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Records Management - Training
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Below are training resources for Unit Records Coordinators.
2019 Information Session/Annual Training Curriculum for Unit Records Coordinators
2018 Extension Support Staff Conference
2018 Extension Webinar
2018 information session on the new records disposal reporting process for Unit Records Coordinators
Information on the new records disposal reporting process for URCs, developed and implemented in order to comply with new North Dakota IT Department requirements, along with an overview of NDSU's records management program and guidelines, are available at NDSU Records Management Training.
Annual training for Unit Records Coordinators
Annual training is required of all Unit Records Coordinators (URCs).
The training curriculum and quiz are available at https://moodle.ndsu.edu/course/view.php?id=46
Completion of this training will certify URCs for the current fiscal year (July 1 – June 30)
To complete the training:
Completion of this training will certify URCs for the current fiscal year (July 1 – June 30)
To complete the training:
- Review the Records Management Training curriculum
- Complete, with a grade of 100%, the Records Management URC annual training quiz
- Optional: if your department requires that you retain proof of your training, you may view and either print or save electronically the certificate showing your completed training
Electronic Records Management
Sponsored by the Council of State Archivists, Electronic Records Day is an opportunity to raise community awareness of our digital records and to enlist help in managing and preserving them. This day is designed to raise awareness among state government agencies, the general public, related professional organizations, and other stakeholders about the crucial role electronic records play in our world. The volume and complexity of government electronic records and information continue to increase. We must work together in order for electronic records to remain accessible and continue to provide value in our business processes.
Additional information on electronic records is available at https://www.nd.gov/itd/services/records-management-program/electronic-records-management and
https://www.history.nd.gov/archives/electronicrecords.html
Guidance and recommendations on management and disposal of e-mail records is provided at E-Records Management 2016 09-07. Questions may be directed to NDSU.RecordsManagement@ndsu.edu.
- E-records Day 2019
- E-records Day 2019 Personal Tips
- E-records Day 2019 Reasons For E-records
- E-records Day 2019 Government Tips
- E-records Day 2019 Managing E-communication in Government
- Cleaning Up Shared Drives
Records Management Curriculum for the General Campus
To inform and assist the campus community on NDSU’s Records Management program and best practices, a curriculum is available at here. An additional learning resource is the Records Management quiz.
Review of the curriculum and completion of the quiz are not required, but the knowledge will be helpful in the management of university records.
Questions are welcome and may be directed to NDSU.RecordsManagement@ndsu.edu
Institutional Records and Working Remotely
Following is information and guidance on working with institutional records as a remotely working employee, kindly provided by Enrique Garcia, NDSU Chief Information Security Officer, on Aug. 28, 2020.
Records are constantly being created by employees while using a computing device. Employees have a duty to protect those records from threats. Some examples are:
- Disclosure. Access to an institutional record by an individual who is not authorized to see that record
- Cryptolocking. Data on a computer are encrypted by malware. and ransom is demanded in order to decrypt the information. Legal counsel’s current opinion is that NDSU cannot pay ransom.
- Exfiltration. Data on a computer is sent to a repository on the internet. Ransom is demanded in order to not make the information public.
- Alteration and destruction. Data is modified or deleted knowingly or unknowingly by an unauthorized individual.
Recommendations:
- NDSU owned devices such as computers, cellphones and tablets
- Limit browsing to sites needed for work related activities. Using a work device for everyday browsing exposes the device to sites that can contain malware and infect the computer.
- Only the employee should use the device. Other individuals could access records that are protected by privacy laws such as FERPA. Additionally, institutional records could be altered or deleted. Finally, non-employees are more likely to browse to sites not related to work and therefore exposing the device to malware.
- Personally-owned devices
- The use of personally owned computers is discouraged for the following reasons:
- Security of the device is not managed by NDSU IT so the level of security varies widely
- Personally -owned devices can be used by many individuals which cannot ensure the confidentiality of institutional records
- Browsing on personally owned devices is not limited to safe sites which exposes the computer to a higher probability of malware infection
- Not all personally owned computers have disk encryption approved by NDSU IT. If the device is lost, there is a potential for disclosure of institutional records
- The use of personally owned computers is discouraged for the following reasons: