The Maine State Archives has issued records retention schedules and policies governing the retention of agency records, available here. 618-536-6613 jqualls@siu.edu Homepage » Record Nations Articles » Record Retention Guidelines by State; Record Retention Guidelines by State. RETENTION SCHEDULES Click below on the Retention Schedules as appropriate: . Abused and Neglected Child Reporting Act (ANCRA) - Unfounded Reports and Investigation/Services Case Files (Originals) 3. The below record retention schedule is hereby adopted. Download IHA's record retention guidelines ». Southern Illinois University Edwardsville is authorized to operate as a postsecondary educational institution by the Illinois Board of Higher Education. Records Retention Schedule: A list of record types an office creates, how long they will keep the copy, the event or point in time that marks the start of the retention period, and the action that will take place at the end of that time ( e.g., disposal, secure/confidential disposal, retain in office permanently, send to archives for permanent . Management of Scanned Records. Western Illinois University is required by the State of Illinois to follow a retention schedule for all departmental records as defined by the State Records Commission. Document Retention Policy. Record Retention Schedules by State (alphabetical order): Alabama Record Retention Schedules These schedules list records common to most government functions. It exhibits transparency and allows board members to be prepared in the event of owner issues, litigation, fines, discovery, and local government requirements. Code 1900.330. Please consult the RIMS office and the appropriate Records Retention Schedule prior to disposing of any records. the District's Records Retention Schedule • Each individual public record email must be evaluated for content • Required length of retention depends on the type of record (or Record Series) and can be found in the District's Records Retention Schedule • There is no blanket retention period for all email Records retention schedules dictate how long any record must be retained. Brief History . Record Retention Schedules by State (alphabetical order): Alabama Record Retention Schedules The second Records of continuing value are identified for preservation. Purpose. A unit level records retention schedule is a series of dates attached to specific record types (record series) that state the minimum period for which records of this type must be retained by a unit. The records may not be subpoenaed or otherwise seized or examined without the express consent of the attorney. Records Management Section Document Retention and Destruction Policy General The Document Retention and Destruction Policy identifies the record retention responsibilities of staff, volunteers, members of the board of directors, and outsiders for maintaining and documenting the storage and destruction of the organization's documents and records. Compile a comprehensive list of all record series and/or public records, inlcuding those that do not have a corresponding records retention schedule, as well as those that have a records retention schedule in need of revision/update. To create a unit-level records retention schedule a records inventory must first be completed. Student Records Retention Schedule This schedule includes admissions records, general student academic records, community program files, student financial aid records, FERPA compliance records, University of Illinois Laboratory High School records, course evaluations, and grades and graded work. For advice on record destruction, agencies are to contact agency legal counsel, or in the case of public entities, the Illinois Secretary of State's Illinois State Archives. A Clearly Communicated Schedule For the records retention schedule, every document is sorted according to class, and each class has its own timeline for retention. In Illinois, no public record may be disposed of without the approval of the appropriate records commission. Rule 1.15 (l) Denial of records: Once the required minimum time for retention of records has passed, the attorney may deny even the existence of the records to anyone including a court. Directions for Updating Your Departmental Records Retention Schedule . This policy is designed to provide guidance to the university for the proper management of records (both paper and digital) in order to meet the requirements of the State Records Act and . Below we've compiled record retention schedules by state for municipalities, special districts and state agencies, boards and commissions, as well as general employer recordkeeping laws to help your business become compliant. Review existing records retention schedules to determine if they are current and accurate as written; and V.A.4. Records of Western Illinois University include documentation of all business transactions of the University as defined by the Illinois State Records . their records and producing a retention schedule. Each department at Eastern Illinois University has a records retention schedule that is prepared by the Illinois State Records Commission in consultation with that department. Replay of our webinar where we covered brand new (as of July 2020) records retention schedules for Illinois school districts. 85/6.17(c) (2008). Creating a Unit Level Records Retention Schedule . To create a unit-level records retention schedule a records inventory must first be completed. A legally correct records retention schedule can generally be derived with sufficient time and patience. Individual states also have requirements not addressed here; therefore, employers should review state employment laws for additional record-keeping and retention . The record series are grouped by function rather than office so records within an office may be covered by more than one retention schedule. Records Retention; Records Retention Schedules; Practical Guidance and Help; Training; RIMS Site Map; Contact Us; The University of Illinois System is the flagship higher education system in the state of Illinois. EDUCATION . You may also contact our office through mail, fax, or email. A complete Records Retention Manual, as it relates to the University, is being maintained at the Comptroller's office. CORPORATE AND GENERAL. Minimum Medical Record Retention Periods for Records Held by Medical Doctors and Hospitals * State (5) (7) Periods for Records Held by Medical Doctors and . Paper records may not be destroyed in favor of digital surrogates (scanned documents) unless the digital surrogates are produced in compliance with this Section (Section 4400.70 Digital Reproduction) and unless done pursuant to a retention schedule approved by the State Records Commission. Sports Wagering Record Retention Schedule . We are working on our record retention schedule and were wondering if there is a record retention schedule for the state of Oklahoma that we need to be incorporating into ours? The purpose of the University Records Retention Schedule is to ensure that: Official records are maintained for as long as they are needed to satisfy legal, regulatory, and operational requirements. You should consult with your attorney and insurance carrier when establishing a record retention policy. ), the length of time each record must be retained as an active record, and the disposition as agreed upon by the State and the University. To dispose of local government records call 217-782-7075. IHA HTML Field 2. 160 North LaSalle ♠ Suite 300 ♣ Chicago, Illinois 60601 ♥ tel 312/814-4700 ♦ fax 312/814-4602 Video Gaming Record Retention Schedule . All child care case records must be retained in the office for one (1) year following the date of denial of the application or request for assistance or the date of closure or cancellation of the case, whichever is applicable. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below. Stat. Record Retention. A sound records retention system has three key components—schedule, policies, and storage—and once these components are in place, consistent implementation. Police and sheriff departments must retain their records for a specific amount of time, depending on the type of record, as established in the Secretary of State's Records Retention Schedules for Law Enforcement Agencies.Below are the retention requirements for commonly requested law enforcement records, along with the relevant Disposition Authority Number (DAN). Child Labor Records An employer must keep a copy of the certificate for a Disposal of Records; Administration and Consulting. Note: Please notify the University Comptroller's office if any additional information is needed or if any changes occur in your departmental records. Then, the agency head is to fill out an application for authority to dispose of local records. Homepage » Record Nations Articles » Record Retention Guidelines by State; Record Retention Guidelines by State. The first problem area is to avoid the accidental destruction of any record. Records Retention. pursuant to the fundamental philosophy of the american constitutional form of government, it is declared to be the public policy of the state of illinois (i) that government records are a form of property whose ownership lies with the citizens and with the state of illinois; (ii) that those records are to be created, maintained, and administered … When such an obligation does exist, then the longer retention 210 ILCS 85/6.17 (i). Medical Records Retention: The agency must have policies in place regarding the retention and destruction of medical records. The improper release of medical records and the improper destruction of records can lead to civil and/or criminal liability. University of Illinois System » Chief Information Officer - System Offices » Services » Records and Information Management Services » Records Retention » Records Retention Schedules The Office of the CIO and RIMS websites has been moved. State of Illinois Local Records Commission Archives Building SPRINGFIELD, IL 62756 (217)782-7075 COUNTY Lake AGENCY XYZ Township ADDRESS 1234 Main Street PHONE (815)555-1212 Sample Records Retention Schedule APPLICATION FOR AUTHORITY TO DISPOSE OF LOCAL RECORDS CITY Barrington 60010 Illinois Records federal, national and state compliance resources - regulations, laws, and state-specific analysis for employers and HR professionals Illinois Records: What you need to know The information provided here highlights some of the more important recordkeeping requirements that apply to most employers in Illinois. The Act recognizes two record retention problem areas. However, in order to use the policy as a defense, you should exercise the policy and discard documents on a regular (at least yearly) basis.