Records Management

What is Records Management?

Records Management is the systematic control of all records from creation to destruction. A "record" is defined as anything you receive or create as part of your work. This includes paper, electronic, electronic media and microform versions of material. A complete definition can be found at M.S. 138.17 subdivision 1.

For more information about Records Management, please view the "Records Management @ MSU" presentation.

Why do Records Management?

It's required by the laws of the State of Minnesota.
As a government entity, Minnesota State University, Mankato is subject to the following Minnesota records management statutes:

A records management program is an important feature of any organization. It can help the organization save money, time and space through effective management of records. Contact the Archives (archives@mnsu.edu) for your records management needs.

Records Management

Retention

A Retention Schedule is a guideline departments follow for storing of all records, both active and inactive. The retention schedule also identifies what happens to the records when they are no longer needed within the department.

Retention Schedules

Transfer

All records transferred to the University Records Center require a completed Transfer form. 


Transfer Records

Retrieval

The University Archives provides Records Retrieval services to all Minnesota State Mankato departments that store records in the University Records Center. Due to limited staffing, please allow 3-4 business days for retrieval requests.

Departments should return requested files/boxes to the University Records Center when no longer needed.

Retrieval Request

Disposal

When records have reached the end of their required retention period, University Archives staff will contact the department about scheduled disposition. This may mean shredding or archiving as appropriate. All shredding will be handled by the Minnesota State Mankato contracted shredding company.

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