481 Records Retention and Disposal
|SUBJECT:||RECORDS RETENTION AND DISPOSAL|
|AUTHORIZING BODY:||PRESIDENT’S CABINET/BOARD OF TRUSTEES/DIVISION|
|DATE ISSUED:||NOVEMBER 2010|
|LAST UPDATE:||NEW POLICY|
RATIONALE: To provide guidance to the University community for effective Records retention and disposal that will preserve the University’s history, meet regulatory and legal requirements, minimize risk, optimize the use of space, and minimize cost.
POLICY: Because there are costs and risks associated with retaining all forms of Records beyond their useful or mandated lives, the University encourages secure, responsible destruction of Records at various times as prescribed in the Procedures section of this policy. This function and responsibility has been decentralized to the Responsible Operating Departments with the understanding that Records retention and disposal will be implemented according to this policy. Any Records that may have significant historical value should be referred to Kresge Library - Archives for evaluation.
SCOPE AND APPLICABILITY: This policy applies to all University Records regardless of their origin, use or form (electronic, physical).
Permanent Record: A Record which must be kept indefinitely.
Record: A product of University work that is kept for any period of time whether it be physical, like paper, or electronic, like a stored computer file or an imaged file.
Record Type: The primary use of a Record, not its form or format.
Responsible Operating Department (ROD): The OU department responsible for a particular Record Type.
Records should be retained and properly safeguarded according to their intended use as described in Appendix A. The Responsible Operating Department will determine the appropriate Official Repository for each Record Type. Once a Record has exceeded its Duration, the Record should be examined by the Responsible Operating Department for either destruction or possible historical archival.
Guidelines for Permanent Records