Records Management Liaison (RML) Description

Records Management Liaisons (Active List as of January 28, 2020)

 

Duties:

  • Under the direction of the Unit’s Financial Officer or Director of Business Services and with support from Unit leadership (Budget Executive, Department Head(s), and unit heads/directors/other administrators), serve as the steward for the management of Unit’s records.
    • The goal is that the RML is the conduit between the Unit and the University’s Office of Records Management. The RML is to share and communicate information about Records Management (RM) services, resources, issues, compliance with their team.

 

  • In consultation with Unit leadership and depending on the size and scope of the Unit, divide Unit into sub-units (i.e.; departments, institutes, programs, offices, etc.). As needed, select an employee to serve as the Records Management Assistant (RMA) for each sub-unit.
    • This group of RMAs, led by the RML will be the Unit’s RM Team. Duties related to leading the Unit’s RM Team include coordinating regular meetings to discuss records management, providing guidance to Unit staff as needed, and identifying records compliance issues.

 

  • With support from other RMAs, oversee the periodic review of University Records to ensure that the unit is following Records Retention Schedules and is in compliance with Policy AD35 to the best of their knowledge. Ensure that University Records are…
    • …organized to be easily searched in order to find specific documents.
    • …stored securely (only those that need to can access certain records).
    • ...not retained longer than they should be.
    • …disposed of appropriately (destroyed beyond recovery or transferred to University Archives).

 

  • If located at University Park:
    • Maintain current knowledge of services and resources provided by the Inactive Records Center, such as secure records storage, transfer and retrieval of stored records, and secure destruction services.
    • Maintain familiarity with the services and resources provided by the Blue/White Shredding Program and LionSurplus for secure destruction of University Records stored in offices and on computers or external hard drives.

 

  • If located at Commonwealth Campus:
    • Use secure records storage and destruction services approved by your Financial Officer/Director of Business Services.
    • Maintain familiarity with approved methods of secure destruction of University Records stored in offices, on computer systems, external hard drives, and in the cloud.

 

  • As it relates to your Unit, maintain an understanding of the Penn State University Archives and its services, resources, and procedures. Be able to distinguish between University Records, which have a fixed retention period and Archival Records that have enduring historical value.

 

  • In order to receive credit for taking on these additional tasks, RMA duties and responsibilities can be added to the employee’s Job Responsibilities Work (JRW).

 

  • Additionally, training provided by the Office of Records Management can be found on the Learning Resource Network (LRN): https://lrn.psu.edu/ and Penn State Human Resources Talent Management Upcoming Programs. Completed trainings can be viewed as credit on the employee’s LRN transcript. 

 

Records Management Liaisons (Active List as of January 28, 2020)

Campus/College/Unit

Dept./Office/Program

Last Name

First Name

PSU ID

Belasario College Communications

Communications

Files

Elaine

efs2

College of Education

Dean's Office

Donaghy

Cori

cxh271

College of Engineering

Industrial & Manufacturing

Petrine

Lisa

lap31

College of Health & Human Development

Dean's Office

King

Barbara

bak14

College of Health & Human Development

Pennsylvania Office of Rural Health

Zimmerman

Laura

laz6

College of Liberal Arts

Dean's Office

Kiver

Nicola

nmk17

College of Nursing

Human Resources

Propst

Lori

ldp3

Dickinson Law

Library

Partin

Gail

gap6

Dickinson Law

Registrar's Office

Knowlton

Pamela

prk5

Earth and Mineral Sciences College 

Dean's Office

Rockey

Reita

rmr23

Eberly College of Science 

Mathematics

Zerby

Steph

saz11

Commonwealth Campuses

VP for Commonwealth Campuses

Ekdahl

Melanie 

mse1

Educational Equity

Underrep Groups

Houck

Michelle

mrr15

Undergraduate Education

Admissions

McKinney

Kathy

kzm3

Undergraduate Education

Air Force ROTC

Neumann

Beth

bcn3

Undergraduate Education

Registrar's Office

Hamaty

Paula

pkr101

Undergraduate Education

Student Orientation and Transition Programs

Snyder

Beth

bas5069

University Budget Office

University Budget Office

Tarbay

Patty

pam13

Enterprise IT

Information Technology Services

Thompson

Deb

dlt15

Undergrad Education

Division of Undergraduate Studies

Bowersox

Tammy

tsb14

Undergrad Education

Morgan Academic Center 

Early

Kathy

kme12

Undergrad Education

Naval ROTC

Kern

Deb

dak16

Undergrad Education

Undergraduate Learning Assistance Center

Bowersox

Dawn

dmz11

Finance & Business

Ethics & Compliance, Athletics Compliance

Packer

Elaine

edp1

Finance & Business

Ethics & Compliance, Youth Programs

Weaver

Sandy

stw126

Finance & Business

Auxiliary and Business Services, Procurement Services

McCall

Corie

cqm8

Finance & Business

Corporate Controller, Assistant Controller - Financial Officers

 

TBD

 

Finance & Business

Internal Audit

Schenck

Travis

trs24

Graduate School 

Dean's Office

Cottrill

Lori

lac102

Office of the President  

VP for Administration

Shamrock

Marissa

mdk212

Office of University Development and Alumni Relations

Information Systems

Neeper

Steven

sdn2

Penn State Hershey, College of Medicine 

Dean's Office

Lynch

Cynthia

cal31

Penn State Hershey, College of Medicine 

Dean's Office

Snyder

Judi

jas359

PSU - Abington

Financial Office

Koenig

Donna

dzm3

PSU - Beaver

Budget and Finance

Rathbun

Adam

awr130

PSU - Behrend

Library

Ingold

Jane

jli4

PSU - Fayette

Finance Office

Gumbert

Rita

rxg13

PSU - Harrisburg

HR

Hamaty

Dawn

dlh21

PSU - Hazleton

Registar's Office

Racho

Colleen

caf107

PSU - New Kensington

Registrar's Office 

Dubbink

Mary

mtd13

PSU - Scranton

Records

Burns

Allison

alb140

PSU - Shenango

Campus Registrar

Goral

Matthew

mqg1

PSU - York

Business Services

Tabb

Patti

pat12

Research - Vice President for Research

Office of Technology Management (OTM)

Barger

Deborah

dwl15

Smeal College of Business   

Finance

Seachrist

Amy

avs3

Student Affairs

Counseling and Psychological Services (CAPS)

Gilham

Lynne

lag9

Student Affairs

Fraternity and Sorority Life

Morocko

Jennifer

jlf126

University Libraries 

Libraries Administration, Dean's Office

Dillion

Courtney

cmd31

 

Revision information:

January 28, 2020 - Updated RML page to show current list of assigned RML's throught Penn State Universirty and the Commonwealth campuses.

December 10, 2019 – Updated RML appointment process which is now handled by the Financial Officer or Director of Business Services.

Replaced information about earning credit via You@PSU system with adding RML duties to JRW.  

November 11, 2015 – RML Description first created and published.

Date Approved: 

Tuesday, December 10, 2019

Date Published: 

Tuesday, December 17, 2019

Effective Date: 

Monday, September 30, 2019