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UM System

2006 Annual Report

After the last several years of major department changes and facility renovations, fiscal year 2006 was a quiet year. We did take this opportunity to survey our Records Center customers to ensure that we are continuing to meet their needs, and to identify opportunities where we can improve Records Management's services and increase departments' understanding of current records issues. This year saw a substantial increase in the overall volume of activity in the Records Center of 4.9 percent over FY 2005. Records Management continues to microfilm Accounts Payable records until an imaging system is implemented. The University's use of paper forms remained static as more electronic forms are used for business activities. Records Management's staff made internal and external presentations throughout the year. Seven records retention authorizations were rewritten and over 1300 "unscheduled and pending" boxes of records were scheduled and the dispositions updated on another 600 boxes.

A. Records Center

There are currently over 95,500 boxes stored in the Record Center. The overall volume of activity for the Records Center increased by nearly 5 percent to 47,947, which reflects increase in all activities except two; boxes picked up for microfilming, and pulling and refiling blocks and slides. The number of boxes received for destruction increased by 16 percent to 6,697, while the boxes pulled for destruction increased by less than 1 percent to 5,611. The number of boxes received for storage increased by 17 percent to 10,470. These boxes represent the equivalent of 1,745 4-drawer file cabinets and 12,215 square feet of office floor space. The cost avoidance by eliminating the purchase of file cabinets to hold that volume of records would be between $261,750 and $1,135,000, depending on the type of file cabinets purchased, plus the additional savings of 12,215 square feet of floor space. The yearly net growth for 2006 was approximately 4,850 boxes. In addition to their normal duties, Records Center staff assisted University departments with special requests related to stored records.

See appendixes #1 - #10 for Records Center activities and summaries.

B. Microfilm Operations

Records Management continues to microfilm Accounts Payable records. This operation will be phased out when an electronic imaging system and the automated travel reimbursement application are implemented.

C. Forms Management

Printed paper forms usage remained relatively unchanged with 180,000 forms printed. As more forms are converted to fillable electronic forms and made available via the web, the number of printed forms will decrease.

See appendixes #11 - #12 for Forms Management activities and summaries.

D. Electronic Records Management Task Force

The Electronic Records Task Force completed its evaluation of the University's electronic communications systems in January. The final report was presented to the Administrative Management Council (AMC) in April. The AMC approved the recommended University policy changes and gave their support for an e-mail training initiative and the formation of a technology solutions committee.

See appendix #13 for the Electronic Records Task Force's Accomplishments and Conclusions.

E. Training/Information

Records Management provided topic specific training seminars to six departments, and a general overview of records management was presented at two campuses. In addition to the training provided to University staff, Records Management staff attended professional development conferences and seminars as well as participating in various web seminars.

Additions and revisions were also made to the information provided on Records Management's web site:

  • The electronic communications guidelines and best practices documents developed by the Electronic Records Task Force were added
  • The Disaster Recovery Prevention/Recovery Planning web pages were reviewed and updated
  • The 2006 Records Retention Guide was updated

See appendixes #14 - #17 for Training/Information activities.

F. Program Recognition/Professional Activities

Records Management's staff continues to receive requests for assistance from other organizations. See appendixes for examples of assistance requested/offered. The staff is also active in the local ARMA Chapter, serving on the chapter board and committees.

See appendixes #18 - #19 for Recognition and Professional activities.

Appendixes

Reviewed 2019-08-05