Wheaton College Norton, Massachusetts
Wheaton College
Records and Information Management

Managing Your Records

Everyone is responsible for managing his/her own records. Explore the topics below to discover how you can better manage your records and benefit.

  • Getting Started
    • Become familiar with the Records and Information Management Policies and Procedures.
    • Start the records scheduling process. This process is designed to work with departments to introduce RIM concepts and to create records schedulesspecifically addressing all records of that specific department (both paper and electronic). Below are the steps to start the process.
      1. Choose a records liaison
        Choose a records liaison to represent the department on records related topics.
      2. Contact us

        Contact us to discuss scheduling the records survey for your department. Depending on the size of the department, the entire process will take about 1-3 months during which the Records Manager will:

        • Introduce RIM and Records Schedules at a department meeting.
        • Meet with each member of the department to identify records and gather information for the records schedule. (Group meetings are an option only if two or more individuals produce similar records).
        • Produce a records schedule for the department with consultation with the Records Liaison and other members of the department
        • Present the completed records schedule to the department for changes and feedback
        • Submit the completed records schedule to the RIM Committee for approval and invite the Records Liaison to attend
    • If your department has completed the records survey process, consult the Records Schedules to find where your records fit into the schedule.
    • Attend RIM Training sessions to learn more about managing paper and electronic records or schedule a records consultation.
  • Managing Active Records
  • Managing Inactive Records
    • Transferring

      Records may be transferred to the Archives custody for temporary (inactive) storage or permanent storage. Before transferring any record (regardless of format) please consult your records schedules and Contact Us.

      • Transferring Paper Records

        paper transferring instructions (pdf)

        Some Guidelines

        • Discard duplicates
        • Discard blank forms.
        • Discard copies of records your office did not create (publications, memos, etc.).
        • Discard materials with no informational value (envelopes, messages, illegible notes, etc.).
        • Discard hanging file folders.
        • Pack records in Bankers Boxes (box size = 10"H x 12"W x 15"D).
        • Box the files in the same order that they were kept in your office.
        • Clearly label the outside of each box with the records series number, destruction date, department name, title of the records, dates of records, and the box number. Click here for an example.
        • Make a list of the boxes and the files in each box and email the list to the Records Manager.

        Ready to Transfer

        • Contact the Records Manager to request a transfer and to confirm the location of transfer.
        • Provide the number of boxes you will be transferring and email the contents list (download form).
        • When the boxes are picked up, call x3713 to let the Records Manager know that the boxes are in transit.
        • Keep a copy of the list of contents for your own records.
      • Transferring Electronic Records
        • Email (using Thunderbird)
          • Export an email folder within Thunderbird
            1. Right click on the folder to export
            2. Select "Import/Export" --> "Export Folder"
            3. Select where you want the mbox file to be created (ex: Desktop).
            4. Select okay.
            5. The new file will be named after the email folder you exported.
          • Upload an email folder to the Archives folder on the shared drive.
            1. Follow the instructions to connect and log into the shared drive on Netspace.
            2. In the shared drive, open the folder "Archives"
            3. Open the folder "Transfer to Archives"
              • secure folder
              • able to view/alter own transferred documents
              • unable to view/alter transferred documents by others
            4. Drag and drop the folder into the "Transfer to Archives" folder
          • Email the Records Manager with a list of contents that were transferred to the Archives folder and keep a copy for your records.
        • Electronic Files
          • Upload an electronic folder to the Archives folder on the shared drive.
            1. Follow the instructions to connect and log into the shared drive on Netspace.
            2. In the shared drive, open the folder "Archives"
            3. Open the folder "Transfer to Archives"
              • secure folder
              • able to view/alter own transferred documents
              • unable to view/alter transferred documents by others
            4. Drag and drop the folder into the "Transfer to Archives" folder
          • Email the Records Manager with a list of contents that were transferred to the Archives folder and keep a copy for your records.
    • Retrieving Records

      Records are made available only to authorized personnel from the office of which the records were created. All other records requests are completed at the discretion of the Records Manager.

      Please email the Records Manager for records retrieval requests. Please include the following:

      • Record Series Number
      • Title
      • When the records are needed
      • Any other information that will aid in the retrieval of the record.

      Please allow one week for retrieval.

    • Destroying Records
      STOP: Consult the Records Schedules before destroying records. If you do not find your records on the records schedule, contact the Records Manager.Records may be destroyed (shredded or recycled) only if all of the following requirements are met.
      1. The records retention has expired.
      2. All audit requirements have been met.
      3. There is no pending or foreseeable litigation involving the records.
      Confidential Records Destruction instructions: for records with personal and/or confidential information

      • Paper Records

        Paper Shredding Services: Wheaton College uses a National AAA-NAID certified company for the secure destruction of paper records. This is the preferred method for shredding documents.

        • Contact the Records Manager to schedule a bin and/or box pickup for your department or office.
        • Confidential Destruction locked bins are available in the following locations:
          1. Park Hall basement
          2. Library ground floor
          3. Admissions Building
          4. Mary Lyon Hall Basement
          5. Kollett Center for Collaborative Learning
          6. 10 Library Square
          7. Doll's House
          8. Public Safety
          9. Hebe
          10. Meneely
          11. Knapton Hall
          12. Watston

        Contact the Records Manager regarding obtaining a locked bin for your department.

        • Shredding your own documents: Use a cross-cut document shredder (generates small pieces of paper instead of strips).
      • Electronic Records
      • Media Shredding Services: Wheaton College uses a National AAA-NAID certified company for secure destruction of media (tapes, compact discs, microfilm, floppy disks, etc.). Contact the Records Manager to request a pick up.
      • Removing Data from Hardware: learn how to remove information from your technology devices (computers, phones, other electronics).
      • Email: Remember to empty your trash!

Learn more about the Records Schedules

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