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Records Management Training at U.Va.

The University Records Management Office (URMO) offers a variety of training options. Classes are offered to acquaint you with the basics of proper records management practice at U.Va., as well as to help you with specific tasks or projects. Registration is strongly suggested, although not required.

Customized training sessions are also available for department, office and interest group meetings. Contact URMO at 434-243-9162 or email records@virginia.edu for more information.


Fall 2015 Training Schedule

Records Management for Human Resources (2.5 hours)
September 2, 2015 (9:00 a.m. – 11:30 a.m.), Kaleidoscope Room, Newcomb Hall
Click Here to Register
Do you work with personnel records, search committees, hiring of faculty and staff?  Not sure what you need to keep and what to destroy?  The Records Management Office can help with this focused training session.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for human resources records, procedures for reducing printing and use of electronic records, and how to manage your storage space.  This session will include a demonstration of the University Records Management Application (URMA) and instructions for transferring records to approved storage vendors.  (Recommended for all HR facilitators, and HR support staff).

Paperless Office? Digital Imaging Guidelines and ImageNow Use (2 hours)
September 9, 2015 (9:00 a.m.-11:00 a.m.), Commonwealth Room, Newcomb Hall
Click Here to Register
Would you like to work in a paperless office?  Come to this class to learn about your responsibilities in reformatting paper records to electronic images and managing them in compliance with federal, state and UVa rules and regulations.  Also discuss the use of ImageNow for HR and student information, and other document management systems used across Grounds.  Included in this session is a review of the state requirements for electronic information, UVa policies, scanning of paper records, and long-term storage of electronic information.  (Recommended for all faculty and staff).

Email Management (2 hours)
September 24, 2015 (9 a.m.-11 a.m.), Commonwealth Room, Newcomb Hall
Click Here to Register
Too much email in your inbox? Not sure what to keep and what to trash?  Not sure how to use your email client (Outlook) or want to learn some tips and tricks to better manage the flood of email?  Come to this training to learn about email as a public record, email deletion, appropriate content for email distribution, handling attachments, and avoiding email clutter. (Recommended for all faculty and staff).

Records Management for All (2.5 hours)
September 29, 2015 (9 a.m.-11:30 a.m.), Kaleidoscope Room, Newcomb Hall
Click here to Register
Don’t see a specific records management training for your job responsibilities but still want to know which records to keep and when to destroy?  The Records Management Office can help with this general training session about the management of University records.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session will review specific retentions for the records you manage, as well as procedures for print reduction and use of electronic records, and how to manage your storage space.  This session will also include a demonstration of the University Records Management Application (URMA) and instructions for transferring records to approved storage vendors. (Recommended for all University personnel in areas not covered by a specific “RM for…” training).

Records Management Refresher Training and URMA Demonstration (2 hours)
November 3, 2015 (9:00 a.m. -11:00 a.m.), Commonwealth Room, Newcomb Hall
Click Here to Register
Have you had records management training in the past and want to refresh your skills?  Interested in knowing more about the University Records Management Application (URMA)?  Want to transfer records to an approved storage vendor?  In this session we’ll review the basics of records retention and destruction, provide a demonstration of the URMA system, and give step-by-step instructions for how to transfer records to one of our approved storage vendors – Patterson Pope and EDM Americas.  (Open to those who have previously attended a Records Management training).

Records Management for Finance/Fiscal Admin (2.5 hours)
November 10, 2015 (9:00 a.m. -11:30 a.m.), Kaleidoscope Room, Newcomb Hall
Click Here to Register
Do you work in fiscal administration or with University financial records?  Not sure what you need to keep and what to destroy?  The Records Management Office can help with this focused training session.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for fiscal and financial records, procedures for reducing printing and use of electronic records, and how to manage your storage space.  This session will also include a demonstration of the University Records Management Application (URMA) and instructions for transferring records to approved storage vendors.   (Recommended for all fiscal administrators, techs, and financial services personnel).

URMA Hands-on Training (2 hours)
November 19, 2015 (2:00 p.m. – 4:00 p.m.), HR Training Room 136, 2400 Old Ivy Road
Click here to Register
Do you want to see the University Records Management Application (URMA) in action?  This class will provide a hands-on demonstration of URMA and give participants a chance to practice tasks including record creation and updating, searching, creating a “pick-list” for transfer of records to a storage vendor, label creation, and the disposition (RM3 Form) process.  (Open to those who have previously attended a Records Management training).

The Next Level – A Road Map for Records Management Success (2 hours)
November 17, 2015 (9:00 a.m. – 11:00 a.m.), Kaleidoscope Room, Newcomb Hall
Click Here to Register
Do you understand the basics of records management and want to start or revamp your department’s records management processes?  This session will provide intermediate-level records personnel with a map for success in managing University records.  In this session you’ll learn how to construct file plans for paper and electronic records, how to obtain buy-in from colleagues and support from supervisors, and tips to keep your office moving in the right records management direction. (Open to those who have previously attended a Records Management training).

Records Management for Research (2.5 hours)
December 1, 2015 (9:00 a.m.-11:30 a.m.), Kaleidoscope Room, Newcomb Hall
Click Here to Register
Do you work with sponsored programs?  Do you manage student records in your department? Not sure what records to keep and when to destroy?  The Records Management Office can help with this focused training session about the management of academic and research-related records.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for research records (including data sets, data collection instruments, proposals and financial records), and academic records; as well as procedures for print reduction and use of electronic records, and how to manage your storage space.  This session will also include a demonstration of the University Records Management Application (URMA) and instructions for transferring records to approved storage vendors. (Recommended for all clinical trial coordinators, research administrators, lab managers and financial/student services personnel).

URMA Hands-on Training for Research (2 hours)
December 10, 2015 (2:00 p.m. – 4:00 p.m.), HR Training Room 136, 2400 Old Ivy Road
Click here to Register
Do you want to see the University Records Management Application (URMA) in action?  This class will provide a research-specific, hands-on demonstration of URMA and give participants an opportunity to practice tasks including record creation and updating, searching, creating a “pick-list” for transfer of records to a storage vendor, label creation, and the disposition (RM3 Form) process.  (Open to those who have attended a Records Management for Research training).


Overview of Classes

Below are descriptions of the classes offered at various times by the University Records Management Office (URMO). Some, but not all, classes will be taught each semester. These types of classes also can be customized for your specific department or group meetings.

There are three categories of classes offered. Refer to the descriptions below for more information. As stated above, use these descriptions as a general outline for a customized class for your department or group.

THE BASICS

Records Management for ALL (2 hours)

Don’t see a specific records management training for your work, but still want to know what records to keep and when to destroy?  The Records Management Office can help with this general training session about the management of University records.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia.  This session will review specific retentions for the records you manage, as well as procedures for print reduction and use of electronic records, and how to manage your storage space.  Also see the basics for using URMA (University Records Management Application) to track your records for retention and location. (Recommended for all University personnel in areas not covered by a specific RM for training.)

Records Management for FACULTY (1 hour)

Not sure how long to keep those student exams or papers?  What about faculty search records?  This one-hour training will answer all these questions and more.  Keep only what you need to keep and destroy those University records you no longer need in compliance with University Policy and the Virginia Public Records Act.  This training will review the retention requirements for records faculty use and create while working at U.Va., including grade sheets, evaluations, faculty searches, student work and research-related records.
 (Recommended for all faculty and/or faculty assistants.)

Records Management for FINANCE/FISCAL ADMIN (2 hours)

Do you work in fiscal administration or with University financial records?  Not sure what you need to keep and what to destroy?  The Records Management Office can help with this focused training session.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for fiscal records, procedures for reducing printing and use of electronic records, and how to manage your storage space.  (Recommended for all fiscal administrators, techs and financial services personnel.)

Records Management for HUMAN RESOURCES (2 hours)

Do you work with personnel records, search committees, or hiring of faculty and staff?  Not sure what you need to keep and what to destroy?  The Records Management Office can help with this focused training session.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for human resources records, procedures for reducing printing and use of electronic records, and how to manage your storage space.  (Recommended for all HR facilitators, and HR support staff.)

Records Management for INFORMATION TECHNOLOGY (2 hours)

This session will help LSPs, LSAs and IT personnel assist their users with the proper retention and management of electronic records in compliance with the Virginia Public Records Act and the policies on records management at U.Va.  This session includes review of specific retentions for IT-related records and how to manage your storage space and reduce risk associated with electronic information.  Also see hands-on examples for using URMA (University Records Management Application) to track electronic records for retention and location. (Recommended for all LSPs, LSAs and IT personnel.)

Records Management for RESEARCH (2 hours)

Do you work with sponsored programs?  Do you manage student records in your department?  Not sure what records to keep and when to destroy?  The Records Management Office can help with this focused training session about the management of academic and research-related records.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at U.Va. This session includes review of specific retentions for research records (including data sets, data collection instruments, proposals and financial records), and academic records; as well as procedures for print reduction and use of electronic records, and how to manage your storage space.  (Recommended for all research administrators, lab managers and financial services personnel and student services personnel; Clinical Trial Coordinators please attend training through the Clinical Trials Office.)

Records Management for STUDENT SERVICES (2 hours)

Do you work with students?  Not sure what records to keep and when to destroy?  The Records Management Office can help with this focused training session about the management of student-related records.  Learn or review the basics of the Virginia Public Records Act and the policies on records management at U.Va. This session includes review of specific retentions for student records (including school/department student records and scanning records to ImageNow/SIS); as well as procedures for print reduction and use of electronic records, and how to manage your storage space.  Also see hands-on examples for using URMA (University Records Management Application) to track your records for retention and location. (Recommended for all student services personnel and student services offices.)

 

PROJECT/TASK-SPECIFIC CLASSES

Email Management (2 hours)

Too much email in your inbox? Not sure what to keep and what to trash?  Not sure how to use your email client (Outlook) or want to learn some tips and tricks to better manage the flood of email?  Come to this training to learn about email as a public record, email deletion, appropriate content for email distribution, handling attachments, and avoiding email clutter.

Electronic Records Management – Shared Drive Clean-up and Management (2 hours)

Do you keep information in electronic format, managing it on a shared drive?  Does your shared drive have really old information stored or files you never access?  This class will provide you with a road map for cleaning up your hard drive and shared drive, and a review of what you should store electronically and where.  This class will review the classifications of data sensitivity and the policies for the storage of highly and moderately sensitive information.

Going Paperless? Planning a Digital Imaging Project (90 min)

Planning to go paperless in your office? Before you do, attend this workshop on digital imaging. Includes information about benefits and key concepts of digital imaging, planning process elements, legal, risk management and records management concerns, indexing and labeling, budget issues, technology assessment and selections.

Paperless Office? Digital Imaging Guidelines and "ImageNow/Perceptive Capture" Use (2 hours)

Would you like to work in a paperless office?  Come to this class to learn about your responsibilities in reformatting paper records to electronic images and managing them in compliance with federal, state and U.Va. rules and regulations.  Also discuss the use of "ImageNow/Perceptive Capture" for HR and student information, or other document management systems used across Grounds.  Included is a review of the state requirements for electronic information, U.Va. policies, scanning of paper records and long-term storage of electronic information.

Piles of Files? Organizing Your Records (2 hours)

Not sure how to organize you paper and/or electronic files? Learn about strategies for developing a filing system that works for you. Includes information about inventories, analysis of your filing system, organization strategies, storage concerns and management, and organizing electronic records.

Personal Records Management (2 hours)

Not sure how long to keep those receipts, or the statements from your credit cards? Learn the standard time periods to keep your personal records, as well as the preservation of personal electronic records, including digital photographs. Includes retention of personal financial records, email, electronic records, digital photographs and other types of personal records.

Storage Transfer Preparation (2 hours)

As we get ready to move paper records to safe and secure storage services, you will need to prepare your records for the transfer.  This class will review the requirements for off-site storage services and give you a game plan to empty those attics, basements, u-store-it locations and other off-site locations.

 

URMA (UNIVERSITY RECORDS MANAGEMENT APPLICATION)

URMA - The Basics (3 hrs)

If you've already attended an introductory Records Management class, but need to know how to use URMA (University Records Management Application) this is the training for you. This class will cover identifying Records Coordinators and Administrators, as well as using URMA for inventorying and tracking records, moving records to vendor-supplied storage, and the online disposition process. (Recommended for all faculty and staff. Completion of a Records Management overview class is required prior to enrolling in this class.)

URMA - The Basics For Research (3 hrs)

Including the content for "URMA - The Basics," this class will also focus specifically on the use of URMA for research-related records.(Recommended for all faculty and staff involved with sponsored research. Completion of the Records Management for Research class is required prior to enrolling in this class.)