Overview

**For detailed, step-by-step instructions for handling Harvard Depository activities, the ARM LibAnswers queue, and creating office specific special schedules, please go to the Center's L4 SharePoint site and navigate to:

• Records_Management\Policies & Procedures\CHM_RM_ProceduresHandbook.docx

The following activities are undertaken by the Records Manager on behalf of all HMS/HSDM/and HSPH staff year-round, as requested:

1. Establishing records center accounts using the Center’s Medical Area Contract Form and confirming account set-up with confirmation email.
2. Conducting the on-site appraisal of records (one or multiple visits) and assisting with the interpretation of the Harvard General Records Schedule, Harvard’s retention guidelines for University records.
3. Providing training and guidance in sending records off-site to the Harvard Depository.
   
4. Facilitating the transfer of records into the Harvard Depository.
   1. Transferring records to the Harvard Depository requires two coordinated workflows (internal and external).
      1. Internal workflow is articulated in the Transmittal Checklist
      2. External (Departmental) workflow is articulated in the Depository Transfer Checklist
5. Complete client orders (supplies, retrievals, refiles)

Quarterly or ad-hoc Records Management tasks include the following:

1. Facilitating the destruction of approved Harvard Depository account holdings. This task is initiated following the announcement of a scheduled batch records destruction at the Harvard Depository by the University Records Management Services office. For workflow, see RM Procedures Handbook.
2. Providing guidance on the in-house destruction of University records in accordance with University records guidelines. We encourage departments to complete the In-Office Destruction Form to document their actions. The In-Office Destruction Form should be kept by the record creating office and should be retained per the retention policy found in GRS 1227c.
3. Helping with updating accounts to reflect current Authorized Users for the HD client accounts. 
4. Coordinating the closing of an HD account. In order to close an HD account:
   1. No boxes should be left in the account (no holdings at the Harvard Depository).
   2. ARM must receive an official, dated letter, preferably on letterhead, from the department head stating the account should be closed or an email directly from the department head. 
   3. File the original letter in the account's control file or save the email to their N: drive control file. 
5. Establishing an Office-Specific Schedule for records that are not accommodated by the General Records Schedule. In order to create an Office Specific Schedule:
   1. Carefully review the records in question, and determine their scope and function. Confirm that they are not represented anywhere in Harvard’s General Record Schedule.
   2. Consult with University Records Management Services to determine if similar records might be created elsewhere throughout the University.
   3. Research any state or federal guidelines that might restrict access, determine legal implications, etc. If necessary, consult with the University Office of the General Counsel.
   4. Work with the creating office to propose a retention plan that is in line with their office practice, but that also considers any local, state, or federal requirements.
   5. Submit application for an Office-Specific Schedule through the Records Management database, Schedules section. RMS is also an important resource for completing the form, as this task occurs infrequently and they can help navigate the database’s functionality for this task.
   6. Submit your schedule to RMS. You will have likely gone back and forth with the office and RMS a few times to clarify description of the records, etc. Approval of the Office-Specific Schedule will come from the creating office and the University Records Manager.
   7. Send the office a copy of the final, approved schedule.
6. Reviewing HD account holdings.
   1. For accounts with boxes ready for review
   2. For accounts that have retrieved and kept their boxes for 90 days or longer
7.  Transferring records from HD accounts to the Archives. When records designated for the Archives have met their retention period, they may be transferred into the Archive.
1. To start this process, follow the steps outlined in the RM to Archives Transfer Checklist
2. Send out Archives Eligible Email 
3. If boxes are going to be transferred from the HD account to the Center's account physically at HD, follow separate set of instructions.