Records Coordinator Responsibilities
Each campus, center or department has an assigned Records Coordinator responsible for campus, center and/or departmental records management functions.
Records Coordinator Information
Records management is among the many administrative functions for which all College campuses and departments are responsible. To assist with the tasks involved, Records Coordinators have been appointed at the campus, center and department level. The Tier 1 Records Coordinators, as listed below, have the responsibility to interact with the College's Office of Records Management. Tier 2 Records Coordinators at the department- or office-level work through the Tier 1 Records Coordinators at their campus or center.
Organizational Placement
Tier 1 Records Coordinators are assigned to a position at the campus level that has campus- or center-wide administrative responsibilities that would encompass records management functions. Tier 2 Records Coordinators are assigned to a position at the department level that, for purposes of records management, reports to the Tier 1 Records Coordinator and has department-wide administrative responsibilities that would include records management functions. These functions may include, but are not limited to, records retention and disposition, inactive records storage, and microfilm and electronic recordkeeping solutions. Materials with potential archival or historical value should be brought to the attention of the Office of Records Management. The following position classifications are suggested, depending on the size and scope of the individual campus, center, or department:
- Center Executive Director/Director (Tier 1)
- Director of Campus Operations (Tier 1)
- Dean (Tier 2)
- Associate/Assistant Dean (Tier 2)
- Associate/Assistant Director (Tier 2)
- Business Office Manager (Tier 2)
- Executive Assistant (Tier 2)
- Administrative Assistant (Tier 2)
Appointment
A list of individuals appointed as Tier 1 or Tier 2 Records Coordinators should be sent to the Office of Records Management. Any updates to the list should be forwarded to the Office of Records Management as changes occur.
Campuses and departments may appoint more than one Records Coordinator for various functional areas (e.g., fiscal, grant, contract, student, etc.), if deemed appropriate. However, there will be one Tier 1 Records Coordinator at the campus or center level who is responsible for interacting with the Office of Records Management. All Tier 2 Records Coordinators will interact with their Campus-wide or Center-wide Tier 1 Records Coordinator.
Campus and Center Records Tier I Coordinators
North Campus/Nassau Center
Phone: (904) 766-6768
Email
Deerwood Center
Phone: (904) 997-2630
Email
Downtown Campus
Phone: (904) 633-8171
Email
Kent Campus
Phone:(904) 381-3612
Email
South Campus
Phone: (904) 646-2308
Email
Information Technology (IT)
Phone: (904) 997-2997
Email
For Vice President, Student Services
TBD
For Vice President, Business Services
Phone: (904) 632-3211
Email
For Provost
Phone: (904) 632-3105
Email
For College PresidENT
Phone: (904) 632-5032
Email
Note: Per APM 02-1401, Records Coordinators and other College personnel receiving documents pertaining to certain subject areas should also be sure to send copies of the documents to the "Designated Custodian" for filing. The record classes/types and College-wide Custodian list can be found on the Records Retention webpage.
Records Coordinators Duties and Responsibilities
It must be emphasized that the Records Coordinators are not meant to be an additional level of administration, but because of their organizational placement are in the best position to provide the Office of Records Management with contacts and information concerning the administrative units at their campus, center, or department. Employees designated as Records Coordinators are best suited to make the administrative personnel in these units aware of the College's records management program and their responsibilities for complying with the state public records laws and regulations.
Click on the Tier 1 or Tier 2 Records Coordinator tabs below to see duties and responsibilities or see APM 02-1403 for more details.
- Serve as Campus or Center liaison to the FSCJ Office of Records Management.
- Provide the Office of Records Management with a list of Tier 1 and Tier 2 Records Coordinators for each campus, center, institute, department and administrative office within their campus or center. These individuals will normally be administrative assistants, business office managers, program assistants or executive assistants, depending on the size and scope of their departments. An updated list of departmental records management contacts should be sent as changes occur to the Office of Records Management to reflect any changes in staff or organizational structure.
- Work with the Office of Records Management to identify records management related problems and develop solutions common to their campus, center or department. Day-to-day responsibility for creation, filing, storing and disposing of records resides with the individual departments. Decisions concerning such solutions as records automation, transfer and inactive storage are often on a college-wide basis.
- Review unit assigned records to identify records eligible for destruction in accordance with the FSCJ generated Disposition List, verifying inclusive dates and record series titles.
- Prepare records and arrange for transfer of documents to off-site records storage. Approval of off-site storage is required from the Office of Records Management BEFORE any records will be transferred.
- Submit the revised Disposition List to the Office of Records Management for review by August 15 of each year.
- Initiate disposal of public records and forward the list to the Office of Records Management when complete, no later than September 30 of each year.
- Help ensure that campuses, centers, departments and offices are in compliance with the state and federal public records laws.
- Meet at least once a year with the Office of Records Management to discuss records management issues. This meeting could be either one-on-one or with the departmental records management contacts participating as well.
Serve as departmental liaison to the Campus- or Center-level Tier 1 Records Coordinator.
Point of Contact
Catherine Hodges
Records Management Program Coordinator and Records Management Liaison Officer
Office of Records Management
Florida State College at Jacksonville
501 West State St.
Jacksonville, FL 32202
Phone: (904) 632-3196
Email
FOR TRANSCRIPTS OR STUDENT RECORDS, PLEASE CONTACT STUDENT SERVICES OR CALL (904) 646-2300.