Brown employees create and maintain records in the course of their employment. These records may be correspondence, project files, or any number of tools created to perform a specific job. The university defines a record as:
“A record is any information regardless of physical form or characteristic, created or received which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the department.”
These records may include different formats such as paper files, electronic documents, photographs, videos, datasets, databases or e-mail. If a record is created or produced as a result of your employment at Brown then it is a Brown record.
It doesn’t matter how an employee separates: whether they transfer to another department, resign, retire, or terminated. Any records under the employee’s control should remain with the property of the department.
Paper records continue to physically reside wherever they are left upon an employee's departure, electronic records can easily be lost. When an employee leaves employment their computer network drive is deactivated and their directory on the shared network and Google account is deleted including Gmail and Drive. Specific action is required to assure that records are not lost in a transition.
Employees should maintain their records in an organized manner. This not only makes locating records on a daily basis more efficient but makes transitioning much simpler. All employees should:
An orderly transition takes time and planning. Supervisor and employees should discuss how to handle records and formulate a plan once it is known an employee is going to be separating. Some questions to ask:
Whether the separation situation is simple such as retirement or complex such as an unplanned departure, the following steps can provide a solid starting point: