Departmental Records Coordinators

Who should be a Records Coordinator?

The records coordinator is the contact point between a department and University Records Management. Any boxes being sent to the Records Center for storage need to go through the coordinator to ensure that the Records Storage Form and the Records Destruction Form are completed correctly with enough information that a specific box could be requested if necessary, that the box numbering system for the department is being followed, that the correct agency item number has been selected for the records, and that the proper retention has been assigned. All departmental destruction records and destruction authorizations have to be signed by the coordinator as well. This is an important position within a department, requiring a full-time employee who has familiarity with all the records created and received by the department. While a large department may have sub-coordinators for specific areas, or assistants, such as a new employee or student workers, to help the coordinator in packing boxes, calling to arrange pickups or deliveries, or being present when URM comes to pick up boxes, the records coordinator should still have an overall responsibility for departmental records.  TAMU Employee Services has added records responsibilities to many of the staff positions on the Business, Finance, Office, and Administrative career ladders. Department heads should use the Records Coordinator Designation Form to name a records coordinator.

Duties and Responsibilities

1. Serve as the official representative of the University Records Management program in their department:

  • Attend training sessions conducted by University Records Management
  • Coordinate departmental records management workshops conducted by the coordinator or URM staff
  • Be responsible for completion and submission of all records management forms to URM and retaining the departmental copy of these forms
  • Notify URM of any organizational changes in the department that affect URM
  • Notify URM of any potential, pending or on-going litigation, claim, negotiation, audit, open records request, administrative review, or any other action that relates to departmental records
  • Distribute any records management information within the department as necessary

2.  Coordinate a departmental Records Inventory 

  • Identify records and records series held in the department regardless of format
  • Identify official records and convenience copies held in the department
  • Identify vital records of the department
  • Identify archival records of the department

3.  Coordinate Departmental Records Retention

  • Provide guidance to departmental personnel on records-related issues and manage files in the office
  • Become familiar with the TAMU System Records Retention Schedule
  • Contact URM about recommendations for adding records to or changing records on the TAMU System Records Retention Schedule
  • Make sure boxes are transferred to the University Records Center in a timely manner
  • Arrange for pick-up or delivery of boxes
  • Make sure the Records Storage form is completed correctly 
  • Make requests for viewing boxes at the University Records Center or in the department

4.  Coordinate records destruction with University Records Management

  • Review the Destruction Authorization form when it is sent to the department, and obtain the necessary signatures for approval
  • Be responsible for completing the Records Destruction form for boxes being sent to the University Records Center for destruction
  • Be responsible for in-department disposal of official records by completing the Records  
  • Destruction form and sending it to the records manager for approval                                                                   
  • Be responsible for the destruction of departmental convenience copies either in the department or by preparing the Records Destruction form and sending the records to the University Records Center