SPEC Kit 305: Records Management · 47
The University Archivist is the mediator between the schedules established by the state and the originating
offices.”
“The state record commission is responsible for approving record retention schedules. The Budget and
Assess Management Office makes recommendations to the state commission for additions and changes in
the retention schedule. As a public institution our records are available to the public. Destroyed records with
privacy issues are either shredded by cross cut shredders or pulped. Both must be witnessed. In departments
with large volumes of records, an outside vendor is used and they must document the destruction.”
“The University Archivist is identified in the university’s policies as the custodian of university records. The
state sets records retention schedules. Otherwise, the Archivist for Records Management develops schedules
in consultation with the University Archivist. The Archivist for Records Management can propose changes to
the state schedules and submit them to the Kentucky Department of Libraries and Archives. Policies for access
to records are approved by the University Archivist in consultation with the Archives staff and if needed, legal
counsel. The University Archivist also evaluates access related to FERPA, HIPPA, open records law etc. The
Archivist for Records Management determines the methodology for destroying and discarding records.”
“The University Archivist prepares the record schedule which outlines the retention period and the disposition
method. The record schedule is then approved by the Illinois State Records Commission.”
“University Archives has proposed general functional records retention schedules. Finance and Administration
has created a schedule for financial records. IRB office has created a schedule for human subjects research
records. General Counsel usually approves all policies.”
“University Archivist approves schedules and reviews certificates of destruction.”
“University Counsel and the University Archivist jointly rule on records destruction. The University Archivist
makes permanent retention decisions on non-legal records, while the University Counsel decides on legal
records.”
“University-wide policy committees University Archives, policies and procedures Individual unit, procedures.”
“We create primarily general schedules that cover broad areas (such as student life). The appropriate dean or
vice president approves the schedule together with the University Archivist.”
“We use a statewide online schedule developed and maintained by a team of records experts and legal
counsel from the State Board of Regents and the State Archives. While materials are classed as ‘records,’
access to them must be approved by the originating office. Our state has strong open records laws. In cases
where records may be protected (FERPA, HIPPA, GLB) there is a campus open records office to consider
access issues, in consultation with legal services, when necessary. The destruction date for a document
shipment is determined when it is placed with the records center and is entered into our database (as well as
being marked on the box label). When the time is reached for destruction, the records center seeks approval
from the originating unit, in case there has been some development, such as a court order, which trumps our
retention schedule.”
“While evaluating records at an onsite visit or discussing the destruction of campus records, sometimes the
records manager sees a need for an addition, deletion, or change to the State University Records Retention
Schedule. The Records Manager is a member of the State Records Advisory committee which meets to discuss
the University Model Schedule. The new record series and their retentions are discussed as applicable to all
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