SPEC Kit 305: Records Management · 45
“Each department makes content lists for their own records. Each maintains its own record keeping system
and levels vary from department to department.”
“RM program staff does this for archival collections only. Originating department staff does it for active and
inactive, non-permanent records.”
“Electronic records: document level, data fields in databases, etc.”
“Box level lists are required from the departments the level of a list (item, folder, and/or box) depends on the
quantity and type of material for each set of records.”
Policy Decisions
12. Please briefly describe who is responsible/involved in making policy decisions such as approving
records retention schedules, who may use records, how records are discarded or destroyed, etc.
N=25
“Archives facilitates review and approval of proposed records schedules by university offices and the state
records management office, which has legal authority to approve or deny proposed schedules. Policy and
procedure for transportation, storage, and destruction is maintained by the University Archivist and Surplus
Property staff. Only originating office may request records from the storage facility.”
“By university rule the Archivist is responsible for the program and he signs final approval for all retention
schedules. Schedules are also approved by the records officer in each department. Records may only be
disposed according to approved retention schedules and a certificate of records disposal is required for all
records whether discarded, destroyed, or archived. The program is administered by the University Records
Manager who is a staff member of the Archives and Rare Books Library with archival responsibilities as
well. Policies and procedures are developed by the Archivist and the Records Manager with final approval
by the Archivist. The university uses a retention matrix developed by the Inter-University Council of Ohio
to determine legal minimum retention periods for schedules. The matrix is used by all public colleges and
universities in Ohio.”
“High level policy decisions, as well as approval of records retention schedules, are made by the President’s
Advisory Committee on University Records and Archives. Most others are made by the University Archivist
(mostly of an operational nature).”
“Policy is under development. Approval of retention schedules rests with the University Archivist, in
consultation with University Legal Counsel and with input/professional consideration by the University Record
Manager.”
“Policy recommendations including records schedules are developed by the records officer and endorsed/
approved by the Campus Records Review Group which includes representation from legal services, internal
audit, archives, hospital and clinics, CIO, graduate school, enrollment services, provost’s office.”
“Records Management Advisory Committee makes policy decisions. RMAC consists of representatives from
the following offices: Physical Plant, Human Resources, Registrar, Research Operations, Provost, Auditing,
“Each department makes content lists for their own records. Each maintains its own record keeping system
and levels vary from department to department.”
“RM program staff does this for archival collections only. Originating department staff does it for active and
inactive, non-permanent records.”
“Electronic records: document level, data fields in databases, etc.”
“Box level lists are required from the departments the level of a list (item, folder, and/or box) depends on the
quantity and type of material for each set of records.”
Policy Decisions
12. Please briefly describe who is responsible/involved in making policy decisions such as approving
records retention schedules, who may use records, how records are discarded or destroyed, etc.
N=25
“Archives facilitates review and approval of proposed records schedules by university offices and the state
records management office, which has legal authority to approve or deny proposed schedules. Policy and
procedure for transportation, storage, and destruction is maintained by the University Archivist and Surplus
Property staff. Only originating office may request records from the storage facility.”
“By university rule the Archivist is responsible for the program and he signs final approval for all retention
schedules. Schedules are also approved by the records officer in each department. Records may only be
disposed according to approved retention schedules and a certificate of records disposal is required for all
records whether discarded, destroyed, or archived. The program is administered by the University Records
Manager who is a staff member of the Archives and Rare Books Library with archival responsibilities as
well. Policies and procedures are developed by the Archivist and the Records Manager with final approval
by the Archivist. The university uses a retention matrix developed by the Inter-University Council of Ohio
to determine legal minimum retention periods for schedules. The matrix is used by all public colleges and
universities in Ohio.”
“High level policy decisions, as well as approval of records retention schedules, are made by the President’s
Advisory Committee on University Records and Archives. Most others are made by the University Archivist
(mostly of an operational nature).”
“Policy is under development. Approval of retention schedules rests with the University Archivist, in
consultation with University Legal Counsel and with input/professional consideration by the University Record
Manager.”
“Policy recommendations including records schedules are developed by the records officer and endorsed/
approved by the Campus Records Review Group which includes representation from legal services, internal
audit, archives, hospital and clinics, CIO, graduate school, enrollment services, provost’s office.”
“Records Management Advisory Committee makes policy decisions. RMAC consists of representatives from
the following offices: Physical Plant, Human Resources, Registrar, Research Operations, Provost, Auditing,
