Records Management

Frequently Asked Questions

• How is the Records Retention Schedule organized?

  The records retention schedule is divided into both functional and division categories. The functional categories do not correspond to divisions or departments, and represent record types that are commonly used in departments and offices across campus. All record categories describe the records covered, identify an owner, and prescribe the length of time the records must be kept along with disposition requirements.

• What is an "Owner"?

  The owner is the unit that is accountable for the official or master record. Other units may have access to reference copies of official or master records or even have created the records, but final responsibility for retention and disposition rests with the owner. Reference or use copies of records may be kept as long as needed for business purposes and then destroyed, but should not be kept any longer than the retention period of the official or master record. Note that "owner" is referred to as the "Office of Primary Responsibility" in the University's Records Management Policy.

• Are there any exceptions to the retention periods listed on the retention schedule?

  Yes. Records scheduled for destruction may sometimes be placed on legal or administrative hold. Holds are placed on records when they are audited, involved in litigation, or otherwise requested by the courts or government. Records that are relevant to ongoing litigation or reasonably anticipated to relate to foreseeable legal action must be preserved without alteration. Refer to the Litigation Hold Policy for additional information.

• Can I get rid of documents that aren't specifically listed on the retention schedule?

  If a record type is not specifically listed on the retention schedule, it is subject to a 5-year retention period. This requirement is defined in record class ADM-00135 ("This classification applies to all records not listed in this schedule - whatever the record type"). If you believe an unlisted record type should be retained longer than five years, please contact us for assistance.