46 · Survey Results: Survey Questions and Responses
Risk Management, Privacy Manager, President, Administrative Information Services, Systems and Procedures,
and Faculty Senate.”
“Records Management Committee.”
“Records Management Committee for the entire campus. Institute Archivist, Designee of Institute president,
Head of Office creating records.”
“Retention Schedule Process: RRS are developed at the general level not at the unit level. 1. RIM speaks with
unit about their records. In conjunction with the unit develops a generic description(s) of the record series
which other units may apply to their records. Discuss administrative retention requirements. 2. RIM drafts
record series then performs legal research (CFR, state code, other like institutions, professional association,
case law, etc) for retention requirements. 3. Seeks unit’s approval on record series description and retention.
4. Sends record series description and retention requirement to Office of the General Counsel and University
Archivist for approval. 5. RIM makes any changes as suggested by above offices then publishes record series.
Record Accessibility: 1. Units who need to use the content of the record. 2. Units who need to assist others
using the content of the record. Record Disposition, based on the content of the record: 1. Paper a. non-
confidential records may be placed in recycling containers, which are sent to a third party recycling company
b. confidential records are shredding beyond recognition as per federal regulations then sent to a third party
recycling company. 2. Electronic a. servers — IT is asked to erase data so it cannot be retrieved b. portable
devices (lap tops, blackberries, CDs, etc.) — IT is asked to erase data so it cannot be retrieved c. desktop —
IT is asked to erase data so it cannot be retrieved.”
“Since 1995, the University Archives has been responsible for making policies, updating records retention
schedules, and training of departments.”
“State Archives of Colorado has issued retention schedules for all institutions of higher learning within state
which we follow. In addition, we are working to create a more systematic retention program on campus
through outreach activities, workshops, etc. We provide access to stored records to administrative offices/
offices of origin. We also provide access to records that are not confidential in nature or closed to researchers,
upon request. A temporary Project Archivist was hired in 2007 to assist in records management outreach,
transfer, and surveying activities.”
“State university system schools in the state of Georgia adhere to a functional records retention schedule
developed by the university system’s governing body, the Board of Regents. Retention and disposition
decisions are based on these guidelines and on standard records management practices. Records
management and archives staff develop policies and procedures associated with the records management
program and the use of the records center storage facility.”
“The Electronic Records Archivist is responsible for conveying and training campus employees on records
management policies that are in statute or administrative rule (these rules are developed and enacted by
the Oregon State Archives). In addition to statewide policies, campus-wide policies are developed by the
Electronic Records Archivist (in conjunction with relevant stakeholders).”
“The Institutional Records Analyst, head of originating office, and university attorney.”
“The State Library creates and updates retention schedules affecting records at the university. Every state
agency must designate a Records Management Liaison Officer here that individual is the University Archivist.
Risk Management, Privacy Manager, President, Administrative Information Services, Systems and Procedures,
and Faculty Senate.”
“Records Management Committee.”
“Records Management Committee for the entire campus. Institute Archivist, Designee of Institute president,
Head of Office creating records.”
“Retention Schedule Process: RRS are developed at the general level not at the unit level. 1. RIM speaks with
unit about their records. In conjunction with the unit develops a generic description(s) of the record series
which other units may apply to their records. Discuss administrative retention requirements. 2. RIM drafts
record series then performs legal research (CFR, state code, other like institutions, professional association,
case law, etc) for retention requirements. 3. Seeks unit’s approval on record series description and retention.
4. Sends record series description and retention requirement to Office of the General Counsel and University
Archivist for approval. 5. RIM makes any changes as suggested by above offices then publishes record series.
Record Accessibility: 1. Units who need to use the content of the record. 2. Units who need to assist others
using the content of the record. Record Disposition, based on the content of the record: 1. Paper a. non-
confidential records may be placed in recycling containers, which are sent to a third party recycling company
b. confidential records are shredding beyond recognition as per federal regulations then sent to a third party
recycling company. 2. Electronic a. servers — IT is asked to erase data so it cannot be retrieved b. portable
devices (lap tops, blackberries, CDs, etc.) — IT is asked to erase data so it cannot be retrieved c. desktop —
IT is asked to erase data so it cannot be retrieved.”
“Since 1995, the University Archives has been responsible for making policies, updating records retention
schedules, and training of departments.”
“State Archives of Colorado has issued retention schedules for all institutions of higher learning within state
which we follow. In addition, we are working to create a more systematic retention program on campus
through outreach activities, workshops, etc. We provide access to stored records to administrative offices/
offices of origin. We also provide access to records that are not confidential in nature or closed to researchers,
upon request. A temporary Project Archivist was hired in 2007 to assist in records management outreach,
transfer, and surveying activities.”
“State university system schools in the state of Georgia adhere to a functional records retention schedule
developed by the university system’s governing body, the Board of Regents. Retention and disposition
decisions are based on these guidelines and on standard records management practices. Records
management and archives staff develop policies and procedures associated with the records management
program and the use of the records center storage facility.”
“The Electronic Records Archivist is responsible for conveying and training campus employees on records
management policies that are in statute or administrative rule (these rules are developed and enacted by
the Oregon State Archives). In addition to statewide policies, campus-wide policies are developed by the
Electronic Records Archivist (in conjunction with relevant stakeholders).”
“The Institutional Records Analyst, head of originating office, and university attorney.”
“The State Library creates and updates retention schedules affecting records at the university. Every state
agency must designate a Records Management Liaison Officer here that individual is the University Archivist.
