Procedure for Records Retention (permanent or temporary)

Transcription

1 Follow the Records Retention procedure when records need to be sent to the Distribution Center for permanent or temporary (retention period has not expired yet) storage. This will allow to clear file cabinet space in your area and allow for record rotation by school year. Retention Schedules are posted on the Records Management website. These records will be sent for destruction once their retention period expires. A Record Disposition Log is required Three (3) labels per box are required. They need to be filled out electronically. Note: A record is any document listed in any of the posted Retention Schedules (based on the State Library and Archive Commission). In order to perform this procedure you will need the following items: SISD white boxes (Distribution Center Item ) Tamper evident tape (Distribution Center item ) Packing tape gun with tape or glue stick General Steps: 1.0 Ensure that the documents are Records and download corresponding Disposition Log form. 2.0 Box the documents. 3.0 Create a TripDirect Schooldude work order. 4.0 Fill out the disposition log form. 5.0 Fill out one label form per box, print three (3) copies and scan them the LABEL.pdf file and the Disposition Log. 7.0 Attach three labels to each box. 8.0 End. Distribution Services will be picking up the boxes shortly. Records Management 1 Rev2. Jul y 2016

2 1.0 Ensure that the documents are Records and download corresponding Disposition Log form. Are the documents convenience copies? NO then Continue with Step 1.1 YES then STOP Follow Procedure for Non-Records Shred 1.1 Go to the > Departments > Records Management 1.2 Find and open the corresponding Retention Schedule & Disposition Log form (sorted alphabetically). Contact Records Management if you have trouble finding the right retention schedule ( ) Records Management 2 Rev2. Jul y 2016

3 1.3 Identify the information indicated with red arrows below that corresponds to the document type you are disposing of. You will need it in step 5.3. Find this information by reading the Record Description (3 rd column) or by searching for specific keywords (Ctrl-F). Example: assessment 1.4 Download the document by clicking on the arrow next to the printer. The bar with the download button disappears after a few seconds, move the mouse pointer all the way to the top of the screen if this happens. NOTE: Downloaded documents go to the Downloads folder by default. You can verify this: Records Management 3 Rev2. Jul y 2016

4 Click on the folder icon (bottom-left corner) Click the Downloads folder (upper-left corner) 2.0 Box the documents 2.1 Only SISD white boxes are allowed (Distribution Center item ). 2.2 Boxes need to be sealed with tamper evident tape (Distribution Center item ). 3.0 Create a TripDirect Schooldude work order. 3.1 Go to my.springisd.org > Administrative menu > SchoolDude Trip Direct Enter your address and password. 3.2 Select the Maint Request tab and enter your address (if required). Records Management 4 Rev2. Jul y 2016

5 3.3 Enter required information as shown below. 3.4 Write down the Work Order Number on a piece of paper, you will need it later for the disposition log and labels. 3.5 Close TripDirect Schooldude. Records Management 5 Rev2. Jul y 2016

6 4.0 Fill out the Disposition Log form (downloaded on step 1.4). 4.1 Fill out the form completely, see below. 4.2 Save it in a secure folder, you will be ing it in step Do NOT print the disposition log. You have the electronic version for your records. If you want to keep a hard copy, print the first page and other(s) filled out page(s) ONLY. Records Management 6 Rev2. Jul y 2016

7 5.0 Fill out one label form per box, print three copies and scan them. 5.1 Go to Records Management website > Forms & Box Labels 5.2 Download the corresponding label form (temporary or permanent retention) Temporary Record Retention.- The retention period has not expired yet, but you need space in your area and want to keep them in the warehouse. Click on Temporary Retention Label Download it by clicking the arrow icon in the upper-right corner. Notes: 1. The bar with the download button disappears after a few seconds, move the mouse pointer all the way to the top of the screen if this happens. 2. Downloaded documents go to the Downloads folder by default. You can verify this: Click on the folder icon (bottom-left corner) Records Management 7 Rev2. Jul y 2016

8 Click the Downloads folder (upper-left corner) 5.3 Electronically fill out the required information Enter the Schooldude Work Order number (step 3.4) 5.4 Print three labels (copies) per box Print one letter size label (8.5 x 11 ) for the front side of the box Use the copier reduce function at 73% (or similar) to make two smaller labels for the sides of the box (to avoid covering the box handle holes). 5.5 Scan ALL labels into ONE PDF doc (use copier and it to yourself), name it LABELS.pdf. You will it in step 6. Records Management 8 Rev2. Jul y 2016

9 6.0 the LABEL.pdf file (step 5.5) and the Disposition Log (step 4.1) to 6.1 Include the SchoolDude work order number in the subject area. 7.0 Attach three labels to each box 7.1 Attach three labels per box. Use glue stick or tape. One (1) label on the side (any side) One label on each end (2) 8.0 End. Distribution Services will be picking up the boxes shortly. Records Management 9 Rev2. Jul y 2016