SERIES
D. Information Management and Planning
F. Library/Archives/Records Management and Museum
H. Publications/Promotions and Alumni Relations
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For life of system or component for records related to system or component repair or service; until superseded for records related to regular or vital records backups Local Policy: |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
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For the life of the system Local Policy: |
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Until superseded Local Policy: |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 |
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 |
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: |
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: |
Responsibility: Communications, Special Collections |
3 years after separation from institution. Special Instructions: Contact Institutional Archives before disposing of any records. Local Policy: Digital Commons |
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 |
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 | |