The following workshops are open to Harvard University employees. ** Unless otherwise noted, beverages and snacks will be provided at all workshops. In addition to the dates specified on this page, University offices may sponsor special workshops to be given at the time and location of their choice.
GRS 101: Understanding Harvard's General Records Schedule
How do I know which records I can throw away and which I need to keep?
The General Records Schedule is Harvard's guide for the retention and disposition of records common to many University offices.
Reflecting changes in University operations and the regulatory and compliance landscape, a revised and updated version of the GRS went into effect on September 1, 2007. This new workshop will present an overview of the major revisions to the GRS and show how to use it to manage records.
Topics include:
- The definition of a University Record
- How records management principles were used to create the GRS
- How to interpret the schedule
- How to use the GRS in your office
- Services and functions of Records Management Services
Records Management at Harvard
This workshop defines records management and provides an overview of policies at Harvard that govern the management, retention, and destruction of University records. The program examines the role of records management in securing compliance, operational efficiency, cost reduction, and space retrieval.
Topics include:
- the definition of a University Record
- services and functions of the RMO
- off-site storage
- Harvard's General Records Schedule
- how to apply records management principles to University records
Your Office and the Harvard University Archives: How this relationship can work for your office
Harvard's official records extend with no major gaps from the founding of the College to the present day University. What does this mean for your office?
The University Archives is the repository for records that document important programs and decisions by University offices. In this way it is a resource for the University and you. The Archives works with offices to track their decision-making and how they handled particular issues, compile histories of programs and departments, illustrate publications, and design brochures and invitations with images that the offices themselves have placed in its safekeeping.
The workshop is designed to let you know about the Archives, how it can work with your office and how you can transfer records of historical value to ensure the documentation of your office. We also discuss the security of your records, including restrictions on access, and how the Archives ensures the long-term availability of records.
E-Mail Management
Like all other records we encounter in our work, e-mail must be managed, retained, and disposed of. However, its sheer volume sets it apart from other records. This workshop discusses methods for gaining control of e-mail and managing it according to Harvard records policies.
Topics include:
- a brief overview of records management at Harvard
- methods of controlling e-mail
- the application of the General Records Schedule to e-mail
- examples of types of e-mails with their appropriate retentions
Out of Sight: Solutions for off-site storage at Harvard
This workshop presents the ins and outs of sending material to the Records Center and the University Archives. The workshop covers everything from ordering supplies to retrieving records already in storage. This provides a good introduction for staff in charge of packing boxes and sending them off-site.
Topics include:
- box assembly
- ordering and using storage supplies
- packing boxes
- filling out paperwork
- shipping
- retrieving and refiling material
Housecleaning
This workshop helps offices take stock of their files and put everything in order. Bringing files under control helps an office save time locating documents, saves on space by eliminating or sending off-site obsolete and semi-active records.
Topics include:
- how record schedules such as the General Records Schedule are applied to office records
- the importance of documenting the destruction of records
- tips on keeping your records under control
The ABC's of Filing: Developing and Using Filing Systems
An organized, systematic filing scheme:
- helps offices retrieve files accurately and rapidly
- minimizes document losses
- aids group access to relevant documents
- promotes efficient use of space, equipment, and supplies
The workshop provides practical guidance on filing systems, filing rules and procedures, and equipment and supplies. A significant portion of the workshop is a discussion on issues related to electronic recordkeeping.
** Employees at Harvard Business School, Harvard Medical School, and the Harvard School of Dental Medicine should contact their respective records management programs for local training. |
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Upcoming RMO Workshops
GRS 101
June 17, 2008 - 10-11:30
July 29, 2008 - 2-3:30
Records Management at Harvard
Not currently scheduled
Your Office and the Archives
Not currently scheduled
E-Mail Management
June 26, 2008
July 15, 2008 - 2-3
August 18, 2008
Out of Sight
May 20, 2008
July 1, 2008
August 12, 2008 - 2-3
Housecleaning
Not currently scheduled
The ABC's of Filing
Not currently scheduled
Unless otherwise noted, all workshops are held at the University Archives Conference Room from 10:00 to 11:00 a.m.
Register
The University Archives is located in Pusey Library in Harvard Yard. Full contact information and a map can be found through our contact page. |
