Welcome to Records Management at UCF.

We are each faced with the challenge of storage space, as well as decisions about which records to keep and which to discard. All university employees have a stake in making sure records are efficiently and effectively managed so that university administrative, legal, fiscal, and historical interests are served. Records Management is an essential function of the institution, ensuring that we maintain university records for the period established by law.

Records Management is governed by the Florida Department of State, Division of Library and Information Services.  They establish guidelines, provide assistance, and oversee compliance with requirements.

Why is this important? The benefits of effective records management include space savings, reduced expenditures (filing equipment, staff hours, digital back-up charges), reduced risk (related to cyber attack and legal risks), efficiency of information retrieval, compliance, protection of vital records, and preservation of historical records.

What is a record?  Any written or digital document, form, email, note, or other item that refers to or pertains to university business.  According to the Florida Supreme Court, a public record “is any material prepared in connection with official agency business which is intended to perpetuate, communicate, or formalize knowledge of some type.”

Roles

  • Records Custodian – Every employee manages university records.  Each employee is responsible for the maintenance of their records.
  • Records Custodian Liaison – Each department should have one person who is trained in records management, who coordinates dispositions on behalf of the department, and who can assist employees with records management and disposition questions.
  • Records Management Working Group – The collaborative committee providing oversight and guidance to the Records Management process at UCF, comprised of representatives from offices with critical roles in the process of Records Management.
  • Records Management Liaison Officer (RMLO) – the individual responsible for interpreting the retention schedules for the campus community and reporting records dispositions to the State of Florida.

HOW CAN
WE HELP?

In person: Millican Hall, Suite 384
Phone: 407-823-2351
Email: RMLO@ucf.edu

Contact Names: Angie Carloss and Tee Rogers

University of Central Florida
Office of the Vice President for Administration and Finance
Attn: Records Management
4365 Andromeda Loop N.
Orlando, FL 32816-0020