Procedure No.: 93.002 Page No.: 1,2 and 3 of 3 Date Issued: 04/21/86 Issued By: G. Hunt
The Ohio Revised Code (sections 121.212, 149.011, 149.34, 149.44 and 149.99) requires that all state agencies, "including state-supported institutions of higher education", formulate records retention schedules within a prescribed time period. These describe the kinds of records created and their appropriate period of retention, and are submitted for approval to the State Records Administrator, Ohio Department of Administrative Services.
After the schedules are approved, they become the instruments that enable administrators who oversee records generation to purge their files regularly and systematically without financial or legal jeopardy.
A persisting managerial problem is the control of records. While it is important that records documenting policies and procedures and those having administrative and legal value be identified and protected for appropriate periods of time, those having only short-term importance should be discarded when their usefulness has expired.
A record is defined as: "any document, device, or item, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of any public office of the state or its political subdivisions, which serves to document the organization of (Ohio University), (its) functions, policies, decisions, procedures, operations, or any other activities." (See 149.011, item G ORC)
The Ohio University Archives are recognized as the official repository for Ohio University records of enduring value. A Records Center is established to hold records during their inactive phase, prior to disposal or transfer to archives. The University archivist is authorized, on behalf of Ohio University, to determine the disposition of inactive records in association with records generating units.
The fiscal and financial records of the University, under the care of the University Treasurer and Controller are exempted from this policy. This office maintains its own records and records
Dick Piccard revised this file (http://www.ohio.edu/policy/s93-002.html) on August 19, 2009.
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