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Frequently Asked Questions Question: The filing cabinets in my office
are filled to capacity and there is no space for additional cabinets.
What can I do to get some working space in my office? Please contact the Campus Records Office (ext. 2614, 2617) for Records Inventory Forms. The staff will be more than willing to provide advice and instruction on the completion of these forms.
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| 2. | Question: My office has a list of all the records that are in the department. Do I still need to do an Inventory? Answer: Yes. An inventory is a special listing of the records that should identify where the records are located, provide a brief description of the type of documents contained in each file, and give the beginning and ending (if closed) date of the file. This information will allow you to identify the records series (group of related records) to which each file belongs and to evaluate and make decisions for the records as a group. From the inventory the staff of the Campus Records Office will
help you to develop a records retention schedule and an approved
records retention and disposition authority( RRDA) which will allow
you to transfer records to the Records Centre. |
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| 3. | Question : How do I go about transferring records to the Records Centre? | |
| Answer: The Records Centre will only
accept records for which there is an approved Records Retention and
Disposition Authority ( RRDA). If you do not have an RRDA, please
contact the Campus Records Office (ext. 2614, 2617) for advice.
The procedures for the transfer of records that have an approved RRDA are: click here |
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| 4. | Question: How do I obtain Records Centre boxes? | |
| Answer: Prepare a purchase requisition
for the required number of boxes and request an invoice from the Records
Centre. The price of each box is $100.00. The boxes will be supplied
on approval of the purchase requisition. Please contact Mr. Wayne
Housen, Mr. Andrew James or Mr. Horace Stamp for further details.
(ext.2626) |
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| 5. | Question: How do I get access to the records
that I have transferred to the Records Centre? |
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| Answer: The Records Centre provides
a loan service to each department that transfers records into its
holdings. These files can only be borrowed by the owners or with their
written permission; and must be returned within two weeks of the issue
date. |
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| 6. | Question: How can I learn more about Records
Management? |
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Answer: The University Archives and Records Management Programme conducts workshops for departments on request. Please contact the Campus Records Manager to make arrangements for training sessions for your department. (Ext. 2614/2617) |
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Answer: The Archives and
Records Management Centre which houses these records is located
on Gibraltar Hall Road, in the building, directly behind the Assembly
Hall and close to the National Commercial Bank. |
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| 8. | Question: What kinds of records are stored in the University Archives, Mona? | |
| Answer: Permanent Records relating
to the University of the West Indies, for example, Minutes, Agendas
and Papers of Committees and Boards, correspondence files of
the University College of the West Indies and the University of the
West Indies. . |
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| 9. | Question: What services do the University Archives provide? | |
| Answer: Reading Room facility for consultation of the records and photocopying of archival records for researchers. | ||
| 10. | Question: Who has access to records in the University Archives and can records be borrowed from the Archives? | |
| Answer: Records are open to all staff
and students of the University and members of the public with the
exception of University Records designated as restricted by the office
of origin, in consultation with the University Archivist or specified
in a records retention and disposition authority. Archival records
have to be consulted in the University of the West Indies Archives
Reading Room. |
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| Last Updated:
August 24, 2006
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