admissions

Records Retention Policies

SERIES

A. Administration

C. Auxiliary Services

D. Information Management and Planning

F. Library/Archives/Records Management and Museum

G. Human Resources

H. Publications/Promotions and Alumni Relations

J. Police/Security and Safety

Adopted:

Series A. Administration
   
Series C. Auxiliary Services
   
Series D. Information Management and Planning
Records Retention

(1) Computer System Maintenance Records

Responsibility: Computing Services Team

For life of system or component for records related to system or component repair or service; until superseded for records related to regular or vital records backups

Local Policy:

(2) Computer System Program Documentation Records

Responsibility: Computing Service Team & Systems Team

 

For the life of the system

Local Policy:

(3) Forms Development Records

Responsibility: All teams and departments

Until superseded

Local Policy:

(4) Information System Planning and Development Records

Responsibility: All teams and departments

For life of system for implemented systems; unimplemented systems: retain for useful life

Local Policy:

(8) Software Management Records

Responsibility: Computing Services Team

Until software is disposed of or upgraded

Local Policy:

(9) Telecommunication System Management Records

Responsibility: Primary responsibility rests with the Registrar's Office

For life of system

Local Policy: Any records received by the library should be retained in the Administration offices.

Series F. Library/Archives/Records Management and Museum
Records Retention

(1) Appraisal Records

Responsibility: Special Collections

Permanent

Local Policy:

(2) Collection and Artifact Acquisition and Exchange Records

Responsibility: Special Collections

Permanent

Local Policy: Archives, Millenium ILS record, Digital Commons

(3) Circulation Records

Responsibility: Circulation Team

Until the transaction is completed and all material returned and verified

Local Policy: Millenium ILS

(4) Collection or Artifact Loan Records

Responsibility: Special Collections

7 years after the termination of the loan

Local Policy: Millenium ILS

(5) Collections Control Records

Responsibility:

Permanent

Local Policy:

(6) Courtesy Borrowers Records

Responsibility:

3 years for application forms; 6 months after last activity for individual borrower's database record

Local Policy:

(7) Deaccession Records

Responsibility:

Permanent

Local Policy:

(8) Exhibit Records

Responsibility:

Permanent for exhibit descriptions or scripts, exhibit renderings and layout diagrams, photographs of exhibits, lists of artifacts or items considered for inclusion, and publicity or advertisements for the exhibits; 7 years for all other records

Local Policy:

(10) Inter-Library Loan (ILL) Records

Responsibility: Circulation Team

3 years

Local Policy:

(11) Patron and Visitor Records

Responsibility: Circulation Team

3 years

Local Policy:

(12) Records Management Records

Responsibility:

Permanent for records destruction authorizations, records transmittal lists, and guides to microfilmed records; 5 years for all other records

Local Policy:

(13) Reference Request Records

Responsibility: Reference Team

5 years

Local Policy: DeskTracker, Reference Desk email

(14) Serials Records

Responsibility: Acquisitions

Until input and verified for shelf list cards; until superseded by permanent cataloging record for check-in cards; 5 years for all other records

Local Policy: Millenium ILS

Series G. Human Resources
Records Retention
   
   
   
Series H. Publications/Promotions and Alumni Relations
Records Retention

(1) Alumni Records

Responsibility: Alumni Relations, Special Collections

Permanent

Local Policy: Archives, Digital Commons

(2) Alumni Association Board Records

Responsibility: Alumni Relations

Permanent, for agendas, minutes, reports, and policy/historical correspondence; 5 years for all other records

Local Policy:

(3) Alumni Association Services Program Records

Responsibility: Alumni Relations

7 years

Local Policy:

(4) Alumni Mailing List Records

Until superseded

Local Policy:

(5) Biographical Records

Responsibility: Communications, Special Collections

3 years after separation from institution. Special Instructions: Contact Institutional Archives before disposing of any records.

Local Policy: Digital Commons

(6) Class Gift Records

Responsibility: Alumni Relations

Permanent

Local Policy: Annual Donor Reports, Digital Commons

(7) Films, Videotapes, and Sound Recordings

Responsibility: Special Collections, Communications

Permanent

Local Policy: Archives, Digital Commons

(8) Fund Raising Records

Responsibility: Development, Units that engage in fund raising efforts

7 years

Local Policy: Grant proposals

(10) News Release Records

Responsibility: Communications

Permanent for releases pertaining to significant events and policy matters; 10 years for routine releases

Local Policy: Available on website for one year then moved to Digital Commons

Series J. Police/Security and Safety