|Approved on August 17, 2009||Signatures and dates
on archival copy
University Records Manager
Executive Vice President and Provost
|Roderick J. McDavis|
Date of Approval
|August 17, 2009|
Resolution 1992-1218 of the Ohio University Board of Trustees empowers the President of the University to appoint a standing University Records Committee "which shall be responsible for actions regarding the university's records management policies and procedures." The same resolution authorized a "university-wide records management policy which shall oversee the creation, maintenance, and disposition of all records in units and sub-units of the university."
In keeping with that resolution, the University Records Committee has directed "provision for the equipping and professional staffing of the Records Management Office," which, it charged, "shall monitor the creation, maintenance, and disposition of university records throughout the system."
Each planning unit head, or his or her designee, who oversees custody of university records is, therefore, responsible for consulting the University Archivist and Records Manager to establish and maintain compliance with current records retention guidelines specific to records that are created or received by their office.
The University Records Committee also recognized the Ohio University Archives "as the official repository for Ohio University records of enduring and permanent value," and the Committee established a records storage facility "to hold records during their inactive phase, prior to disposal or transfer to the archives."
All questions about laws related to public requests for access to university records should be directed to the university's Office of Legal Affairs.
The University Records Committee is a standing committee, and so will be staffed through the Committee on Committees process. The committee will be chaired by the Chief Information Officer. It will include the University Records Manager and the following people (or someone designated by each of them):
The committee shall seek advice from and provide advice to the University Records Manager; provide interpretation of this policy, as needed; recommend changes to this policy, as needed; review and provide feedback on the electronic records guidelines published by the Office of Information Technology (see subsection VII, below); and identify other opportunities to improve the handling of university records.
Examples of electronic records that would not fit the criteria for public records as defined by ORC would be e-mail messages of a personal nature that do not pertain in any way to the conducting of university business, even though they were received on university e-mail systems, and messages received from interest-group listservs. These types of records, generally categorized as transitory, may be deleted or purged at any time.
|Dick Piccard revised this file (http://www.ohio.edu/policy/93-002.html) on May 15, 2013.|