IEA serves as the Custodian of Records for the University. In this capacity, the office promotes efficient administration and management of state government records in compliance with federal and state regulations. Records Information Management is the systematic control of all records, regardless of media, from creation or receipt of the record to the perpetual storage or destruction of the record.
Records Information Management
Records Information Management (RIM), also known as records management (RM), is the systematic control of all records (regardless of storage media) from creation or receipt through processing, distribution, use, retrieval, and maintenance to their ultimate disposition. The policies, procedures, and rules that govern the control of records comprise a records management program.
To be truly effective, the records management program should be systematically implemented throughout the institution. A comprehensive program addresses all aspects of records management for the entire institution, thereby providing maximum cost efficiency. Although records management is not an institution’s primary mandate, it adds value to an organization. Increases in efficiency, compliance, and economy resulting from the application of procedural controls on the creation, flow, distribution, use and disposition of information provide the institution with valued savings in staff time, litigation costs, and overall budget. When decision-makers are not aware of the benefits, they treat records management as an administrative expense and abdicate responsibility for records management to the department level.
The commitment of senior management is vital to allocate the resources necessary to develop and enforce policy. The benefits and requirements of the records and information management program must be communicated to all employees from the top down.
“Such work [access] shall be done under the supervision of the lawful custodian of the records who shall have the right to adopt and enforce reasonable rules governing the work.”—(O.C.G.A. 50-18-71(a)
Federal laws and regulations require agencies to create and maintain trustworthy records in order to preserve the rights of the government and its citizens and promote quality decision-making and efficient business practices. The International Standard for Records Management (ISO 15489), a record to be trustworthy when it is:
- Reliable - a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities.
- Authentic - protected against unauthorized addition, deletion, alteration, use and concealment.
- With Integrity - complete and unaltered.
- Usable - able to be located, retrieved, presented and interpreted.
An office must ensure a record's trustworthiness by maintaining its:
- Content - the information contained within the record itself that was produced by the creator of the record;
- Context - cross-references to related records that show the organizational, functional and operational circumstances about the record, which will vary depending upon the business, legal and regulatory requirements of the business activity; and
- Structure - the physical and logical format of the record and the relationships between the data elements.
Responsibility & Legislation
The Records Information Management (RIM) area within the Office of Institutional Effectiveness and Assessment (IEA) is responsible for providing leadership, policy guidance, training, and university oversight to safeguard records and privacy while ensuring access to the University’s information assets according to Federal and State regulations.
The Georgia Records Act (O.C.G.A. § 50‐18‐94 (7) requires all state agencies to “designate an agency records management officer who shall establish and operate a records management program.”
The Federal Records Act (44 U.S.C. 31) and other regulations require all federal agencies to create records that document their activities, file records for safe storage and efficient retrieval, and dispose of records according to retention schedules.
Enacted in 1974, the Privacy Act (5 U.S.C. 552a) established safeguards for the protection of records that the Federal government collects and maintains on individuals. UWG is committed to protecting any information collected directly from you to the greatest extent possible.
Below are links to additional information, laws, and regulation that govern records.
- Georgia Records Act (PDF)
- Georgia Attorney General - Official Site
- University System of Georgia’s Records Management and Archives
- Federal Records Act - US Department of Education (link)
- Privacy Act of 1974 – US Department of Justice
- Family Educational Rights and Privacy Act (FERPA)
- HIPAA Privacy Rule - United States Department of Health and Human Services - Official Site
- ARMA International - Official Site
- National Archives and Records Administration - Official Site
- USG Records Retention Manual (link)
Inter-Departmental Transmittal and Receipt Form
Prior to shipping records series to another unit, complete the Inter-Departmental Transmittal and Receipt Form and receive approval from the receiving unit. Each individual record series being transferred requires a separate Inter-Departmental Transmittal and Receipt Form.
DISCLAIMER----THIS TRANSMITTAL AND RECEIPT FORM TRANSFERS ALL RIGHTS/CUSTODY OF THE RECORD SERIES TO THE RECEIVING DEPARTMENT.
Records Destruction Authorization Form
Use the Records Destruction Authorization Form to authorize the destruction or disposition of records. Details such as records series, retention periods, dates of the records destroyed, and date of destruction are recorded.