Managing University Records and Information
Last Update: July 2009
Responsible University Officer:
- General Counsel
- Director of Records and Information Management
- Updated: July 2009
- Primary Contact : Susan McKinney
Printed on: . Please go to http://policy.umn.edu for the most current version of the Policy or related document.
Records and Information Management Program
The University will maintain a records and information management program that provides University staff with information and tools to help them with the systematic control of information from creation to final disposition. The program will:
- Assist University staff with information regarding the retention and disposition of University records;
- Provide guidelines for storage of University records;
- Develop and maintain records retention schedules that establish retention periods for University records based on and consistent with law and best practices;
- Develop disposition procedures that provide appropriate security for private or confidential data;
- Assist University staff on active management of University records in all formats;
- Work collaboratively with other University units to ensure that University records are maintained and protected according to standards and best practices;
- Promote the use of technology resources to efficiently manage and preserve University records.
Records Retention. University units must follow the University's records retention schedules when disposing of University records.
Records Disposition. University units must follow disposition requirements when destroying University records.
REASON FOR POLICY
A records and information management program ensures that information is kept and maintained according to legal, fiscal, administrative and historical needs. The program also ensures that records are properly destroyed to protect privacy interests when no longer needed.
There are no forms associated with this policy.
- Active Records
- Files needed to support the current business activity of a department. The active period may be determined by record category (see the University-wide Record Retention Schedule).
- Inactive Records
- Files for which the active period has passed and are being held for the remainder of the specified retention period. May be located in a storage area or on tapes and disks for electronic records.
- University Records
- Documents in any format (including written and printed matter, drawings, maps, plans, photographs; microforms; motion picture films, sound and video recordings; computerized data on disk or tape) or copies thereof made or received by an academic or administrative office of the University in connection with the transaction of University business, and retained by such office as evidence of the activities of the University or because of the information contained therein.
- Records Management
- The systematic control of information from creation to final disposition.
- Retention Period
- The length of time a record must be kept to meet administrative, fiscal, legal or historical requirements
- University-Wide Retention Schedule
- A listing of retention periods for University records.
- Follow the University-wide Records Retention Schedule to manage active and inactive records. Appropriately dispose of information once the retention period has been met.
- Retaining records according to the University-wide Record Retention Schedule, forwarding records to the University Archives when appropriate, and disposing of University records appropriately once the retention period has been met.
- Records and Information Management Office
- Provides a timetable and consistent procedures for maintaining the University's information, moving the records to inactive storage when appropriate, and destroying the information when it is no longer valuable to the organization. Also serves as Responsible Authority as required by the Minnesota Government Data Practices Act (MGDPA).
- Examples of Public, Private, and Confidential Information
- University of Minnesota Record Retention Schedule (PDF)
FREQUENTLY ASKED QUESTIONS
There is no FAQ associated with this policy.
- Board of Regents Policy: Student Education Records
- Administrative Policy: Internal Access to University Information
- Administrative Policy: Public Access to University Information
- Administrative Procedure: Obtaining Public Information
- Depositing Material in the University Archive
- Minnesota Government Data Practices Act
- Family Educational Rights and Privacy Act
- July 2009 - Clarified role of Records and Information Management Program in Statement and Reason. Updated definitions, responsibilities and contacts sections. Title changed from Managing University Records Retention to Managing University Records and Information.
- January 2003 - Added Retention Guidelines for Financial Documents to appendices.
- December 1999
- Retention, Archival, and Destruction of Records and Record Retention Schedule A
REPLACES: 4/89, 4/92, 1/93.