URMA - Adding Records Information
Regardless of whether you are adding records information for physical or electronic records, the process is the same.
The difference lies in whether or not your records are the result of clinical trials. There are two input forms - one for "standard" records and one for clinical trials records.
Adding Records Information
- Select the type of record.
- From the drop down menu, select the Schedule Name that you are working in. If you are uncertain which schedule to use for your particular records, click on the "Link to Retention Schedule" and you will access the full Records Retention and Disposition Schedule.This is a required field.
- Under this schedule chosen, find the appropriate Series that describes your records. Enter the series number followed by the title (e.g. 100312 - Contract and Agreement Records). This is a required field.
- Describe your records in terms that someone other than yourself can understand. This is a required field.
- Should you have questions or need assistance determining the schedule or series information, select the "Need assistance...." box and an email will be generated and sent to the Records Management Office. Someone from the office will get back with you ASAP.
- Identifying Number and Close Date are optional fields to be used for additional record tracking. For instance your department may track a series of records by work order, grant number, or another identify specific to your department. You may or may not want to add a close date to your identifying number. Both fields are optional and can be used independently as the department's requirements dictate.
- Date Range is the range of dates from the earliest (beginning) to latest (ending) record included in this group. These are required fields.
- Based on the retentions set forth in the Records Retention and Disposition Schedule and the ending date of your records, you can determine the Destruction Date for this set of records. If you need assistance determining this date, select the "Need assistance...." box and an email will be generated and sent to the Records Management Office. Someone from the office will get back with you ASAP.
- Enter the contact information for the Primary Contact of these records. This may or may not be the person entering the information. These are required fields.
- When you have finished entering the information associated with this set of records, you have the following options:
- Save and exit This will save the current record information and return you to your URMA home page.
- Save and add an additional record This save the current record information and return you to the "Add Storage Records" page.
- Save and print label This is for physical records only. This will save the current record information and give you the option of printing labels or adding additional records.
- Exit Returns you to your URMA home page WITHOUT saving any information.
Adding Records Information - Clinical Trials
- Select the type of record.
- From the drop down menu, select the Schedule Name that you are working in. This is a required field.
- Enter the complete Protocol Number. This is a required field.
- Enter the complete Trial Name. This is a required field.
- Enter the IRB Number. This is a required field.
- Enter the Drug/Device Name used in this trial. This is a required field.
- Enter the date this trial closed. You may want to enter records information pertaining to a particular trial before it closes. You can enter a Trial Close Date at a later time.
- Enter the retention as it is stated in the protocol or contract.
- Date Range is the range of dates from the earliest (beginning) to latest (ending) record included in this group. This are required fields.
- Based on the retentions set forth in the Schedule Name and the ending date of your records, you can determine the Destruction Date for this set of records. If you need assistance determining this date, select the "Need assistance...." box and an email will be generated and sent to the Records Management Office. Someone from the office will get back with ASAP.
- Enter information for the Primary Contact of these records. This may or may not be the person entering the information.
- Enter the Sponsor Information of this trial.
- Enter information for the Principal Investigator of this trial.
- When you have finished entering the information associated with this set of records, you have the following options:
- Save and exit This will save the current record information and return you to your URMA home page.
- Save and add an additional record This save the current record information and return you to the "Add Storage Records" page.
- Save and print label This is for physical records only. This will save the current record information and give you the option of printing labels or adding additional records.
- Exit Returns you to your URMA home page WITHOUT saving any information.