Records Management FAQ
Note: Before you attempt to access records, read and complete the Information Security Awareness Course for Georgia State Employees [PDF].
Personal Cubicles & Offices
- Keep confidential information off of your desk and work area, unless you’re working with them, especially in medium to high traffic areas.
- Private offices should be locked when unattended and/or all confidential information should be locked in file cabinets &/or in desk drawers.
- When meeting with students or guests, remove all confidential information from sight – preferably locked up, in case you need to step away for a moment.
- Use small (crosscut) shredders for shredding any notes, photocopies, printouts or other unneeded documents containing confidential information. NEVER THROW CONFIDENTIAL INFORMATION IN TRASH CANS.
- Use lockable file cabinets or shelving units.
- If possible, have a secured folder room with controlled access.
- Use an out card system to keep track of folders as they are removed from file cabinets. Include the file name, the date taken and the person taking the file.
- The processing section of the office (containing confidential information) should have secure keypad entry for staff & faculty use only. Visitors should only be allowed in the secured area with an escort.
- If keypad entry is the main entry into your office, keyed deadbolt locks should be used after hours or when the office is unattended.
- Keep an office shredder (crosscut only) by office copiers and/or shared printers for shredding misprinted copies with confidential information.
- For large quantities of confidential documents, microfiche, computer disks, etc., contact a shredding company that provides on-site confidential shredding. (Have a staff member or student assistant, watch the process, making sure all documents are shredded on site.) Locked containers can be left in your office, with prearranged pick-ups with a signed contract with the vendor.
Basic Tips for Electronic Records Security
- Do not place confidential information on the subject line of an e-mail.
- Place privacy screens on computer monitors to avoid easy viewing by others.
- Use password protection on all computers.
- Confidential information should be stored on university network servers, never on personal hard drives or computer desktops.
- All computer equipment should be locked down.
See the IS&T Security site for more detailed information on computer security awareness.
Records produced or received by any agency or employee of the University in the transaction of University business become University property. Records having permanent or long-term value must NOT be destroyed. Records of temporary value can only be destroyed in accordance with the records management program.