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Records Management Guide: Records Management at Parkland College

Information and resources about records retention for faculty and staff at Parkland College

History of the Records Management Program

The Archives and Records Management Office (ARMO) was established in October 1979 when records management was integrated with the College Archives by President Staerkel as a sub-unit of the office of the Vice President. The acting college archivist was responsible for the management, storage, and disposal of college records until 2002. In 2017, an initiative began to create a centralized records management program and in 2019 the Records Coordinator position was created. The records management program is a College-wide management program which ensures conformity to the Illinois State Records Act (5 ILCS 160/), Local Records Act (50 ILCS 205/), and the Freedom of Information Act (5 ILCS 140/) among others.

Purpose

The purpose of the Records Management Program is to assist the offices and units of Parkland College with creating inventories, retention recommendations, and disposal of official College public records in compliance with applicable laws, institutional policies, and industry best practices.

Record Retention at Parkland College

According to the Illinois Local Records Act, all records created in official capacity by the employees of government agencies must follow the Application for Authority to Dispose of Local Records (Records Retention and Disposition Schedule) set in place by the agency and the Local Records Commission. If you need help with managing your physical or digital records, contact the Records Coordinator for assistance.

Refer to Policy 3.10 Records in the Policies and Procedures Manual as well as the Retention and Disposition Schedule for guidance specifically relating to Parkland College. For more information about the Act, check out the Legal Resources tab on this guide. If you have questions about records management, contact the Records Coordinator!

Records Management Services

The Records Coordinator can help with:

  • Retention and Disposal Requirements
  • Streamlining Work Processes
  • Document Inventory
  • Document Scanning Guidance
  • Understanding Policies, Procedures, and Guidelines
  • Records Management Training
  • Inactive Records Storage

Contact Information

For questions regarding records access, management, or disposal, contact the Records Coordinator: 

Amanda Avery

217/ 373-3839

AAvery@parkland.edu

Records Management Updates

  • A new Records Coordinator is hired! (01/12/2022)
  • 79 cu ft of paper documents approved for disposal (April 2022)

Parkland College Library
2400 West Bradley Avenue
Champaign, IL 61821

217/373-3839
Fax: 217/351-2581