All university records are owned by the university regardless of their physical location, even when in the possession of individuals. University records may not be destroyed except in accordance with approved record retention and disposition schedules.
University employees are required to comply with and reference University Record Retention and Disposition Schedules to determine the length of time a particular class of records must be maintained, and the final disposition of a record. Departments maintaining Official Records shall ensure they are protected in accordance with these Standards. Department Records Custodians will be appointed to assist with this important effort.
It is critical that disposal of “expired” records is performed on a timely basis as failure to do so can lead to unnecessary expenditure of resources (e.g., space, staff time) and liability (e.g., requests for information under statute or legal proceedings).
In order to assist department with the management and disposition of records, a Paper Records Management, Retention, and Disposition Policy-FY15-C&C-001-00 has been issued as well as the University Retention Schedules, a database of records, and other documents as listed below.Records Database User Guide
- Schedule A—Administration
- Schedule B—Legal and Regulatory
- Schedule C—Facilities, Transportation, and Construction
- Schedule D—Fiscal
- Schedule E—Personnel
- Schedule F—Information and Records Management
- Schedule H—Education
- Schedule I—Environment and Energy
- Schedule J—Public Safety
- Schedule K—Health and Human Services