The Records Information Management (RIM) staff will regularly interact with Records Management Liaisons to ensure the message of records information management reaches the University community. Whether assigned or official, members of university departments will receive updates on policy changes, mandatory training, and other educational opportunities.

Each department must designate an employee to serve as Records Management Liaison (RML). The employee must be at a management level sufficient to coordinate department-level records management activities efficiently and effectively and serve as a liaison to the Director of Policy/Information Management.

If deemed appropriate, departments may designate an additional employee to assist and serve as an alternate to the Primary RML.

To designate an RML:

  1. Review the RML Acknowledgement Statement
  2. Department head reviews RML responsibilities with designee
  3. Both parties sign RML Acknowledgement Statement
  4. Enter information by clicking here 
  5. Upload signed acknowledgment statement (upload one pdf per RML)

It shall be the responsibility of the department to communicate Records Management Liaison (RML) designee changes to Records Information Management Services to avoid service gaps/delays.

Records Management Liaisons are critical to the successful implementation of the records information management program. Responsibilities of a designated Records Management Liaison (RML) include, but are not limited to, the following:

  • Serve as a liaison between their department and the Director of Policy/Information Management.
  • Attend and participate in mandatory records information management training and exercises.
  • Implement RIM policies and procedures within their office.
  • Coordinate and assure official records destruction is according to the approved Record Retention Schedules.
  • Confirm official records are classified and indexed before transferring files to off-site storage.
  • Submit amendment recommendations for the Record Retention Schedules to the Director of Policy/Information Management.
  • Train staff and faculty in their area to perform specific tasks associated with RIM.
  • Promote the RIM program, including the use of the Record Retention Schedules.
  • Coordinate and encourage participation in annual file destruction.
  • Coordinate the gathering and protection of records in response to legal requirements.