Records Retention and Disposal Policy (pdf)
Read the complete policy for specific information on how long to keep documents and records and how to appropriately dispose of them.
Institutional records retention practices are generally mandated by Federal and/or State Law. Such regulatory requirements are very specific.
This new Records Retention and Disposal Policy includes a detailed list of how long you must keep various documents, publications, and financial records.
Each department head will:
- Comply with these regulations as they pertain to their own areas of responsibility.
- Make requests for changes in retention periods or deviations from specified retention periods to the Records Retention Committee.
- Periodically review currently-used records, contracts, and forms to determine whether these records and forms are adequate, appropriate, and needed for each department's requirements.
- Be responsible for periodic disposal of departmental and electronic records not specifically addressed in this policy once such records are no longer required for administration of the departments.
In the event of a governmental audit, investigation, or pending litigation, record disposal may be suspended at the direction of the University's General Counsel.
This policy applies to all records generated in the course of the University's operation, including both original documents and reproductions. It also applies to records stored on computers and microforms, as well as paper records.
Student records, human resources, financial and legal records will not be archived by the University Archivist. Only records of historical value and publicly available records will be archived by the University Archivist.
All University publications shall also be deposited in the University Archives. This includes photographs, videos/films, student publications, newsletters, announcements, or any other publication by the University.