RMS Closure
Records Management Services will be closed Thursday, May 24th for Commencement. There will be no courier deliveries to Harvard Square that day because of restricted parking in the area. For Friday (May 25th) deliveries, please place your order by 3pm on Wednesday, May 23rd. For emergency retrievals on May 24th, please call 5-5961 for instructions.
Moving or cleaning out your filing cabinets this summer?
If so, you may be wondering what to do with all of the records in your office or in your e-mail. RMS offers workshops that can help you get ready for your summer deposits and office moves including: how to identify how long you are required to keep different types of records, how to send your records to off-site storage, and how to organize your e-mail. For more information, see our Trainings and Workshops iSite.
New Form for Sending New Records to the Records Center
Records Management Services (RMS) is pleased to roll out a new form for depositing new records in storage at the Records Center. The new fillable PDF form replaces both of the forms previously required to send records to storage. Detailed instructions for completing the form are included in the form itself for easy reference. The form can be found on our web site at http://hul.harvard.edu/rmo/managing_01c.shtml
Please begin using the new deposit form immediately. We will accept the old deposit forms until May 1st, but after that date anyone submitting the old deposit forms will be required to copy and paste the information into the new PDF form and resubmit the form.
We hope that the new form is easy to use and streamlines the deposit process. If you have any questions, please contact RMS at archives_rms@harvard.edu.
New Principles on Research Record Retention and Disposition
The Office of the Provost has released a set of principles on the access to and retention of research data and materials. These principles establish a 7 year retention period on all research records, which are defined as recorded research information, data and materials, in whatever form or medium, that are created or acquired in the process of performing research, whether supported by University resources or by external sponsors or donors. The General Records Schedule will be updated shortly to reflect the new principles. At this time, all research records must be retained for 7 years from the end of the research project.
The entirety of the principles may be found at http://vpr.harvard.edu/sites/vpr.harvard.edu/files/Research data retention 6 23 11.pdf
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Records Management Services
Records Management Services provides professional guidance and assistance to the University community on a wide range of records management issues. We can advise you on issues such as
- Retaining and disposing of records
- Managing and organizing records
- Managing electronic records and e-mail
- Off-site storage
- Reformatting and scanning
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Managing Resources and Expenses
Visit our iSite for additional guidance and resources that support Harvard offices and departments in the current economy.
HBS and HMS/HSDM Offices
For HMS and HSDM, contact the Archives and Records Management Program at Countway Library. For HBS, contact Information Life Cycle Management.
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