VI. 1 Andrews University GUIDELINES FOR AN ENTITY/UNIT RECORDS
COORDINATOR

Each department, office, center, or service, hereafter called a unit, must have an appointed records coordinator who works closely with the Archives and Records Center staff. This is generally the duty of the respective administrative secretary. The responsibilities of the records coordinator is as follows:

1. Once a year (shortly after the first of the year) check to see that every office in the unit has transferred to the Records Center:
1.1 the oldest year of correspondence,
1.2 the oldest year of minutes, and
1.3 all printed or duplicated items produced during the year.

2. Maintain a file of duplicate accession records for reference when departmental records need to be retrieved from the Records Center.

3. Keep the unit head aware of interaction between unit and Archives and Records Management program.

4. Educate other unit staff members regarding Archives and Records Center procedures and policies, including standard filing methods.

5. Periodically furnish the Records Center with a current description of the functions of each office in the unit.

With the increased reliance on non-paper records the process of creating records has in some ways become as important as the records themselves. It will be necessary for records coordinators to work with the Records Center to:
5.1 maintain a list of record series used in the department,
5.2 keep the retention schedule up to date, and
5.3 list the procedures for protecting vital records and producing and maintaining office records.

6. Arrange or assist with retrievals from the Records Center.

7. Provide authorization for the destruction of those records of the unit, stored in the Records Center, that do not need to be kept permanently.

8. Work with the Archives and Records Center staff in solving problems relating to filing, discarding, and preservation.

9. Assist in the smooth transfer of records between staff moving in and out of the unit.