University of Illinois System

AITS

Administrative Information Technology Services

About RIMS

Purpose

The purpose of the Records and Information Management Services (RIMS) office is to provide a cohesive approach to the effective management of records and information resources throughout the University of Illinois, across all departments and campuses.

The current environment for sustaining excellence in higher education demands that the University use innovative administrative models that both enable efficient business practices for our employees and increase transparency for our constituents. A component of such a model involves providing an effective and coordinated approach to managing the University’s records and information assets and systems.

Objectives

Objective: Protect vital records of the University

Approach:

  • Establish departmental plans for managing records
  • Develop methods for trustworthy and efficient purging of information resources

Objective: Improve operational efficiencies

Approach:

  • Reduce unnecessary duplication
  • Support streamlined use of existing systems
  • Assist in aligning state laws and regulations with current business practices of the University

Objective: Promote scholarship and teaching excellence

Approach:

  • Support the preservation of historic records
  • Support and standardize policy development
  • Increase opportunities for collegial collaboration around data management

Services

In addition to the main purpose of RIMS stated above, other services offered by the RIMS office will be developed in close coordination with other units that may have expertise or strong interests in the following:

  • Developing and implementing records and data retention and purging requirements through state-approved General Record Retention Schedules
  • Providing support to units interested in purging records or in streamlining their work processes
  • Establishing best-practice guidelines, procedures, and policies for managing records and information resources such as:
    • e-mail and other electronic communications
    • document imaging and image capture
  • Creating procedures for managing departmental records and information resources
  • Developing workflows for records and data transfer to trusted digital repositories or other storage environments
  • Supporting other University initiatives and research as it relates to the responsible management of records and other information assets over time.
  • Developing and delivering training sessions and materials
  • Working with state officials to update laws and regulations and develop best-practice guidelines and procedures

Advisory Committee

As a main component of the RIMS group, the RIM Advisory Committee (in coordination with business and functional experts) creates, modifies, periodically reviews, and approves University policies and procedures/protocols related to the management of records and information resources.

As needed, the RIM Advisory Committee will provide guidance to the State of Illinois on the creation of processes, procedures, and best practices related to the management of records and information resources.

Committee Charge
Committee Working Space (member access required)

Policy and Guidance

A RIMS Policy Development Framework was produced to ensure that the creation of Communications, policies, and best practices related to records and information management is transparent and consistent across all areas of development.

Communications

RIMS Communications are created and approved in conjunction with the RIM Advisory Committee. They help interpret various laws and policies applicable to the University of Illinois and its campuses. The Communications can be found on the Policy and Recommendations page.

Advisory Committee Members

The RIM Advisory Committee is comprised of 10 to 15 persons representing all University of Illinois campuses and System Offices. Persons are selected based on their areas of expertise, their ability to represent campus-centric perspectives, and/or their ability to represent perspectives that are over-arching across the campuses. A list of the current committee members is available.

Engagement

RIMS Staff sit on a range of committees throughout the University, the Big Ten, and beyond.

At the campus level, these have included the UIUC Library Building Project Committee, the UIUC Data Management Committee, and the UIC Information Technology Leadership Council (ITLC) Infrastructure Committee.

Across the University of Illinois System, groups that have had RIMS representatives include the Enterprise Architecture Committee, the Senate Elections & Credentials Committee, and the AITS Management Group. 

Finally, beyond the University of Illinois, our staff have sat on the Big Ten Academic Alliance Data Visualization Committee and the Elections Subgroup of the International Conference on Digital Preservation.