential office level. For simplicity's sake, the word "college" is used in this document to refer to academic colleges, administrative departments (ex. Purchasing, Finance & Accounting, etc.), and executive offices (ex. Office of the President, Office of the Vice President of Student Affairs, etc.). Also, the word "Dean" can be meant to imply a Director, Vice-President, or other title where appropriate.
Organizational Placement
Records Management Coordinator (RMC) duties should be assigned to a position in the college that reports to the Dean and has college-wide administrative responsibilities that would encompass records management functions. These functions may include but are not limited to, records retention and disposition, inactive records storage, and input regarding the use or development of microfilm or electronic record keeping solutions. The following position classifications are suggested, depending on the size and scope of the individual college:
- Associate/Assistant Dean for Administrative Affairs
- Associate/Assistant Director for Medical/Health Administration
- Coordinator of Administrative Services
- Business Manager
- Executive Assistant
- Administrative Assistant
- Executive Secretary
| Appointment |
Once an appropriate position classification has been selected, the Letter of Appointment Form, should be printed out on your college letterhead and filled out. This form should be signed by the Dean and appointed Records Management Coordinator. The completed form should be sent to the Director of Records Management, informing him that the individual holding this position has been appointed the official Records Management Coordinator for the college. Colleges may appoint more than one Records Management Coordinator for various functional areas (ex. fiscal, student, etc.) if deemed appropriate.
Records Management Coordinator - Duties and Responsibilities:
It must be emphasized that the Records Management Coordinators are not meant to be an additional level of administration, but because of their organizational placement are in the best position to provide the university Records Management Office with contacts and information concerning the administrative units in their college. For the same reason they are best suited to make the administrative personnel in these units aware of the university records management program and their responsibilities for complying with the state public records laws and regulations. Each Records Management Coordinator will be responsible for the following:
A. College liaison to the university Records Management Office - in this capacity, the RMC will help to facilitate cooperation and communication between the university Records Management Office and individual departments, units, and offices within their area of responsibility. In this role the RMC will:
- Provide the Director of Records Management with a list of records management contacts for each academic department, center, institute, and administrative office within their college. These individuals will normally be administrative assistants, office managers, program assistants or secretaries, depending on the size and scope of their departments. An updated list of departmental records management contacts should be sent annually to the Records Management Office to reflect any changes in staff or organizational structure.
- Increase awareness of the university records management program and services within their college.
B. Work with the Records Management Office to identify records management related problems and develop solutions common to their college - while the day to day responsibility for creation, filing, storing, and disposing of records resides with the individual departments, decisions concerning such solutions as records automation, microfilming, and inactive storage are often on a college-wide basis. In this capacity, the RMC should:
- Meet at least once a year with the Director of Records Management to discuss records management issues. This meeting could be either one-on-one or with the departmental records management contacts participating as well.
- Provide the Records Management Office with input on proposed university-wide policies and guidelines - it is occasionally necessary to develop internal records management policies and guidelines applicable to the entire university community. The RMC's will serve as a source of quality feedback for such policies and guidelines.
C. Help insure that departments and offices are in compliance with the state public records laws - this will consist of helping the Records Management Office make sure that:
- Individual units are routinely disposing of obsolete information in the prescribed manner.
- Vital/Historical records are identified and preserved or safeguarded.
- Departmental records management contacts (and other relevant administrative staff) have received records management training.
All appointed Records Management Coordinators should attend a special orientation session (details concerning this training will be forthcoming. The sessions are expected to be one hour to one hour and a half in length). This training can also be conducted by special appointment if necessary. All Records Management Coordinators are strongly encouraged to attend the records management workshops offered during the year.
UF Organizational Units to Appoint a Records Management Coordinator
The following is a list of UF organizational units that should appointed Records Management Coordinators.
Colleges and units that report to the Provost:
Office of the Provost and Vice President for Academic Affairs
College of Agriculture (IFAS)
College of Architecture
College of Business Administration
College of Dentistry (Health Affairs)
College of Education
College of Engineering
College of Fine Arts
College of Health and Human Performance
College of Health Professions (Health Affairs)
College of Journalism and Communications
College of Law
College of Liberal Arts and Sciences
College of Medicine (Health Affairs)
College of Natural Resources and Environment (IFAS)
College of Nursing (Health Affairs)
College of Pharmacy (Health Affairs)
College of Veterinary Medicine (Health Affairs and IFAS)
Division of Continuing Education
Graduate School
Florida Museum of Natural History
Harn Museum of Art
Military Units
International Center
Northeast Regional Data Center
Office of Instructional Resources
University Libraries
University Press of Florida
University Registrar
Units that report to the Vice President for Administrative Affairs:
Office of the Vice President for Administrative Affairs
Business Services
Campus Planning & Construction Management
Environmental Health & Safety
Finance & Accounting
Health Science Center Campus Planning & Construction Management
Information Systems
O'Connell Center
Operations Analysis
Personnel Services
Physical Plant
Purchasing
Small & Minority Business Affairs
Units that report to the Vice President for Health Affairs:
Office of the Vice President for Health Affairs
Animal Resources
Biomedical Media Services
Health Science Center Library
Student Health Care Center
Units that report to the Vice President for Student Affairs:
Office of the Vice President for Student Affairs
Career Resource Center
J. Wayne Reitz Union
Student Financial Affairs
Student Services
University Counseling Center
University Housing
Units that report to the Vice President for Research and Dean of the Graduate School:
Office of the Vice President for Research and Dean of the Graduate School
Division of Sponsored Research
Units that report to the Vice President for Agriculture and Natural Resources (IFAS):
Dean for Research and Director of the Florida Agricultural Experiment Station
Dean for Extension and Director of the Florida Cooperative Extension Service
Fiscal Services
Office of Conferences & Institutes
Office of Educational Media & Services
Office of Facilities Operation
Office of International Programs
Office of Planning & Budgets
Office of the Vice President for Agriculture and Natural Resources
Office of the President
Office of the Vice President for Public Relations
