Records Management is the process of managing the records of an organization through it’s life-cycle. This involves classifying, storing, securing, retrieving and the destruction of records whether it’s in a paper or electronic format. Any record, regardless of medium, created by an office or an employee using university resources in the normal course of university business is a state record and must be managed in accordance with state and system regulations.
Under the authority of Texas Government Code §441.180 and System regulation 61.99.01, Prairie View A&M University is responsible for maintaining an active and on going record management program which preserves and protects state records in an efficient and economical manner.
Every department in the university must establish an effective record management program and adopt management techniques that are suitable for them. Departments are responsible for their own records retention, storage and timely disposal and must comply with the applicable state laws, system regulations and university procedures on record management.
Benefits of Proper management of State Records
- Identifying and protecting vital and confidential records
- Preserve and protect historical records for archival purposes
- Helps to avoid adverse consequences during litigation, investigations or audits
- Enables easy and accurate access to state records for Open Records Requests
- Increases efficient use of resources which leads to higher productivity and cost effectiveness
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