Records Management is a system to control the creation, organization, use, retention, disposal, and selective preservation of public records. For South Carolina State Institutions, such as Coastal Carolina University, Records Management ensures that administrative and academic records are maintained and destroyed per the South Carolina Public Records Act of 1973, as amended in 1990.
According to the South Carolina Public Records Act and Freedom of Information Act, public records are defined as "all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form or characteristics prepared, owned, used, in the possession of, or retained by a public body." This broad definition includes materials such as paper, microfilm, electronic records (such as computer disks), maps, photographs, films, sound recordings, etc.
Records Management at CCU
As a State Agency of South Carolina, Coastal Carolina University is required to create, maintain, and properly preserve or dispose of records that document University policies, procedures, functions, and decisions. At Coastal, these responsibilities fall under the supervision of the Office of Institutional Research, Assessment, and Analysis.
As the administrative body of University Records Management, the Office of Institutional Research, Assessment, and Analysis:
- Oversees University adherence to approved records management policies and procedures in order to ensure compliance with the South Carolina Public Records Act;
- Monitors established retention and disposition schedules;
- Assists departments and administrative offices in identifying and standardizing records retention/disposition practices; and
- Promotes a systematic and uniform disposition of the University's vital records.
Records Retention Policy
UNIV-448 Records Retention - This policy describes the records management function and administration at Coastal Carolina University.
Shredding Records
Coastal Carolina University has a state contract for shredding through Shred With Us. All shredding must go through this company. Once you have approval from the Office of Institutional Research, Assessment, and Analysis to destroy your records, please contact Shred With Us to set up your account or schedule shredding services. Off-site shredding does not require staples, paper clips, or metal clamps to be removed.
To set up a new account or schedule shredding services (service beyond the recurring service), please contact:
Erica Harville
Shred With Us
121 Shumpert Road
West Columbia, SC 29172
803-978-7332
erica@shredwithus.com
Electronic Records Management
What is Electronic Records Management?
Electronic Records Management is a means by which to systematize the format, content, and administration of data processed by electronic means. As with other Records Management mediums, Electronic Data Management increases the efficiency of record maintenance and disposition per the South Carolina Public Records Act of 1973, as amended in 1990.
What Constitutes an Electronic Record?
Electronic records, as defined by the Uniform Electronic Transactions Act, are records created, generated, sent, communicated, received, or stored by electronic means. The term can refer to both analog (i.e., audio and videotapes) and digital formats. Electronic records include all documents, applications, databases, spreadsheets, and other materials made by any microcomputer, minicomputer, or mainframe.
Why Electronic Records Management?
South Carolina law and federal rules mandate that public records must be treated as official records regardless of their format. Electronic records of state and local governments are subject to the same controls and legal requirements as paper documents and information on other media.
Due to the relative economy of electronic data storage, there is a tendency to keep volumes of unnecessary files indefinitely. Left unchecked, this practice ultimately creates an inefficient and costly system to maintain. Aside from expenditures on equipment and media, electronic data storage requires continuing maintenance and upkeep. Devising a records management plan that keeps only those records needed to meet agency and legal requirements is vital.
If properly managed, electronic records are also an effective vehicle for preserving historical information. Because an agency's records reflect how it accomplishes its mission and goals, researchers, both internal and external to the agency, may want to reference them over time.
Resources
Frequently Asked Questions
Why Records Management?
All government agencies in South Carolina are required by law to maintain a records management program in compliance with S.C. Department of Archives and History guidelines. Beyond setting a standard for the storage, retention, disposal, selective preservation, and permanent retention of records, records management programs increase institutional effectiveness by facilitating:
- Quick and easy information retrieval;
- Efficient use of office space and equipment;
- Protection and preservation of permanent, confidential, and vital records;
- Proper documentation of the disposition of records that may be required for audits, investigations, or lawsuits; and economic use of capital.
I have a lot of records in my office, and I’m running out of storage space. Can I go ahead and dispose of the records?
Before disposing of records, first contact the Office of Institutional Research, Assessment, and Analysis (IRAA) to find out if the records in question have a records retention schedule. A retention schedule details the records and specifies how long the University is required to keep them. If no schedule exists for these records, a specific retention schedule will need to be developed. Please remember that all public records created at Coastal Carolina University are disposed of per the General Records Retention Schedule for State Colleges and Universities (PDF).
Do retention schedules apply to copies of documents – for instance, those forwarded as correspondence, or duplicated for reference?
The retention schedules apply only to the official copies of the University's records. They do not apply to convenience, informational, or duplicate copies, which may be destroyed when no longer needed for reference.
If IRAA authorizes me to destroy documents, do I need to submit any forms to the South Carolina Department of Archives and History, Records Management Division?
No. Once you are given proper authorization to dispose of documents, IRAA will send the completed "Report on Records Destroyed” form on your behalf.
Where can I find a copy of the "General Records Retention Schedules for State Colleges and Universities"?
Download the General Records Retention Schedule for State Colleges and Universities (PDF).
The South Carolina Department of Archives and History lists two types of schedules: general and custom. What’s the difference?
General retention schedules apply to records common to all University departments. Custom retention schedules apply to records that are not listed in the general retention schedule. The University generates custom retention schedules for those records with approval from the South Carolina Department of Archives and History.
My department has both paper and electronic copies of the same documents; will there be different retention schedules for each?
If a department maintains records in two different formats (in this case, paper and electronic), it will have to decide which is the official copy for the department and the University, and which is the reference copy. Only the official copy is covered under the general retention schedule. No reporting is necessary if the reference copy is destroyed before the retention period is met. However, if both record types are kept through the scheduled retention period, both record types must be destroyed at the same time.
If I don’t need separate retention schedules for my corresponding paper and electronic files, do I still need to draw reference to the electronic files (for purposes of correspondence, etc.)?
If you are maintaining both paper documents and electronic documents of the same records series, you should establish, in writing, the correlation between the two. You should give each the same names to allow for easy cross-referencing.
Our office has a shortage of storage space, so we’ve started keeping all new files electronically. Is there a special protocol we should follow for the management of these records?
Electronic records must also follow the General Records Retention Schedule for State Colleges and Universities (PDF). If these records are not included within that schedule, a custom retention schedule will need to be created. In addition, office procedures must include the maintenance of the documents on the electronic storage medium used for the duration of the scheduled retention period.