As a state agency, the University of West Georgia is subject to laws regarding public records and transparency. Subsequently, the university, each of its offices, and each and every employee has the legal responsibility to demonstrate the proper care and management of its records.
Each employee is required to:
- Keep records for the appropriate amount of time (the retention period).
- Keep records in such a way as to not damage or destroy without approval.
- Keep records in such a way that is easily searchable and retrievable for the full retention period.
- Be able to produce copies in the event of litigation, audit, or public records request.
- Dispose of records promptly, in an appropriate manner, once the retention period has expired.
As an Office, that means:
- Designating a Records Management Liaison (RML) to oversee and assist in departmental records management. It should be someone in a permanent position, not a temporary or student employee.
- The Records Management Liaison (RML) administers day-to-day transactions associated with the office's records-related functions. This may include file organization and maintenance, implementation of retention schedules, inactive records storage, and records destruction.
- Implementing an onboarding process informing all employees of their responsibilities regarding proper records management.
- Implementing a systematic off-boarding process to preserve records with continuing retention regardless of employee turnover.
- Informing Records Management Officer as departmental business practices changes, including implementation or decommision of records systems, office restructure or moves, etc.
Departmental Supervisors have final approval for the disposition of their records. Any time there is an RML vacancy, the departmental supervisor will act as, and perform all responsibilities of, liaison until such time another RML is designated.