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Archives and Records Management: Records Management

All records must be managed according to the University Records Policy. Each administrative office, academic department, research center, and laboratory is responsible for proper management of the records in its custody. As a result, program directors, department heads, and other senior managerial staff are ultimately responsible for ensuring compliance with University policies.

The Archives & Records Management department can help:

  • transfer records from your office to the University Records Center & Archives;

  • advise on the proper disposition of your records (destruction or permanent preservation);

  • train staff on records best practices;

  • help develop your retention schedules; and

  • identify and acquire records of permanent enduring value to KAUST's history.

Information is a resource which must be managed, as the human, financial, material and property resources of any organization are managed. Records that relate to the operation and administration of the University are managed in accordance with the University Records Policy. The University Records Center & Archives is the official repository for all University records of lasting value once they are no longer needed for current use.

KEY MESSAGES:

  • records have value to the University;

  • records management is a management function;

  • records management retention and disposition schedules must be developed, implemented, and maintained;

  • employees involved in records creation have a valuable role in fulfilling the University’s records’ responsibilities; and

  • coaching and coordination for these processes is available.

A record is typically defined as "any information contained in any physical medium which is capable of preserving such" but this is not the same thing as an official business record. Official records are more typically defined by how they relate to the core activities of a business.

 

At KAUST, a University record is recorded information created or received by University employees undertaking University business and maintained as evidence of that activity. These official records exist in different formats (such as paper, digital, or audiovisual form) and provide proof of what happened, when it happened, or who made decisions. In other words, a University record may certify a transaction, become a receipt, set policy, or establish guidelines or procedure. Such records need to be maintained according to the University’s records retention and disposition schedules.

 

In contrast, a non-record is recorded information that is incidental to operations and of temporary value (e.g., duplicate copies of correspondence, duplicate copies of records used for short term reference purposes, blank forms, and transitory messages used primarily for the informal communication of information, etc.). Non-records should only be retained for as long as they are needed operationally.

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University Archivist and Records Manager

Chris Graves's picture
Chris Graves
Contact:
Bldg 12, Rm. 2129
808-3639