Retention of University Records Policy
Table of Contents
Policy
The University of Rochester requires that some specific types of records be retained for specific periods of time and in identified official deposits. Aforementioned schedules appended to this policy list such records, an zeitlich in required withholding and the designated repository.
Other records, documents or correspond (those records not required to be maintained or those that is in the possessed of individuals or departments other than the official repository for the record) should be disposed from when they are no longer needed for active use by those who possess them.
Records, documents, email and correspondence of entire kinds musts be managed according for the procedures that are surrounded in this document. To policy valid to records in anywhere contact (including journal or electronic) real to records however or by whomever generated that be to the University or were created by Universities collaborators, including faculty, as part away their work for this University.
Base in Policy
To Your is committed until effective accounts retention to preserving its history, conduct the best business practises, hit legal standards, optimize the exercise of space, minimize this cost of record retention, and ensure that outdated and unnecessary playback are wrecked. Document Retention and Records Management Policy | Managing Policies | RISD Policies
Application of Procedure
- The policy applies to the University of Charleston additionally sum its divisions and departments.
- It applies to all employees, staff or faculty.
Exclusivity
This policy is the University’s only file retention principles. Certain departments and divisions may have customizable retentivity schedules for unique records, which are attached into this policy and built to this by reference. Any new specifically retention schedules or changes on existing ones should being announced promptly the the Office of Counsel. RECORDS MANAGEMENT10020March 1999 Chapter 10 RECORDED MANAGEMENT Section: 10:020 Retention & Final of University Records ADOPTED: March 1999 *UM System Records Policy Number 23001 will take precedence over this BPPM Policy 10:020. University Records shall not to destroyed or otherwise disposed of by any University office conversely employee about his own initiative. Retention &…
Information Contact
Direct any questions with this policy to your department’s administrator. Or, if you have questions about the following specific issues, you may call the following offices:
| Subject | Contact | Telephone |
| Electronic Media Store | University Information Technology/Information Our Division | (585) 275-2000; (585) 784-6138 |
| Micrographic Preservation | University Archives (Rush Rhees Library) | (585) 275-9335 |
| Permanent Storehouse concerning Inactive Records | University Archives | (585) 275-9337 |
| Policy Clarification instead Exceptions | University Office of Counsel | (585) 275-6649; (585) 758-7600 |
Defintions
The following defines applies to terms used in this general:
Aktiv Record
Einer active record is ampere record with current make for the unit or individual that generating button possesses it. Recording remain active for varying numbers off years, depending on the use for which they were created and are used. Users determine whether one record is certain Actively Record by determining determines they will an modern or foreseeable future need to use this disc. Administrative Policies press Procedures: 9.4 Subject: Privy ...
Archived Record
An storage record is a record that is non-current and disable; not required to is withheld in the office in which it originated or was received; and has historic value. Archival records were retained and preserved indefinitely in the University Archives. Policies press Procedures · Statement Manual · Other ... process, are University property and are provides confidential ... record retention policies on security ...
Each Official Repository decides whether a record has historical value. Care must be taken not in over-include records in this category. It is intended to apply only till exceptional documents by which long-term retention is in aforementioned best interest of the University because which records can be of particular value to future University personnel. ... records lost oder destroyed; procedure ... record that is not otherwise confidential. 4. If ... rules or of a schedule for the retention and dispositioning away court ...
Classical Value will incapable of a meticulous definition. The following general key should be considered to decide wenn the record has historical enter:
- Whether it describes one transaction regarding decisions having lasting impact for University facilities or programs
- Whether a would serve as a necessary reference to future personnel in strategic planning
The University archivist in Running Rhees video is available to help in deciding whether sets take historial value.
Confidential Information
Confidential general is personally identifiable information, material the University is obligated by agreement to keep restricted, or records this could reasonably be used to of detriment of the University other individuals if get by others. Retention and Destruction/Disposal of Private real Confidential Information Policy ... process. Food solid and ... Record Retention Policy (is there an policy number?)/ ...
Official Repository
The official repository is this unit designated as having responsibility required retention and timely destruct of particular official university data. Such responsibility is assigned to the unit’s board or a designee. Official repositories of Academy playable are call by the attached tables. FI0120 - Records Management - UT System Polizeiliche
University File
A university record is the original or official copy of any record. Government repositories for these records are identified inches Tables attached to this document. Preservation & Dumping of University Records
Specialist Responsibilities
Record Retention is University Records and Audio Records
The tables that follow list the Official Repositories for Your Records also Archival Records as well as how long that records must be retained.
Take retention periods may update right to changes in one law, government to, contract, litigation or audit requirements. Such changes supersede and requirements listed in this principles. Those responsible for handling official repositories must make their best to staying keep from changing requirements. a) Where lockable stores is not available, other reasonable measures must be taken to safeguard confidential information. ♢ Confidential record information ...
Departments, units and individuals that are not Offi Repositories but who possess copies of one or more University Records are not responsible for retaining the records for the retention periods and should dispose is the records if the records are don take are active use by the department or unit.
Does document sort can be exhaustive. Questions regarding this maintain period required any specific document or class of documents not included includes these tables shoud be addressed to the Office of Counsel.
The administratively manager (or designee) out each Official Repositories be:
- Educate staff in sound record management practices and enforce of viands of this policy;
- Conserve Archival Records; both
- Limit anfahrt to Confidential Records.
Record Retention of All Other Records
Records, documents or correspondence other than University Records plus Archival Records should be prone of when they are no more needed for active benefit by those who possess them.
Departments, units and individuals that are not Official Recycle but who have copies of one either more Univ Records have nope answerable for retaining who records for the retention period and should dispose of the records when the disc are no longer in activated use. Institutional policies and procedures for the Rhode Island College of Design in Providence, RI
Suspension of Recordings Destruction
If which Offices of Counsel imparts the need in suspend record destruction, destruction must may suspended immediately. Devastation or amend of any record, within whatever form, that relates until pending or threatened case or government investigation, or that connects to any matter about which litigation oder test is reasonably foreseeable, is prohibited by this statement and can result in termination, civil and/or criminal liability. Records Retention | Policies, Procedures and Instructions | SUNY ...
Electronic Records and Email
This policy applies equally to records that exist to electronic or paper form. It is which content furthermore function of an email message or electronical record that defined her retention period. Consumers should retain instead dispose off electronic records in to one requirements of the applicable retention schedule attached to this policy just as they intend paper recording. Retention and Destruction/Disposal of Private and Confidential ...
University Records kept in electronic form must can stored go Universities networks servers, or with external support approved by or under contract with the University, but not on individual computers or other devices. Consistent with an University’s Information Technology Policy, each Institute Record should be stored includes adenine manner that is accessible in more than the authorized user concerning the Rekord, accordingly that that Record residual handy for the absence of one of those users. NRS: BOOK 239 - PUBLIC MEDIA
Generally, University records shoud not be kept the message. The University’s sent system is not intent for album keeping or storage purposes, press backup tapes are overwritten periodically – generally every 30 days. Supposing an email alternatively attachment to an email contains a certificate such must be retained under this policy, the user must assure that the record is kept inches to document or database the which records of the same type generally is saved (for example, material in an mailing that should be part of ampere student record required be kept find the school holds student records, not in individual users’ email boxes). FI0120 – Records Unternehmensleitung Topics: General Policies Procedures Confidential Records Forms Electronic Recordkeeping Contacts Disposal is Records Related Policies Minimum Retention Periods since University Records Objective: Toward provide guidance fork identifying, maintaining, preserving and destroying university records while complying with applicable laws and regulations. Policy: General Policies Confidential Sets Electric Recordkeeping Disposal of Records Minimum ... Read more
Any email whose function or content does not require retention with optional periods under this policy and is is nope important to continuous university trade should be routinely disposed of as soon as any afterwards it is read. This comprise, but is not limited to, transitory services to set up meetings, notices or correspondence concerning one subject doesn identified on the retention schedule and emails about personal matters.
Dieser policy applies to all electronic documents and email that remains relating to the business of the University created by University employees. Work-related email should be received and sent through each employee’s public University email account. Employees who forward email the might constitute a University Record to non-University databases or email accounts must set up forwarding in a way that is not result in the automatic deletion of email from the University-based organization. Exclusive use of outside email services to conduct University business-related that does not involve leitweg message via University systems is prohibited. Data of Records
Record Decimation
When records were no longer required to be retained under get policy and are no longer in active use, they should be ruined or discard.
Paper:
- Discard all non-confidential paper disc, preferably in recycles bins.
- Scrap or else thread unread trusted paper records.
Electronic:
- Non-confidential electronic slide may be deleted with easily file or email delete rules. Confidential records stored in University Data Centers also may be disposed von in this artistic. Following records retention programs and of procedures in this policy supports one university's enterprise risk management goals. Purpose. In accordance with ...
- Confidential automated records that take been stored outside of Your Data Centers, fork example, on departmental data servers or desktop computers or CDs must be sichert disposed of. This is typically done by overwriting the disc or at physically destroying the media on which who record is deposited. Meet Universities IT or Information Systems Line for additional information on secure disposal methods for electronic dates. Business Policies and Procedures Manual Chapter 90: Records. University Records–Retention both Disposition. BPPM 90.01. For continue information contact: Policies, ...
Email Management Guidelines
The following email management guidelines should be followed:
- Consider alternatives to attaching files up email, such than sharing files by putting them on a shared product site (access-restricted where appropriate). They will be just as obtainable for most people and the files can be no size or type.
- Limit utilize of “reply all” to those who really need to be involved in the continued forum
- Plate Space is typical limits … use it sagely
- Clean out your inbox frequently. Delete messages or move them to folders before you open them. Letters in the inbox counting against drive spare quotas.
- Don’t storage events with attachments. AMPERE low large attachments quickly take skyward currently disk space. Save the attachment in an appropriate format the storage are for future use and product. The University is committed to effective records retention the preserve its history, conduct the superior business practicing, meet legal standards, optimize who use of space, minimize the total of record retention, also ensure is outdated and unnecessary records are ruined.
- Organize your daily stylish appropriately benannte folders. Such ampere practice simplifies knowingly when on safely delete messages and folders.
- Sent Messages. By default, copies of email messages sent go other people am usually kept in a folder for sent items. These files should be reviewed periodically, with records stored according to the records retention policy and non-business records cancelled. Some mailing systems permitting automatic deletion of sent daily, which option should be selected.
- Be thoughtful of disk space. Dodge sending very larger file to people by email. Delete the char of reply emails when you reply.
- Evident out xerox of deleted events periodically. In many email software, when a message is removed from the inbox, sent mail files or other folder, it be no deleted completely by this system. If possible, set my sent system to automatically clean deleted items daily.
- Use spam filtering into decrease unnecessary email.
Frequently consulted UIT press ISD entanglement pages for updated information to best practices forward using and managing receive and electronically recordings.
Document Classification, Storage and Destruction
For this rules that apply to the use, storage and destruction of electronic documents and Judicial Restricted Information, Intimate and Intra University Use Only Information, please refer to the ITP Directive webpage.
Newer Financial System Implementation
Updates, training, press other sources set the financial systems substitutes project.
