ࡱ> _b^ bjbjWW 4*55  (((((<<<<D<X((((.X0X0X0X0X0X0X$W[ ^^TX(TX((((iX.((((.X.XN O8S(@b&(EDQ0XX0XtQpg^[g^`SSg^(jUTXTXXg^ : FAST FACTS from Internal Control February 2014 In an ongoing effort to increase awareness, safeguard assets, assure the accuracy of accounting data, promote operational efficiency, and encourage adherence to managerial policies and directives, SUNY Fredonia Internal Control will periodically issue informational FAST FACTS to all faculty and staff.  RECORDS MANAGEMENT In accordance with  HYPERLINK "http://www.archives.nysed.gov/a/records/mr_laws_acal5705.shtml" Section 57.05 of the NYS Arts and Cultural Affairs Law, official records of the state-operated campuses of the State University of New York and SUNY System Administration must be retained and may not be destroyed unless pursuant to applicable records retention schedules. This includes SUNY Fredonia. KEY POINTS and HELPFUL INFORMATION What is a Record: Any information kept, held, filed, produced or reproduced by, with or for an agency or the state legislature, in any physical form whatsoever including, but not limited to, reports, statements, examinations, memoranda, opinions, folders, files, books, manuals, pamphlets, forms, papers, designs, drawings, maps, photos, letters, microfilms, computer tapes or discs, rules, e-mails, regulations or codes Retention Schedules: There are various record retention periods and retention periods are based upon the type of record. SUNY Campuses are expected to maintain records in accordance with the  HYPERLINK "http://www.suny.edu/sunypp/documents.cfm?doc_id=650" SUNY Records Retention and Disposition Policy. When a record is not identified in the SUNY Policy, campuses are to defer to the  HYPERLINK "http://www.archives.nysed.gov/a/records/mr_pub_genschedule.shtml" New York State Schedule for the proper retention period Who is responsible? Everyone! All employees are responsible for knowing what records they have and how long they must keep them. Every department should assign an employee to be that departments Records Management Liaison. Records Management Liaisons should work with the campus Records Management Officer ( HYPERLINK "mailto:Amy.Beers@fredonia.edu" Amy Beers) to assure records are being kept for the proper length of time Disposition of Records: Records eligible for disposal should be destroyed in a secure manner. Preferred methods of destruction include shredding and thermal destruction. SUNY Fredonia thermally destroys records twice per year (typically in June and January). Remember to complete and submit a  HYPERLINK "http://www.fredonia.edu/admin/rm/" Records Disposition log to Amy Beers whenever a record is destroyed. NOTE: Records should be destroyed as soon as they meet their retention period UNLESS they serve a legal, operational, or historic value to SUNY Fredonia. Helpful Links  HYPERLINK "http://www.suny.edu/compliance/topics/recordsretention/" SUNY Records Retention  HYPERLINK "http://www.fredonia.edu/admin/rm/" SUNY Fredonia Records Management The development and maintenance of the organizations internal controls will help to ensure accountability. If you have any questions, comments, or suggestions regarding Internal Control FAST FACTS or any other Internal Control related issues, please contact Amy Beers, Director of Internal Control, at 673-4925 or HYPERLINK "mailto:Amy.Beers@fredonia.edu"Amy.Beers@fredonia.edu . 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