Records Management Program
Administrator
The Administrative Services Department/Custodian of Records, Cathy Kimball, has responsibility for administering the Records Management Program at Eastern Illinois University.
The Illinois State Records Act defines records as the following:
“Record or ‘records’ means all books, papers, maps, photographs, or other official documentary materials, regardless of physical form or characteristics, made, produced, executed or received by any agency in the State in pursuance of state law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its successor as evidence of the organization function policies, decisions, procedures, operation, or other activities of the State or of the State Government, or because of the informational data contained therein. Library and museum material made or acquired and preserved solely for reference, and stocks of publications and of processed documents are not included within the definition of records as used in this Act.”
Definition of Historical Value as Defined in the State Records Commission Rules - Title 44, Section 4400.20 Definitions: Research, Historical or Archival Value – Records that document a specific State program, a unique program, a departure from previous State policy, formation of public policy, the activities of an important government official, or a trend or movement by the citizenry.
Update of Records Retention Schedules
Each department at Eastern Illinois University has a Records Retention Schedule that is prepared by the Illinois State Records Commission in consultation with the EIU Departments and the EIU Records Manager. Additions and corrections need to be made to the Records Retention Schedule periodically. It is the responsibility of the Department to initiate the additions and corrections to the schedules. Contact the Records Custodian, 581-3318, to begin the process.
Departments must follow the retention schedules for disposition of the records.
Agency Wide Retention Schedule
The State Records Commission has approved the two retention items; listed under Agency-Wide, Application Number 10-12.
100.01 (PDF) Credit Card Files (Originals) (Hardcopy and Electronic)
100.02 (PDF) Employee Search Committee Files for Hires and Non-Hires (Hardcopy and Electronic)
You will use this Application number and retention item for your disposal certificate requests.
Scanning of Records
Original paper record, scanned images, and e-mails (any electronic files)—it does not matter what the format of the record is—all must be retained for the proper length of time as stipulated on your Application for Authority to Dispose of State Records. Prior to the destruction of any records, regardless of the format a State Records Disposal Certificate must be submitted to the Office of the Secretary of State, Division of Archives and Records, Records Management Section, State Records Unit., and all must go through disposal request process and receive approval from state to shred/erase.
An e-record is the “Original” record if the record is created electronically.
Scanned Records Retention
If the life of the record is 10 years or less, then the department can request to dispose of disposal of the paper and substitute it with an electronic scanned image that meets the standards of the Il State Records Commission. After the Disposal Certificate has been approved you may then shred the original paper record and dispose of the original record. and shred the paper after receive approval from State Records Commission, before the retention life is met. If you scanned a document with a nine (9) year retention period when the document was three years old, you would need to also submit a State Records Disposal Certificate when the 9 year retention period is up, to document the destruction of the digital surrogate.
In order to do this, the department must work with the EIU Records Manager to change the retention item to indicate scanning is occurring. The retention must be approved by the State Records Commission before any paper can be shredded (and, of course, a request for disposal must be completed and approved).
If the department is scanning and retains the paper record for the entire retention period, then we don’t do not have to update the retention item. You will only update to indicate scanning, if the department wants to dispose of the paper version prior to the end of the retention life.
If the life of a record is in excess of 10 years , then the department must retain the paper in original format (or microfilm) until the retention time has lapsed. The Digital Surrogate (Scanned Image) then is considered as more ‘ease of use’ or ‘reference document’ to be a duplicate—the paper (or microfilm) is the still official record.
Record Destruction procedures
The departmental contact must complete and submit a Records Disposal Certificate to the EIU Records Manager. Information to complete the disposal certificate will be found on the Departmental Records Retention Schedule. More than one record item can be included on each disposal certificate. When completing the document, the item name must be typed exactly as shown in the Department’s Retention Schedule.
Upon completion, the “Records Disposal Certificate” must be sent to EIU Records Manager for review and submission to the Illinois State Records Commission for approval to destroy. Upon receipt of approval, the Records Manager will send a copy of the approved form back to the department contact. This step usually is completed within 20 business days. Disposal of the records must not occur until on or after the disposal date shown on the certificate (found in bottom right corner of document).
If the department chooses to shred documents within the department (using a 3/8-inch shredder according to State rules), then the departmental contact must prepare and sign the Destruction Certification Form that describes what records have been destroyed, the method of destruction, who destroyed the records and the date of destruction. After the Destruction Certificate is completed, the Departmental Contact must forward the original completed form to the EIU Records Manager. If the records are sent to the Records Storage Center (RSC) for disposal, then the EIU Records Manager is responsible for completion of the destruction certificate.
To send boxes FOR DISPOSAL:
Send an e-mail to Cathy Kimball, clkimball@eiu.edu.
When sending boxes to the Records Storage Center, you may wish to secure the box(es) by using clear packing tape. One or two strips of tape placed in both directions on the top of the box are recommended.
Tape a copy of "Approved Disposal Certificate" on top of the box to be shredded.Include the following information in the e-mail:
| Description: | Number of boxes |
| Pick up at: | |
| Department: | Your Department |
| Buildings: | Your Building |
| Room/Location: | Your Room/Location |
| Requested by: | Your Name |
| Phone: | Your Department Phone Number |
| Move to: | |
| Department: | Records Storage Center |
| Building: | FPM South |
| Room/Location | Basement |
Questions regarding these procedures may be directed to Cathy Kimball, clkimball@eiu.edu.
There is limited space for records to be stored in the Records Center. Requirements for storing documents in the Records Center are:
1) Records must be in a Records Center sized box which is 10" x 12" x 15". Boxes are available through EIU Office Supply company. Other sized boxes will not be accepted.
2) Each box must be accompanied with two copies of the transmittal form for inactive records transferring in the box.
3) Send the transmittal form to Cathy Kimball, clkimball@eiu.edu - Prior to request to store boxes. The Record Manager will verify form and then allow boxes to be delivered.
NOTE: If there is no Item Number in the Records Retention Schedule you need to update the retention schedule.
3) Both transmittal sheets should be completed in full including filling out the following:
a) Box Prepared By:
b) Date completed
c) Phone number of department
d) Department
e) Application number (obtained from Records Retention Schedule)
f) Item number of Record (also obtained from Records Retention Schedule)
g) Exact Records Series Title (also obtained from Records Retention Schedule)
h) Period stored in the box
i) Years to be retained (as per the Records Retention Schedule)
j) Destruction date
Boxes will not be accepted in the departmental Records Center without the above requirements completed.
To send boxes FOR STORAGE:
Send an e-mail to Cathy Kimball, clkimball@eiu.edu. A work order will be created for Movers to pick up and deliver the boxes or you may complete the request via on-line Property Control System. You do not need to do both.
When sending boxes to the Records Storage Center, you may wish to secure the box(es) by using clear packing tape. One or two strips of tape placed in both directions on the top of the box are recommended.
For Storage: continue to place two copies of the “Inactive Transmittal Form” in the top of the bankers box.
Include the following information in the e-mail:
| Description: | Number of boxes |
| Pick up at: | |
| Department: | Your Department |
| Buildings: | Your Building |
| Room/Location: | Your Room/Location |
| Requested by: | Your Name |
| Phone: | Your Department Phone Number |
| Move to: | |
| Department: | Records Storage Center |
| Building: | FPM South |
| Room/Location | Basement |
Archive of Records
All records to be transferred to the legal custody of University Archives (located in Booth Library) for permanent retention must be accompanied by this form, Archives Records Transfer Form. Place three (3) copies of the form in the top of the box.
The University Archivist will return one copy to the submitting department, forward one copy to the Records Manager, and retain the third copy for the Archive records.
To have boxes transferred to the University Archives, send a copy of the Archives Records Transfer Form in an e-mail to Cathy Kimball, EIU Records Manager. Cathy will review the form and ask movers to complete the delivery.
State and Local Government Records Management Programs Resources
State Records Management Services
When completing the “Records Disposal Certificate” for electronic records, you must tell the State how many units of information you want to delete. To determine the volume for disposal, follow this guideline:
Go to My computer
(Insert all of your documents into one folder—so you will have the total that you want to dispose in one location)
Right click on the folder
Scroll down and click on Properties
Size on disk—will tell you how many KB (kilobytes), MB (megabytes), GB (gigabytes), TB (terabytes)
This information must be included on the disposal certificate; in the cubic feet column. Under “Method of Disposal” write “delete” for e-records; (type shred for paper documents)
Call the Records Manager at 581-3318 if you have any questions.
Or you may complete the Property Control Moving Request form.You do not need to do both.Or you may complete the Property Control Moving Request form.You do not need to do both.
When sending boxes to the Records Storage Center, you may wish to secure the box(es) by using clear packing tape. One or two strips of tape placed in both directions on the top of the box are recommended.
