Senior Jasmine White (right), an accounting major with a minor in Spanish, talks with Bendix representative Nick Bell Feb. 11 at the Expo Job and Internship Fair in Perry Field House, hosted by the Career Center.
Records management is part of every employee's responsibility
Every day across the BGSU campuses, hundreds of thousands of electronic records are created on computers, tablets, smartphones and other devices. "We are in the middle of a massive growth in information explosion," said Michael Intranuovo, University records manager.
"These born-digital materials are considered records, with the majority of them considered public records according to the Ohio Revised Code," he explained. "Every record we create is a property of BGSU, a public record, and we are accountable to the public."
With that designation comes the responsibility for all employees to manage these documents from creation through disposition, he said.
Managing the records fulfills requirements to avoid risking information loss, disclosing confidential information, and generating a disorganized work environment.
To help employees understand their responsibility for records management, the University Libraries' Center for Archival Collections and the University Records Management program has updated the Electronic Records Tutorial. The tutorial, previously created in Blackboard, has been migrated to Canvas, with new information that addresses Microsoft Outlook and shared and network drives, Intranuovo said.
All new BGSU employees are required to complete the tutorial, and current faculty and staff are encouraged to view the tutorial to refresh their knowledge about electronic records management. Intranuovo hopes to implement a live training session as soon as next fall. Access the tutorial.
"With new and constantly evolving technologies being utilized by BGSU every day, it is important to know how to effectively manage your electronic records," he said.
Each office has, or should have, a records retention schedule and a person designated to be the office records liaison. The records retention schedule is one of the best resources for establishing an individual plan, he said. The schedule identifies how long records should be retained and how to dispose of them.
"The key to good records management is to incorporate it into your daily routine, otherwise you have to play catch up," Intranuovo said. "There are unique challenges to electronic records, and the electronic records tutorial is a great tool for e-records and paper management to help ensure compliance with state and federal laws."
For additional help with records management beyond the tutorial, or to learn more about specific office plans or records liaisons, contact Intranuovo at 419-372-9614 or firstname.lastname@example.org.