Frequently Asked Questions
Records are documents created in connection with University transactions as evidence of organization, functions, policies, decisions, procedures, operations, and other informational activities. Records can include, but are not limited to the following: books, papers, maps, photographs, machine-readable materials, documentary materials, and materials made or received by the University.
This flowchart may assist you in determining if a document is a record or non-record.
Historical Records: Historical records are those that institutions have determined have significance due to their ability to document the history of the organization.
Archival Records: An archival record is material determined to have permanent value, due to standards of practice (transcripts), significance (building floor plans), or legal requirements (lawsuits).
Public Records: Public records include, but are not limited to the following: any writing containing information relating to the conduct and administration of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. (Idaho Code, 9-337.12).
Education Records: Education records are defined by the Family Educational Rights and Privacy Act (FERPA) as any record maintained by the institution that is directly related to a student.
Vital Records: Records necessary for the continued operations of the University in the event of an emergency or disaster.
Records series are groups of records, performing a specific function and organized in a succession of like, correlated, or corresponding items, occurrences, or events; also a sequence of things having a progressive order or arrangement. A records series has a common sequence that relates to a particular subject or function, results from the same activity, or documents a specific kind of transaction.
Non-records include, but are not limited to the following: duplicate copies of final reports, printouts or copies of permanent files made for reference, distribution copies of a publication, or routing copies of a memo or letter. Material acquired solely for the purpose of reference, that is, copies of other institutions' course catalog, programs from meetings, etc., are also non-records.
Retention schedules are a listing of records series that indicate the complete record series title, function/purpose, location of official record, period of time to retain the record series, as well as the disposition instructions. The schedule maintains the types of records created and used by the University in the course of its business and indicates how long these records are required to be retained.
Instruction on how to conduct an inventory can be found here PROCEDURE FOR CONDUCTING AN INVENTORY. You may also contact the University Records Manager at (208) 282-3045. The records manager will provide hands-on training, and assist the department with the inventory.
An individual who works for the department and is the primary point of contact for record related issue for the department. The RC is the records liaison representative for his or her functional organization and may speak or act with full authority within the organization. At a minimum, there should be one RC in every department. However, departments may appoint more than one RC.
- Answers employee’s records disposition and inventory questions
- Develops and/or reviews files plans at least annually and submits them to the RM for approval
- Conducts periodic inventories necessary to validate files plans and identify new records series (new types of records not identified in University Record Control Schedules)
- Coordinates the approval for the disposal of records in their area of coverage
- Maintains documentation on disposed records, records retirements and transfers, retrievals, and files plans
- Plans orderly disposition of inactive records in compliance with the Idaho Records Manual, ISU policies, and both state and federal regulations
- Ensures that records eligible for storage at the SRC are packed in NARA record boxes and that record shipment forms are properly prepared
- Identifies new or revised records series and recommends retention and disposal time frames to the RM
- Brings other issues or concerns to the attention of the RM
They are appointed in writing by a manager in the department. Using the Record Coordinator Appointment form
Creating and maintaining documentation of records destruction is one of the responsibilities of Records Coordinators. A Records Destruction Approval form must be filled out by the record coordinator and approved by the Records Manager prior to destruction. This form should be filled out, signed by the appropriate manager, and routed to the Records Manager for approval prior to the destruction of any records. If you have questions, please contact the Record’s Manager, Monte G. Asche at 208-282-3045 or firstname.lastname@example.org.
No, a destruction form must be submitted to the records manager.
No, they cannot.
3120 W. California Ave, Ste. H, Salt Lake City, UT 84104
2043 Kimberly Rd. P.O. Box 1181, Twin Falls, ID 83303
Western Records Destruction
1020 Denver St, Idaho Falls, ID 83402
Permanent records are those determined by the State of Idaho to have sufficient historical or other value to warrant continued preservation by the University. If you are uncertain whether an item is a permanent record, please refer to the Idaho Records Center Retention Schedules or contact the ISU Records Manager for clarification.
Permanent records require special attention and should be scheduled for transfer to the custody of the University Archives as soon as the department/area no longer needs them for current operations.
By filling out the Transfer Records to University Archives form. This form is completed by the Record Coordinator, signed by the appropriate manager, and sent to the records manager who will review and forward it to the University Archivist prior to delivery of boxes.
Yes, both paper and electronic records can be stored at the state records center in Boise. The State Records Center (SRC) is used for the storage of inactive, non-vital records; this service provides cost-effective, secure storage for University records. Moving inactive records to the SRC enables departments to recoup valuable floor space. The SRC provides other essential services such as: retrieval of University records , and the destruction of the records onsite when they reach the end of their retention period. The cost of the destruction will be the responsibility of the originating department. Additional benefits include: more space for active ISU records; enhanced records security; fire protection and environmental controls. The records manager is responsible for coordinating the transfer, storage, retrieval, and destruction of records stored at the SRC. All requests for records going to/from the SRC will be initiated by the department Record Coordinator, and submitted to the Records Manager.
In order to transfer records in/out of the SRC please complete the Transfer Records to State Records Center form . The RM will, prior to shipping the boxes to the SRC, enter the box inventory data into the SRC database and submit a transfer request to the State Records Manager for approval. After the request is approved by the SRC, the RM will contact the department RC to facilitate the transfer.
- Records will be transferred into NARA approved record boxes which may be ordered through ReadyOne Industries (http://www.readyone.org/corrugated-products). You may also purchase them from the University Stores ext. 3515, at $2.75 per box (Records storage box, stock #8115-00-117-8249).
- To make it possible to retrieve files efficiently, all files in boxes must be labeled and listed on a box contents list. A Contents List form is available at the Forms and Documents Webpage, or you may use your own contents list. Note: Each file folder or individual item (no binders) must be listed. Departments should retain a copy of each list for future reference and retrieval requests.
- Ensure a box list is included with each box and fill out the box number information (Do not label the box). You will also need to fill out a Records Transfer Approval form, get your manager's signature approving the transfer, and send the form to the records manager. The form can also be emailed to the records manager email@example.com.
- The record manager will review the request. Upon approval by the RM, the boxes are palletized and shrink-wrapped by the shipping company. After the boxes have been delivered to the SRC, the boxes will be assigned shelving number identifiers. This information will be forwarded by the RM to the RC and the information is to be filed with the box list.
There are dozens of e-record formats that can be used, and the authorized format depends on the type of electronic document you are using. The E-RecordStorage Formats spreadsheet lists the preferred and accepted formats for long-term storage of e-records.
The cost of final destruction of records stored at the SRC will be the responsibility of the department of origin. 2016 SRC Fee Schedule