Practical Guidance and Help

These resources can help you make decisions about your records management and learn more about best practices.

 

As more topics and issues are addressed in the RIMS office, more resources will be added to this page.  If you can't find a resource that answers your questions please feel free to contact the RIMS team.

What is Records Management?

Learn general information about the concepts of record and information management (RIM) as well as information specific to RIM at the University. Browse FAQs and a records management glossary here as well.

Scanning Records

Access practical guidance on when to scan records, what equipment and standards to use, as well as advice on documenting the process.

Email Management

Discover practical tips to reduce your email volume, increase responsiveness, and automate your workflow.

Records Storage and Moving

Discover the three primary storage options for inactive records that are not yet eligible for disposal, as well as guidance on how to store records and plan for moves across campus.

Transfer Records to Archives

When the requirement for retention indicates records should be transferred to the University Archives, departments will need to follow the procedures established by the Archives to complete the transfer process.

Disposal of Records

This process outlines the steps to follow in order to dispose of University Records, including obtaining permission from the State through the RIMS office.

Forms and Tools

These guides provide practical tips and best practices for a variety of records and information related topics.

Disposal Process Flowchart

Review the comprehensive process for records destruction or transfer to University Archives.

Volume Estimation Guide

Identify standard measurements for common storage formats and estimate their volume.

Documenting a Record Scanning Process

Use this template for reporting basic information about any standard scanning procedure used by your office as part of a business process. Fill it out and return it to RIMSgroup@uillinois.edu.

RIMS Inventory Template

Use this template to report information about the types and quantities of records your office has. Fill it out and return it to RIMSgroup@uillinois.edu.

Records and Administrative Data Management Plan Template

Use this template to document general information about your department and its basic business functions as well as the types of records and systems that are created and used to support the work of the department.

Storage Solutions Summary Chart - Quick Reference Guide

A quick guide for understanding document and records storage options and responsibilities.

Departmental HR Files Processing Flowchart

Assists departments processing HR files to determine the retention periods for the documents contained in these files.

File-Naming Standards

Assists in establishing file-naming standards for your unit's electronic documents.

Folder Structure

Assists in establishing folder structure standards for your unit's files.