The Department of Records Management is pleased to offer RecordsU – a four course series that will introduce you to all the concepts you need to know to efficiently manage your department’s records and effectively comply with DePaul’s Records Management Policy.
After completing the four course series you will become an Official DePaul Records Coordinator. This designation will travel with you if you move to another department and is a great way to show managers and colleagues that you are the go-to person when it comes to organization and policy implementation. Not to mention that by becoming an Official DePaul University Records Coordinator you will receive invitations to the annual Records Coordinator Appreciation Breakfast, be the first to know about Fun File Days, and be able to network with other colleagues who also tackle their departments’ records and information.
To register:
- Go to the Training Enrollment page in CampusConnect
- Search by Course Number (e.g. RM001A)
- Select Available Sessions
Group A - Complete one course for RecordsU
Intro to Records Management
Format: Classroom (RM001A), Online (ERM001)Not sure what DePaul University means by “records management”? Have you read the policy but don’t understand how to apply it? Do you just want clarification on what all of this means? The Introduction to Records Management training module will give you an overview of records management at DePaul University. You will learn about the Records Retention Schedule, the difference between official and unofficial records, and why all of this is important. In addition to helping you do your job, files can be considered University records that need to be retained for legal, financial, administrative, and historical reasons. Through real-world examples and hands-on exercises this session explains university policies regarding what you need to keep and how long you need to keep it, how to use the University Records Retention Schedule, and how to implement records management procedures in the office. This module is required for anyone wishing to fully complete the RecordsU™ designation series.
At the conclusion of this module, participants will:
- Know how to differentiate between official and unofficial records.
- Understand how to use the Records Retention Schedule to determine how long to keep files.
- Feel empowered to purge old documents and understand the proper avenues to dispose of records.
Group B - Complete one course for RecordsU
File Plan Development
Format: Classroom (FP001A), Online (EFP001)A file plan lists the records in your office, and describes how they are organized and maintained. A good file plan is one of the essential components of a recordkeeping system, and key to successful records management. File Plan Development will walk attendees through the steps of identifying their records and what information should be included as part of the file plan. Attendees will leave with ideas about how to document and organize their paper records as well as their electronic documents.
At the conclusion of this module, participants will:
- Know why having a file plan is a benefit to departments and DePaul University.
- Understand the components that make up a file plan.
- Be able to identify the records in their departments.
- Have started the process of creating their own file plan.
Filing Best Practices
Format: Classroom (FB001A), Online (EFB001)Filing Best Practices will guide participants through understanding the lifecycle of a record, the different ways to organize records, suggestions for labeling files, and how to separate active files from the ones that are no longer being used but must keep per the Records Retention Schedule. Topics include types of filing schemes, active versus inactive records, filing system controls and physical storage options.
At the conclusion of this module, participants will:
- Know the different stages of the records lifecycle and how each plays a part in records management
- Understand different ways to organize and label files to assist with retrieval and disposal
- Have exposure to different file storage options
- Be able to separate and track files
Email Management
Format: Classroom (EMLMG), Online (EEM001)
Are you struggling to manage the multitude of emails piling up each day? The Email Management workshop offered by the Department of Records Management equips participants with the means necessary to sort through a myriad of messages, focusing on which items to retain and why. By exploring the Records Management policy, a framework is provided for the legal and business requirements related to email. Also, several Microsoft Outlook™ functionalities will be discussed such as, but not limited to: rules, sorting, folder structures and categories. Additionally, this workshop provides participants with tangible recommendations for utilizing email management systems as workflow tools, rather than storage repositories.
At the conclusion of this module, participants will:
- Understand the various types of email that enter an inbox.
- Understand how email fits into the various requirements of the Records Management and other Information Services policies.
- Be aware of the various functionalities of Microsoft Outlook™ that assist in the management of email.
Group C - Complete one course for RecordsU
Scanning 101
Format: Classroom (SC001A), Online (ESC001) For offices considering scanning documents as a part of everyday operations, many things should be contemplated before undertaking such a project. Scanning 101 will cover topics such as but not limited to: document preparation, scanner and software selection, office personnel considerations, project management hints, retention and disposition, document schema and budgetary tips.
At the conclusion of this module, participants will:
- Analyze and consider all aspects of commencing a scanning project and determine the appropriate application of technology for individual situations.
- Administer appropriate document retention and disposition principles to electronic documents within the project.
- Understand the impacts of staples, post-it notes, simplex vs. duplex documents and document quality on scanners.
- Gain exposure to various types of scanners and software solutions based on appropriate application to the project.
- Consider and properly schedule human resources for preparation and executing the scanning project.
- Understand popular document naming conventions and schemas and their impact on scanning projects.
- Apply basic project management principles to elements such as timelines, budgets and political considerations.
Tackling Your Shared Drive
Format: Classroom (SD001A), Online (ESD001)
Does your departmental shared drive resemble a junk drawer? Tackling Your Shared Drive will equip participants with the means necessary to sort through existing folders and create a new, sustainable structure for effective departmental use. Topics such as electronic records management, security, records disposal and naming conventions will be but a few of the items discussed in the workshop. Most importantly, the workshop will detail key points relating to a shared drives structure's importance in regards to the university records retention schedule.
At the conclusion of this module, participants will:
- Understand the recommended process for analyzing current shared drive issues
- Know the steps for creating a sustainable shared drive layout
- Be able to see how shared drive structures can help with adherence to university policies
Group D - Complete one course for RecordsU
Disposing of Old Records
Format: Classroom (DO001A), Online (EDO001)The University Records Retention Schedule has several outcomes for official records. Some of them must be permanently retained, some must be shredded, some can just be disposed of, and still others need to be sent to the University Archives. But what do all of those things mean? And what are the best practices associated with each of them? Disposing of Old Records will explain in detail how and why to use off-site storage, third-party shredding services, and the University Archives in order to make getting rid of those old records as efficient as possible.
At the conclusion of this module, participants will:
- Understand the benefits to using third-party storage and shredding
- Know how to set up an account to facilitate shredding and storage
- Gain exposure to the mission and services of the University Archives
- Be able to efficiently and correctly retain or shred old records