Used by: Queensland Public Universities. Texas state agencies and public universities are required to submit their retention schedules to TSLAC on a timetable established by Consolidated General Records Disposition Schedule * October 22, 2020 * The authorized dispositions listed in this General Records Disposition Schedule for State Universities and Colleges stipulate the minimum retention periods for the records of state supported institutions of higher education in the State of Oklahoma. Exhibit A: University Retention Schedule Table of Contents . Lamar University, Texas State University System 200 E. 10th Street Austin, TX 78701-2407 Re: Agency records retention schedule approved for use. Entering a keyword (payroll, financial, grant, etc.) Subagency1. If AC is used, define the condition that indicates closure. Training Internal documents used to compile statistics on department activities: traffic reports, activity logs, etc. For example, a memorandum that documents an appropriations request must be retained for the minimum retention period prescribed by item number 1.1.004: a letter concerning an audit for that prescribed by item number 1.1.002, etc. To provide the University of Arizona with approved records retention schedules, secure physical records storage options, and defined records destruction procedures that can be applied to all official records generated by the University (paper, digital, or any other media). the All-University Retention Schedule (BPPM 90.01). California State University RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE Record Series Identifier Record Series Name 3.0 Record Identifier Record Title Custodian of Records Retention Source Authority Retention Period O F L H V 3.1 Hazardous Materials Shipping Papers - Shipper requirements X X 49 CFR §§ 172.201(e), Information about individual students should be retained only so long as it is valid and useful for legitimate University business and educational purposes, or as specified in the Student Records Retention Schedule (whichever is longer). Our records retention schedule sets out the length of time for which each type of record should be kept. A retention schedule is critical for promoting responsible records management, mitigating risk, and ensuring consistent . University Retention Schedule The University Records Retention Schedule, based on the JISC HE Records Retention Schedule, has been developed after a survey of the Corporate Departments and Faculties. K-State Online will be the management platform for electronic Course Content Records. These retention schedules are constantly updated as we learn about new records created and received by the University as well as changes to existing business processes that affect current records. Introduction 1.1 Purpose: The Records Retention Schedule (RRS) offers guidance on the minimum length of time Plymouth University records should be retained to comply with legal, regulatory and operational requirements. The purpose of the University Records Retention Schedule is to ensure that: Official records are maintained for as long as they are needed to satisfy legal, regulatory, and operational requirements. UTRRS 8.0 (PDF) The UTRRS was developed and is routinely updated in response to requirements from: 1) federal and state laws for the minimum retention required for records, including state retention schedules on which the university's schedule must be based; 2) other entities that regulate or oversee university activities; and 3) university . SEE ALSO item number 1.1.010 If the record has been flagged as having archival value, the University Archivist should be contacted at 742-3749 about preserving the record. Overview of Kent State University Record Retention. University Archives: Activity Report Records/Job Flows. These retention schedules are designed to assist University departments in preserving Official Records appropriately while providing economy and efficiency in the creation, organization, maintenance, use, and disposition of records. The University Records Retention Schedule follows the JISC Model but the UoN has adopted a big bucket approach to simplify retentions. The purpose of General Schedule is to create a uniform set of schedules for the . This policy is called a Records Retention Schedule, it is used to identify and manage the records that document the activities and history of an organization and provides instructions on how long they need to be retained for administrative, legal, fiscal, and research purposes. Adhere to the retention and disposition schedules dictated by federal regulations and accreditation requirements. Records Management Services creates the retention schedules that are legally-approved for use by the UW. Financial Records. The retention schedules identify and describe Emory's records at the series level and provide instructions for the length of time a series must be kept and their required disposition. Superseded: See the preamble of the current schedule for a list of superseded schedules. The UW General Records Retention Schedule is the primary source of retention requirements for the records created, received, and used by the University of Washington. Note: The University Retention Schedule is currently being revised. Records and information made, received, or maintained by Emory University or Emory Healthcare pursuant of legal obligations or in the . The University of Florida abides by many different types of retention schedules: those… Retention Codes: AC = After closed. Launch General Records Schedule Physical Plant and Equipment Records. G. Expired Record An expired record is a University record that is no longer being used in the ordinary course of University business when such record has fulfilled its retention requirement in accordance with the Records that are specific to EWU are located in the EWURRS. C. University Department, Local Academic . Records are expected to be destroyed/deleted at the end of their legally-approved retention periods. The University Retention Schedules replaced any existing retention schedules in place as of the 31st March 2014. This webpage includes information on the SUNY Records Disposition schedules, as well as links to the relevant records schedules that outline the minimum retentions for SUNY State-operated and Community College records. In addition, this retention schedule applies to all formats of information, including but not limited to hard copy paper records, electronic media, and microforms. University, College, School, Department or Office: Retain until no longer useful, then transfer to the University Archives. As a public institution in the State of Ohio, Kent State University is required to comply with Ohio Public Records law, which requires . If a unit identifies record series that are not found on the General Schedule, the unit should contact University Records Management to discuss the creation of a unique schedule. The General Records Retention Schedule (General Schedule) of the Montana University System governs the management and disposition of university records. The complete Records Retention Schedul e covers a wide range of University functions and keywords can be searched using the CTRL and 'F'. Records are expected to be destroyed/deleted at the end of their legally-approved retention periods. © The Ohio State University - University Libraries, 1858 Neil Avenue Mall | Columbus, Ohio 43210 | 614-292-OSUL (6785), Request an alternate format of this page | Accessibility | Privacy Policy | Contact Us, Copyright Information | Details and Exceptions, Byrd Polar and Climate Research Center Archival Program, Jerome Lawrence and Robert E. Lee Theatre Research Institute, Instructor Resources at University Libraries, Search by keyword across all retention schedules, Search the citation database for legal citations that affect retention. INTRODUCTION. Records are grouped by record series : related records that contain the same types of information and are filed and/or used together as a unit. The online retention below is still in development, but feel free to use what is available. Listed retention periods supersede retention periods listed on all previously issued schedules for the indicated record series titles. (Records that relate to ongoing activities shall be maintained for the duration of the activity* and for an additional three years) Animal Welfare Act 9 CFR 2.35 NIH Institutional The University of Virginia is a state-supported institution and as such University records are subject to the Virginia Public Records Act (VPRA). Records Retention Schedule Page 4 of 81 1. Ensure that information in confidential or privacy-protected records is protected from unauthorized disclosure. PDFs of any schedule, complete with approvals, can also be requested from Records Management and should be used to respond to public records requests for schedules. A record series, as defined in Rule 1B-24, Florida Administrative Code, is "a group of related public Learn more about our retention schedules. Guide to the Codes and Notes in the TTU System's Records Retention Schedule (RRS) Retention Codes (field 7 on the RRS): AC - After Closed, Terminated, Completed, Expired, Settled or otherwise specified. At the present time, the four primary records . If you have any questions, suggestions, revisions, or additions regarding the schedules, please contact us at 543.0573 or recmgt@uw.edu. University Administration Records. Retention Schedule Policy. . General record schedules codify retention policies for record types which are common to all offices across the organization. The University Retention Schedule is subject to the exceptions listed below: A litigation hold has been implemented which specifies records that must be retained beyond their scheduled retention period and the period for which they must be retained. A retention schedule sets out the amount of time that the University needs to keep its records. REG 01.25.12 is the regulation regarding retention and disposition of records at NC State University. Preserve university knowledge; Save space; Records Disposition Form. Retention schedules are based on federal and state statutes, professional organization or association requirements, and institutional policies. This guideline applies to all records listed on the schedule to the extent they are maintained by the University and its Health System, including storage areas. The University's data retention schedules set out the period of time that categories of data held by the University will normally be kept. University Advancement Quick Reference Guide Office of the Chancellor Quick Reference Guide Student Affairs Quick Reference Guide ===== Info Sheet: Questions to Help You Complete a Department Records Review Info Sheet: Directions for Updating Your Departmental Records Retention Schedule Records retention periods are approved by the State Records Committee as required by RCW 40.14.050. A retention schedule is a listing of records found in the workplace, along with their agreed retention periods and disposition methods. Each University department is responsible for reviewing the departmental Records Retention Schedule at least once every two years to ensure that the schedule is complete and current (WAC 434-626-020). This General Records Retention Schedule (General Schedule) is organized by record series. Active + # WHILE ACTIVE PLUS NUMBER OF YEARS IND INDEFINITE RETENTION (retain minimum time frame and review for value, may be based on operational need and/or The Carleton University Retention Schedule (CURS) has been created and reviewed by the Advisory Committee on University Records (ACUR) to assist administrative and faculty units with managing their records. These Records Retention Schedules are derived from - or based . It will help ensure that records are maintained, stored and disposed of appropriately. One of the keys to complying with the VPRA, and establishing a solid records management program in your office, is knowing how long to keep records and what to do with them once the retention period has expired. Using the approved University of Maryland, Department of General Services' Records Retention and Disposal Schedule, July 1, 2010 (signed by the University of Maryland -College Park's Chief of Patrol, their Assistant Vice President and the State Archivist) as a guide, the below schedule for police department reports and files was developed. 5.3 A request for approval of unit specific schedule/addenda must be consistent with, and meet the minimum retention and other requirements set forth in the University General Schedule and other campus-wide schedules. Retain 2 fiscal years: Secure . To facilitate this review process, Procedures, Records, and Forms biennially notifies the department of the review requirement. II. Entering a specific Schedule Identifier (GS1-SL, GS4, GS5, or UF)2. A retention schedule is a list of the types of records (record series) created, received, and used by an institution along with information on how long to keep them and when to delete them. Not retain University Records longer than the retention schedule authorizes. AgencyCode 367-001. It applies to records in all formats, including paper and electronic information. Student Life Records. Organized by sections, based upon the function of the record, the General Schedule contains record series that are common to most University offices. The retention schedule is also used to ensure that the university balances the requirement to not hold on to records unnecessarily with the need to prevent the premature disposal of information we are required to . Every record has a specific amount of time it needs to be kept before it can be destroyed. Learn more about our retention schedules. These retention schedules are constantly updated as we learn about new records created and received by the University as well as changes to existing business processes that affect current records. Obsolete records are disposed of in a systematic and controlled manner. PUBLICRECORDS AND RETENTION SCHEDULE 1) What is the "University Records Retention and Disposition Schedule"? The retention schedule that the University must use is the State University Model Records Retention Schedule (hereafter called the retention schedule). © 2015-2021 University of Washington | Seattle, WA, Electronic records that do not need to be printed or saved, Materials that may be disposed of without a specific retention period, UW School of Dentistry General Records Retention Schedule, For most records, such as grant or state budget financial records, personnel folders, or meeting records, you will want to refer to the, For records that are created only by the School of Dentistry dental clinics, such as gold slips or treatment contracts, you will want to refer to the. University Sector Retention and Disposal Schedule. Presenting retention periods in a schedule format and on the basis of applicable legal or regulatory requirements, recognised good practice or internal policy, provides a systematic, accountable and . Departments and units are encouraged to University business, but must still be retained until the end of its Records Retention Schedule. Academic/Student Records. The University General Records Retention Schedule is the primary source of retention requirements for the records created and received by the University of Washington This schedule contains records that are common to most University offices; This schedule is organized by sections, based upon the function of the record; Your office may also use a supplementary Departmental Schedule Environmental Health and Safety/Facilities Services Records, Financial Records (State and Non-Grant Budgets), The University General Records Retention Schedule is the, This schedule contains records that are common to most University offices. agency's approved schedule.
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