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Records Management

Guide to records management practices and requirements at the University of Maryland, College Park

Ask an Archivist!

Contact Special Collections and University Archives with questions about records management, electronic records, web archiving, digital preservation, and searching and using archival records.

Whose job is records management?

Records management at the University of Maryland relies on several roles and responsibilities.

Office of record: The unit responsible for retaining and disposing of specific types of university records.

Campus unit managers: Ensure sufficient staff time and resources to manage records effectively and sustainably.

Campus unit staff: Participate in records self-assessment while developing and maintaining records inventories. Follow the requirements of the records schedule while consulting with the Records Manager, University Archivist, and Electronic Records Archivist as needed.

Records Manager (Procurement and Business Services): Serve as liaison to the Records Management Division of the Department of General Services and the State Archives. Consult with campus units on records management requirements and practices. Develop and oversee the University's records management program. Implement measures to:

  • Safeguard the security and integrity of records;
  • Establish and revise agency records retention and disposition schedules;
  • Maintain inventories of records series (groups of records that share a function and retention requirements) that are accurate and complete;
  • Dispose of non-permanent agency records that have met retention requirements in a prompt, orderly, and documented manner; and
  • Transfer permanent agency records to the custody of University Archives.

(Source: Maryland State Archives, Records Officer Guidance)

University Archivist (University Libraries): Evaluate and approve records for transfer to the University Archives and manage collection development priorities. Consult with campus units on records management.

Electronic Records Archivist (University Libraries): Consult with campus units on records management, including electronic records, web archiving, and digital preservation. Manage the digital archives program in Special Collections and University Archives.

Office of General Counsel: Manage public records requests for the University.