University Records Management Resources
Most documents and records University employees create on the job are subject to Illinois State and University of Illinois regulations regarding their storage and destruction. Virtually all information formats, from paper to photographs to computer files and e-mail may fall under the definition of State and University records. According to the Illinois State Records Act (5 ILCS 160/1):
"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 of its successor as evidence of the organization, function, policies, decisions, procedures, operations, or other activities of the State or of the State Government, or because of the informational data contained therein.
Records produced or received by any agency or employee of the University in the transaction of University business become University property. For the purposes of this paragraph, records shall be defined as including all documents, correspondence, accounts, files, manuscripts, publications, photographs, tapes, drawings, or other material bearing upon the activities and functions of the University or its officers and employees.
No University records shall be discarded or destroyed except upon the prior approval of the archivist pursuant to the finding and recommendation by the administrative unit involved that such records have no further administrative value.
These policies are implemented with documents called Records Disposal Authorizations (RDAs). RDAs are checklists of groups of records held in campus offices stating how long the records should be retained, and when and how they may be disposed of, whether by destruction, by transfer to a records center for temporary storage, or by transfer to the UIS Archives for continuing preservation.
As part of this mandate, the UIS Archives assists offices in developing and implementing RDAs. To comply with University of Illinois policy and State law, all UIS campus offices are required to secure the approval of the University Archivist and the Illinois State Records Commission before destroying or discarding records used in the transaction of university business. This approval is obtained by the submission and approval of a Records Disposal Certificate.
The following links provide useful information and forms relating to the management of University records. Please contact the UIS Archivist by e-mail or telephone (206-6520) for further assistance.
- Approved UIS Records Disposal Authorizations
- UIUC Records Scheduling Handbook (instructions on how to create new Records Disposal Authorizations)
- Sample Records Disposal Authorization (PDF)
- Sample Records Disposal Certificate (PDF)
- Blank Records Disposal Certificate (PDF; used to request approval to dispose of records listed on an approved Records Disposal Authorixation)
Records and Information Management Services (RIMS)
The purpose of the Records and Information Management Services (RIMS) office is to provide a cohesive approach to the effective management of records and information resources throughout the University of Illinois, across all departments and campuses.
This approach requires close coordination with other units as well as individuals with departmental and technical expertise. An effective program will help protect vital University records, reduce legal liability, support the preservation of historic records, promote scholarship and teaching excellence, and improve operational efficiencies.
The RIMS office consists of several core staff members, a Policy Advisory Committee, and an ad hoc virtual team of functional and technical experts from across the University that are available for input on issues related to their areas of expertise.
University and State rules and laws relating to Records Management:
- Memo: University of Illinois Records Management Program (2001)
- General Rules Concerning University Organization and Procedure (Article VI, Section 4)
- UIUC Campus Administrative Manual (Section III–6)
- Manual for Business and Finance (Section 1.4) (recommended retention periods for financial records)
- Illinois State Records Act (5 ILCS 160)
- Illinois State Records Commission Rules (44 Ill Admin Code PART 4400)
- Reconds and Information Management Services (RIMS) Task Force Final Report (2010-12-9)