Records Retention Schedule

University related records are the a source of an organization's institutional memory that document management decisions, provide historical references of transactions and events, enhance an organization's operational efficiencies, demonstrate regulatory compliance, and provide support in the case of litigation. All records have a legal lifecycle and it is the organization's responsibility to maintain, store and dispose of these records appropriately. Ohio University Policy 93.002: Records Management and Archiving provides the basic framework and information for a maintaining a consistent, reliable, and legal records retention program for record retention at the University.

A records retention manual that has been generated and published electronically by the Inter-University Council (IUC) of Ohio University establishes and consistently updates the legal guidelines that are necessary for creating records retention schedules for virtually every common university records series.  The manual, which is the result of the combined work of a team of legal records experts and university records managers from Ohio colleges and universities, also suggests that a records retention program should include:

  • an inventory of an organization's records—paper based and electronic
  • a records retention schedule
  • a mapping of the inventory to the records retention schedule
  • policy and procedures for: the storage and retrieval of records, the conversion records (if necessary), a vital records program, disaster prevention and recovery, the appropriate disposal of records through destruction, or transfer to an archives"

According to Ohio University Policy 93.002, each planning unit is responsible for developing a records retention template that is approved by the University Records Manager. In addition, the planning unit head, or designee, is responsible "with guidance and approval of the University Records Manager, to conduct records inventories and analyses and to establish the official records retention schedules for their respective units."

Specific records retention questions are best answered by Bill Kimok, Archivist and University Records Manager, at 740-593-2712.

Here is the Internal Audit records retention schedule as an example.

Go to the Internal Audit home page