Special Points of Interest:

¨  RIM Update

¨ Testimonial

¨  SMHS Destruction Totals

¨  Filing PeopleSoft Reports

¨  Reminders and Tips

¨  Two New Record Series

¨  Holding your Mail

¨  E-mails as Records

¨  Safe Personal Computing

¨  E-mail Pitfalls

Newsletter

University of North Dakota School of Medicine and Health Sciences

2006 has been a busy year for the School of Medicine and Health Sciences’ Records and Information Management Program.  Annual File Generation went well and before we knew it, the Annual Notice of Destruction process was upon us.  Annually destroying or transferring records to the University Archive makes better use of our office space and it ensures that those records that are historically significant be preserved.  This year we finished our destruction process in record time.  Thanks to all our Records Coordinators for their help.

 

We started working with the Occupational Therapy (OT) Department with a full conversion of their student records.  The entire OT faculty assisted in the conversion

process – talk about many hands making light work!  Thank you to everyone in the OT Department for all their hard work.

 

Jennifer and I are now spending one day a week working with the departments on the Southeast Campus.  We have just finished working with Kristi Hofer and Fern Smith from the Southeast Campus Dean’s Office.  Their filing system looks great and they both did a terrific job.  During the first part of the New Year we will be working with Tracey Steffes in the Obstetrics and Gynecology Department.

 

Should your department or office like more information or assistance with managing its records and information please contact us at (701) 777-3783.

 

         ~ Susan Carlson, CRM

Even though we are still in the process of transferring our files into the Versatile records management system, much has been accomplished.  Our whole department has embraced and supported our new system which has been the key in our successful transition!  The color coding by the year for the student files has made filing efficient.  As each record series is completed it has allowed us to not only locate information quickly, but it also assured us that we are keeping only the information that is required, no more – no less.  The flexibility and research that Susan and Jennifer have done for us has been very helpful and appreciated!  Maintaining our records under this system gives us the power to be comfortable with being in compliance in records retention and disposal.  We are looking forward to completing this process by getting all our records into this system!

 Winter