1. Compare all records to the State University Model Record Retention Schedule to determine the retention (the amount of time stated for the records to be retained).
• click here (this link takes you to the second below located under the long gray line on the page) see tips on interpreting the entry on the State University Model Records Retention Schedule.
2. The retention schedule will indicate if a record should be kept longer, destroyed, or transferred to the Special Collections and Archives Department in Blazer Library. If the retention schedule denotes that particular records can be destroyed, complete a Records Destruction Certificate and submit it to the Archives Records Manager for approval. Upon approval, the records can be destroyed by the method indicated on that form. If another method of destruction is necessary, the Archives Records Manager will notify the liaison of the change.
3. If the retention schedule indicates that a particular record should be transferred, complete a Records Inventory and Transfer form and submit it to the Archives Records Manager for approval. Upon approval, you can transfer your records to the Archives for permanent storage.
• If you need storage boxes, please contact the Archives Records Manager or Archives Assistant .
• For tips on labeling folders, boxes, and packing, please click Here
For tips on interpreting an entry using the State University Records Retention Schedule, see below:
Once you have located the proper record series on the schedule, you must read and apply its directions to your record. An entry contains the following elements:
• Series number
• Title
• Retention (years)
• Disposition
-See samples of the elements below in red:
|
Series Number |
Title |
Retention (Years) |
Disposition |
|
U0100
|
Correspondence - Official (Documents the major activities, functions and programs of the university and important events in its history)
(V) |
P |
Transfer to the University Archives after administrative use has ceased |
The record series number is the number used to identify a particular record on the State Model Records Retention Schedule (retention schedule). For example, record series number U0100 is used to identify official correspondence.
|
Series Number |
Title |
Retention (Years) |
Disposition |
|
U0100 |
Correspondence – Official (Documents the major activities, functions and programs of the university and important events in its history)
(V) |
P |
Transfer to the University Archives after administrative use has ceased |
The title section of the retention schedule names the title of the series number of the record and describes it. Some records descriptions are followed by a letter which indicates whether the record is confidential (not open to the public), vital (essential to the continued functioning of the university), or both. Keep in mind the title indicated on the retention schedule may differ from the term you use in your office.
|
Series Number |
Title |
Retention (Years) |
Disposition |
|
U0100 |
Correspondence – Official (Documents the major activities, functions and programs of the university and important events in its history)
(V) |
P |
Transfer to the University Archives after administrative use has ceased |
The retention section (years) of the retention schedule indicates the retention period for the record. The retention section may contain the letters P (permanent), Ind (indefinite - when the period of time from a record's creation until the beginning of the retention period is indefinite), or it may contain a number, which indicates a fixed number of years the records must be retained.
|
Series Number |
Title |
Retention (Years) |
Disposition |
|
U0100 |
Correspondence – Official (Documents the major activities, functions and programs of the university and important events in its history)
(V) |
P |
Transfer to the University Archives after administrative use has ceased |
The disposition section of the retention schedule indicates what to do with a record after its retention is complete. For example, the disposition may indicate that a record must be transferred to the archives, destroyed, or destroyed after the record is audited.
Terminology
- Permanent: permanent records have been appraised as having adequate historical, evidential, or informational value to the university. It is necessary to preserve them because they are needed beyond the time they are used for the Universities administrative, fiscal, and legal purposes.
- Vital: vital records are crucial to the continued functioning of the university during and after an emergency. They are essential to the protection of the rights and interests of the university and the individuals whose rights and interests the university has a responsibility to. Vital records isolated and protected to ensure they are available if the need arises.
- Indefinite retention: when the period of time from a record's creation until the beginning of the retention period is indefinite. For example, records that should be maintained for three years after the termination of an employee are indefinite until the person leaves the job. Then the retention period starts.
- Audit: the retention period for records subject to audit begins after the audit is complete. Records that are subject to audit may not be destroyed until the retention period and the audit have been completed. However, some records may be exempted from audit by the auditing agency (state, federal, internal). Generally, the word "audit" in the State Model Records Retention Schedule refers to state audit requirements.
- Confidential: All records of a public agency (public funded with public employees) are considered to be public records, but not all are open to inspection by the public. The decision as to whether a record is open to public inspection is determined by the application of the state's Open Records laws, other relevant statutes, or federal regulations.
• If you have not submitted a list of the records in your department, please submit a list to the Archives Records Manager as soon as possible.