Records Retention Schedules

Records retention schedules are the guide to the records of an office. For each record series, they provide a description of the series and indicate the length of time it must be maintained as well as its ultimate disposition. Retention periods take into consideration University, State and Federal requirements as well as those of professional bodies such as accrediting and licensing agencies. They are prepared by the University Records Manager using Records Retention for Public Colleges and Universities in Ohio: A Manual and in consultation with Departmental records personnel, the Designated Records Officer for the administrative area, and other University personnel where appropriate.

Records schedules currently in effect in many University offices may appear on a variety of State forms, as they were revised on several occasions.  Regardless of which form on which they appear, they are in effect if properly signed.  In the course of reviewing records in University offices, the schedules will be converted to new forms, but it is not necessary to undertake conversion prior to a review.

Elements of the schedules include:

Cover Sheet

• Heading: indicating the specific area of the University to which the schedule applies
• Signatures of Approval from appropriate staff
• Inclusive Schedule Numbers: The ranges of unique schedule numbers.
• Number of Pages: how many pages in the schedules themselves

Schedules

• Schedule Number: A three-part unique number is given to each record series. The first part is the year the schedule was created; the second part is the office number, and the third part is the record series number.
• Title of Record Series
• Description of Record Series
• IUC Retention Group
• Retention Explanation
• Minimum Retention: The minimum amount of time that records within the series must be retained in the office of record
• Disposition: The ultimate fate of the records

Minimum retention period explanations:

• X years: X being the number of years the record must be retained following its creation.
• ACT: while the record is active, or is still in use in the office
• ACT+X: while the record is active plus X, which is specific number of years
• IND: indefinite. The these records must be retained indefinitely in the office of record
• SUP: until superseded. Usually for reference material or short-term items that are updated often.

Disposition explanations:

• Archives: records should be sent to the University Archives. See procedures later in this manual
• Shred: records should be destroyed, specifically by shredding
• Destroy: records should be destroyed. This can be by shredding or incineration.
• Discard: records should be discarded, but destruction is not necessary

Click here for a Sample Records Retention Schedule .