The purpose of records management at the University is to ensure that:
- necessary records are adequately protected and maintained
- records no longer needed are adequately destroyed at the appropriate time
- the history of the institution is preserved
Records management applies to all records regardless of format, whether in paper, electronic, or other media.
Consult the Records Retention Schedule for guidance regarding records in your office.
The Master Record Holder listed on the retention schedule is the person/office responsible for the official copy of a record. If you are the Master Record Holder, you are responsible for maintaining the records for the period stated in the schedule
If you are not the Master Record Holder for any records in your office, you should keep those unofficial copies no longer than 2 years. Some examples of commonly held unofficial copies are:
- Financial records: purchase orders; invoices; reimbursement requests and documentation
- Employment records: personnel action forms, annual reviews, and other personnel file copies; time cards; student employment certifications -- Contact Human Resources with questions
- Student records: transcripts, grades, course schedules, advising files -- Contact the Registrar with questions
- Meeting minutes and agendas
Records with a retention of "permanent" should not be destroyed or discarded.
Consult the Archives and Special Collections about possible transfer of permanent records to the Archives:
651.690.6599 or 651.690.6553