powerpoint presentation - to keep or not to keep the ....ppt

To Keep or Not to Keep:The Legalities of Record RetentionMastering the Maze 2008 Joint presentation by: Tom Mercurio, General Counsel andErica Heffner, plianceOverview?Importance of Records Management?What is a “Record”?Review of Policy and Records Schedule?Sources of Rules and about Preservation and Destruction?Duty to Destroy and how to do it right?Special TopicsWhy is Records Management Important??Records are an information asset and hold value for anizations have a duty to stakeholders to manage records anizations ply with regulatory retention requirementsWho is responsible for managing records and information??Each employee has an important role to play in protecting the University by creating, using, retrieving and disposing of records in accordance with University policy.?Each employee should be familiar with the policy and knowhow to access the scheduleWhat are records??Records are the evidence of what anization does. They capture the business activities and transactions, correspondence, personnel files.?e in many formats, including paper, e-mail, databases, web content, and can reside on PDA’s, flash drives, desktops, and are records??Records are things that (1) exist longer than it takes to create them, and (2) can be preserved and revisited later.?Choices we make (consciously or not): to create a record; to preserve it; to destroy it?All records are “public” records; not all records are “official” or need to be Definition - Records?Records: means any and all written or recorded matter produced or acquired in the course of University business, including without limitation all papers, documents, e-mail messages, machine-readable materials, and any other written or recorded matters, regardless of their physical form or characteristics. Sources of Rules About Preservation and Destruction?Rules imposed upon us by law or other authority?Rules we fashion and impose on ourselves (and must obey!)UVM Policy Statement/~uvmppg/ppg/gene