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 |
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(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For life of system or component for records related to system or component repair or service; until superseded for records related to regular or vital records backups Local Policy: |
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(2) Computer System Program Documentation Records Responsibility: Computing Service Team & Systems Team
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For the life of the system Local Policy: |
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Responsibility: All teams and departments |
Until superseded Local Policy: |
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(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: |
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(8) Software Management Records Responsibility: Computing Services Team |
Until software is disposed of or upgraded Local Policy: |
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(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 |
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Responsibility: Special Collections |
Permanent Local Policy: |
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(2) Collection and Artifact Acquisition and Exchange Records Responsibility: Special Collections |
Permanent Local Policy: Archives, Millenium ILS record, Digital Commons |
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Responsibility: Circulation Team |
Until the transaction is completed and all material returned and verified Local Policy: Millenium ILS |
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(4) Collection or Artifact Loan Records Responsibility: Special Collections |
7 years after the termination of the loan Local Policy: Millenium ILS |
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(5) Collections Control Records Responsibility: |
Permanent Local Policy: |
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(6) Courtesy Borrowers Records Responsibility: |
3 years for application forms; 6 months after last activity for individual borrower's database record Local Policy: |
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Responsibility: |
Permanent Local Policy: |
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(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: |
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(10) Inter-Library Loan (ILL) Records Responsibility: Circulation Team |
3 years Local Policy: |
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(11) Patron and Visitor Records Responsibility: Circulation Team |
3 years Local Policy: |
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(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: |
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(13) Reference Request Records Responsibility: Reference Team |
5 years Local Policy: DeskTracker, Reference Desk email |
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(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 |
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(1) Alumni Records Responsibility: Alumni Relations, Special Collections |
Permanent Local Policy: Archives, Digital Commons |
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(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: |
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(3) Alumni Association Services Program Records Responsibility: Alumni Relations |
7 years Local Policy: |
| (4) Alumni Mailing List Records |
Until superseded Local Policy: |
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Responsibility: Communications, Special Collections |
3 years after separation from institution. Special Instructions: Contact Institutional Archives before disposing of any records. Local Policy: Digital Commons |
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Responsibility: Alumni Relations |
Permanent Local Policy: Annual Donor Reports, Digital Commons |
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(7) Films, Videotapes, and Sound Recordings Responsibility: Special Collections, Communications |
Permanent Local Policy: Archives, Digital Commons |
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Responsibility: Development, Units that engage in fund raising efforts |
7 years Local Policy: Grant proposals |
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(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 | |