Archives and Records Management Program
|Section:||Governance, Ethics & General Policies|
|Policy Name:||Archives and Records Management Program|
|Policy Owner:||Vice President and University Secretary|
|Responsible University Office:||Office of the Vice President and University Secretary|
|Origination Date:||October 1, 1981|
|Revisions:||November 8, 1991; May 2016|
|Legacy Policy Number:||1-10|
- PURPOSETo establish general procedures for the permanent preservation of University records of enduring value and for achieving economy and efficiency in the creation, maintenance, use, and disposition of University records.
- Records Retention Program
- Identifies the permanently valuable records of the University or those functions and activities for which documentation must be preserved; and,
- Specifies, through records retention schedules, records to be preserved as having archival value; and,
- Authorizes, on a continuing basis, the disposition of specified recurring series of records; and,
- Audits, annually, to see that retention schedules are up-to-date and followed; and,
- Teaches, through training sessions and workshops, procedures to be followed for the creation and implementation of records retention schedules within the University.
- Vital Records Protection
- Identifies records that contain information needed to establish or continue an office, department, or division of the University in the event of a disaster; those necessary to recreate the University’s legal and fiscal position; and those necessary to preserve the rights of the University, its Trustees, Faculty, Professionals, Staff, and Students.
- Selects and implements various methods of protection which are effective and economical.
- Files Administration
- Identifies, recommends, and applies revisions in filing practices and techniques to maintain records easily and to retrieve them rapidly, to ensure their completeness and to facilitate the disposition of noncurrent records.
- Teaches, through training sessions and workshops,various filing methods and systems for the improvement of information handling.
- Archives Administration (Historic Documentation)
- Recommends appropriate media for the capture, storage, and manipulation of University information in order to ensure the preservation of essential data; and,
- Manages the University’s records of enduring value and directs the archival functions of: appraisal, accession, preservation, conservation arrangement, description, reference service, exhibition, and publication.
- Records Retention Program
- Each department has its own records retention schedule, which a representative from University Archives reviews annually with the unit head or his or her designate.
- Records pertaining to Federal Research Grants, Funding, and Sponsored Programs will be retained until closeout, then transferred to storage and retained for a minimum of three years from closeout before review and final disposition.