Records & Information Management

“Can’t keep everything forever, can’t throw everything away tomorrow”

UCSF has many in progress and planned construction and renovation projects. How does this relate to records and information management? Paper records take up valuable onsite space and need to be securely stored. Active management of paper records helps ensure they are protected and accessible to those who need them.  It also minimizes the amount of onsite space needed for records allowing more space for people.

The volume of electronic records is growing rapidly. Electronic records also need to be organized and accessible to provide value.

This page contains guidance, tools and contacts to better manage the creation, maintenance, use and disposal of records and information. Records and information management best practices help ensure that records in any format are appropriately managed and preserved, can be retrieved as needed, and are disposed of according to policy requirements.

Benefits

  • Save space: Reduce space needed to store paper records onsite by moving infrequently accessed records to offsite storage. Save disk space by actively managing the lifecycle of the stored records and information.
  • Save money: Avoid purchasing equipment, supplies, and disk space to file unneeded records. Use less expensive offsite storage facilities for inactive records and release surplus filing equipment and space for reuse.
  • Save time: Easily locate active records and information by disposing of records that have met retention and transitory information that is no longer needed from paper and electronic files.
  • Protect the University: Ensure that all legal, historical, fiscal, and administrative requirements are met before disposing of records and information.

RESOURCES

UC Records Retention Schedule

UCSF Administrative Research Records SnapShot

UC Records Management and Privacy Policies

CONTACTS

Brenda Gee
UCSF Records Coordinator

[email protected]  415-476-4317

Carolyn Tuft
Project Manager

[email protected] 415-640-9542