Records Management Overview for New Employees

This guide introduces new employees of all three campuses, the System office, and the Extension offices to records management concepts, best practices, and responsibilities.

Welcome! 

The Records and Information Management Services (RIMS) office welcomes you to the University of Illinois!  We assist all University employees and units, across all three campuses, the System office, and the Extension offices, with records management questions.  

Wondering what this means for you?  Please view the short video below, and/or review the concepts listed on this page.  As always, you can contact us with any questions! 

Key Concepts

  • The University of Illinois is a State agency, and any document created during its operations can be a state record.
  • The proper maintenance of these university records is a legal requirement.
  • All employees either generate or maintain some of these records.
  • All records should be handled according to State-approved Retention Schedules. 
  • The Retention Schedules apply to both physical and digital records.

Definitions

Records vs. Non-records

Records include, but are not limited to:

Non-records include, but are not limited to:
  • Items representing evidence of official University actions.
  • Contracts, financial materials.
  • Documents having archival value.
  • Copies of material created by other units.
  • Material not created by the University.
  • Duplicates, drafts, and working papers.

    Guidance

    • The RIMS office is always available to answer any question you might have.  Particularly, we encourage units to contact us:
      • Before disposing of material, be it physical or digital.
      • Before initiating a scanning project.
      • If developing a records management plan or workflow.

    Resources

    Collaboration

    Does your unit have training or orientation programming that might benefit from the addition of some records management information?  Please get in touch with us to see how we can collaborate on enhancing your content and increasing knowledge of records management concepts.

    Contact Records and Information Management Services (RIMS)

    Questions? Please get in touch! Use either the our Contact Form or email address.

    Using either contact option will generate a support ticket, and someone from our team will get in touch within two business days.

    We can then answer any questions you have or arrange a meeting (either virtual or in-person) to learn more about your situation and determine how we can assist.

    Please visit the RIMS website to learn more about records and information management at the University of Illinois.


    Keywords:
    Records management, records disposal, onboarding 
    Doc ID:
    153048
    Owned by:
    System Rims Group in University of Illinois System
    Created:
    2025-07-07
    Updated:
    2026-02-06
    Sites:
    University of Illinois System