Business & Finance Division

Document Management Notes

February 14, 2005

Attendees: Patsy Barr, Patricia Durrough, Dan Lewis, Robin Mullinix, Cathy Osborne, Tara Pearson, Mark Reeves,

Stephanie Rooks, Bob Watkins

Tara Pearson of UWG Institution Research and Planning met with the committee to review current record retention procedures and advise on electronic storage equipment.

“If your building was destroyed tomorrow, what files would you need to have available in order to work” was Tara’s leadoff question as she proceeded to outline the steps that should initially be taken to prepare for document management.

Take an inventory of the current files in your department.
Determine the location(s) where they are filed.
Categorize the files into a series definition as described in the Board of Regents guidelines.
Review the guidelines that apply to your respective areas – they are issued by the Board of Regents and are on the IRP website (http://www.westga.edu/~irp/).
Based on the guidelines, determine what should be filed, what should be destroyed and what could be filed electronically.

Emphasis was also placed on each department developing a list of vital records, establishing an adequate back-up system, and determining what kinds of electronic storage equipment to use and the compatibility with other equipment.

Examples of permanent records included committee minutes/notes, audit reports, annual reports, policies, and building plans.

The meeting ended with the suggestion that each department meet with Tara to develop strategies for establishing document inventories. Stephanie Rooks plans to meet with her on February 21, 2005.