Records Management Background Image

Records Management

Overview

Records Management for the University was implemented in 1997 as a component of an all-University archives and records program. The Records Management Office is here to provide the tools, advice, and guidance to support departments and units in managing records as efficiently and effectively as possible. It is a component of the academic structure of the University and reports to the University Librarian.

Mission 

The mission of Records Management is to implement an on-going, University-wide Records Management Program in conjunction with the University Archives. The Records Management Program requires that all records be surveyed and identified regardless of media, that retention periods be established for all records, and that all records be retained until their retention periods expire, at which time they will promptly be destroyed or sent to the University Archives if considered historical.

Program Objectives

  • To promote sound record management practices;
  • To create and monitor a program of retention and disposition to assure that records are not retained longer than is necessary, but at the same time are maintained as long as needed to meet administrative, fiscal, and legal requirements;
  • To provide instruction and advice to University staff regarding records management policy and procedures;
  • To ensure the protection of those records which are considered to be vital to the University;
  • To provide for storage of inactive records in an off-site records center at low cost;
  • To ensure the efficient and timely retrieval of stored records for the office of origin;
  • To provide for the conversion of certain records to an alternate media (micrographics) in order to reduce records volume, increase retrieval, enhance file integrity, and where applicable, provide for long-term preservation;
  • To ensure the identification and transfer of archival records bearing historical or research value to the University Archives.

Unlike the Archives, the Records Management office follows and relies heavily on a Records Retention Schedule approved by the Office of General Counsel which governs the life cycle of a record and is constantly updated to reflect changes as they occur; it was last updated in 2021; the most recent version is accessible at the link that follows.

Records Retention and Disposition Schedule

The schedules provide comprehensive descriptions of the functions, activities and transactions carried out in the administration, governance and operations of the University.
Please contact the records management office if your record type or description has not been included.

Offsite Storage & Shredding Service

The University’s preferred supplier for offsite records and document storage is Iron Mountain. Your unit's records management contact will plan through the records management office to facilitate the pickup and retrieval of your records boxes. 
In addition to the records storage service, Iron Mountain also provides secure shredding services to protect the privacy of our information by destroying paper records and documents, plastics and media in a cost-efficient, safe and compliant way. Locked sixty-five-gallon bins are used to store only confidential and sensitive documents. A mobile shredding truck comes to our locations once every four weeks to destroy the contents. Please contact the records management office to determine the shredding needs of your unit or department. 

Contact Information

Dermot A. Cooper
Records Manager
Office: St. Augustine Hall, Rm 303C
Tel: 718-990-2018
Fax: 718-990-2504
E-mail: cooperd@stjohns.edu

 




    Image Credit: "Abstract Backgrounds" by NichoDesign is licensed under CC BY-NC-SA 2.0