42 · Survey Results: Survey Questions and Responses
“Although the records manager coordinates the destruction of material as appropriate, the actual shredding is
done by an outside vendor. The Archives staff works with Physical Plant to transport and store materials.”
“[The university] follows State Archives of Colorado retention schedule for Higher Education (Schedule 8)
for records retention periods. Some born digital University Records are currently housed in Libraries new
Institutional Repository. Current VP for Administration’s office is responsible for retention of financial and
personnel records.”
“Each department using optical imaging is responsible for maintaining these files. Each department is
responsible for destruction of records at the end of their life cycle once official permission is received from the
state. Each department is responsible to send to the Archives permanent records.”
“[The university] has contracted with a commercial offsite storage vendor to house its inactive records
which includes text, audio-visual, electronic, and other media until their retention has been met. In some
incidents active records are sent to this particular vendor due to lack of in-house active filing space. The IT
and Preservation departments are involved with assisting units with electronic records. The Office of General
Counsel and Office of Research Compliance assist with policies as needed. University Archives assists with
transfers of permanent records as well as with decisions on how to best manage them.”
“In all cases, the ‘other’ refers to staff from the originating department.”
“Individual campus units: storing, converting. The University Archives is responsible for the acquisition,
appraisal, management, and disposition of Archival records (permanent records/archives).”
“Information Technology Services stores Electronic Records for RM Program Courier Services retrieves and
delivers records from originating offices.”
“Other university departments and outside vendors.”
“Our records management services are limited to records retention scheduling. We do not store or manage
records that are not of continuing value. Departments have responsibility for storing records not designated
for the Archives. The university does not have an official records center.”
“Permanent records are handled by archivist responsible for collections.”
“Records Management functions are currently shared between the University Archivist and Surplus Property,
University Services. Surplus provides transportation and storage services while Archives provides consulting in
appraisal and records scheduling. Any detailed inventory work or storage of electronic records is handled by
the originating office. Records destruction is outsourced to our paper recycling vendor.”
“Records retention schedule: this is created at the university system level and overseen and put into state
rule by the Oregon State Archives. Facilities picks up the records that are headed for non-permanent storage.
Units prepare their own contents lists for review by the Electronic Records Program before we accept records
into storage.”
“Retention schedules are created by the State Library, although the University Archivist has submitted a
schedule specifically for Higher Education that is under consideration. Any transfer and listing of materials
is the responsibility of the originating office. University Archivist coordinates pick up/retrieval/delivery of
materials placed with vendor only. If office opts to store with University service, the office handles this
“Although the records manager coordinates the destruction of material as appropriate, the actual shredding is
done by an outside vendor. The Archives staff works with Physical Plant to transport and store materials.”
“[The university] follows State Archives of Colorado retention schedule for Higher Education (Schedule 8)
for records retention periods. Some born digital University Records are currently housed in Libraries new
Institutional Repository. Current VP for Administration’s office is responsible for retention of financial and
personnel records.”
“Each department using optical imaging is responsible for maintaining these files. Each department is
responsible for destruction of records at the end of their life cycle once official permission is received from the
state. Each department is responsible to send to the Archives permanent records.”
“[The university] has contracted with a commercial offsite storage vendor to house its inactive records
which includes text, audio-visual, electronic, and other media until their retention has been met. In some
incidents active records are sent to this particular vendor due to lack of in-house active filing space. The IT
and Preservation departments are involved with assisting units with electronic records. The Office of General
Counsel and Office of Research Compliance assist with policies as needed. University Archives assists with
transfers of permanent records as well as with decisions on how to best manage them.”
“In all cases, the ‘other’ refers to staff from the originating department.”
“Individual campus units: storing, converting. The University Archives is responsible for the acquisition,
appraisal, management, and disposition of Archival records (permanent records/archives).”
“Information Technology Services stores Electronic Records for RM Program Courier Services retrieves and
delivers records from originating offices.”
“Other university departments and outside vendors.”
“Our records management services are limited to records retention scheduling. We do not store or manage
records that are not of continuing value. Departments have responsibility for storing records not designated
for the Archives. The university does not have an official records center.”
“Permanent records are handled by archivist responsible for collections.”
“Records Management functions are currently shared between the University Archivist and Surplus Property,
University Services. Surplus provides transportation and storage services while Archives provides consulting in
appraisal and records scheduling. Any detailed inventory work or storage of electronic records is handled by
the originating office. Records destruction is outsourced to our paper recycling vendor.”
“Records retention schedule: this is created at the university system level and overseen and put into state
rule by the Oregon State Archives. Facilities picks up the records that are headed for non-permanent storage.
Units prepare their own contents lists for review by the Electronic Records Program before we accept records
into storage.”
“Retention schedules are created by the State Library, although the University Archivist has submitted a
schedule specifically for Higher Education that is under consideration. Any transfer and listing of materials
is the responsibility of the originating office. University Archivist coordinates pick up/retrieval/delivery of
materials placed with vendor only. If office opts to store with University service, the office handles this
