|
| |
Records Retention Schedule |
| |
|
| |
| Records Retention Schedule |
| |
| The UND Records Retention Schedule is an approved
policy that lists common record series found in university departments. It provides
retention guidelines for the Office of Record and Copy Holders based on administrative,
fiscal, historical, and legal value. It also provides guidance on the proper disposal
methods for each record series after the approved retention period has been met. |
| |
| Entire
UND Records Retention Schedule (PDF file - 26 pages) |
| - last updated October 29, 2008 |
| |
| Back to Top |
| |
| Shred Vendor Pickup Schedule: |
| |
| Submit
Request No Later Than |
Shred Vendor
On Campus |
| Every Tuesday |
Every Thursday |
|
| |
| Back to Top |
| |
| Abbreviations: |
| CFY = |
Current Fiscal Year |
A fiscal year starts each
July 1st and runs through the following
June 30th. For example, we are currently in FY09
(July 1, 2008-June 30, 2009).
|
| ACT = |
Active |
The term active is used to identify a "triggering event
date." This event must occur before the retention period
can begin. For example, with personnel files, the retention
guideline is ACT+6 years. In this case, from reading the
record series description we can see that the triggering
event date would be the date of employee termination. Using
the date the employee terminated, we would add 6 years to
that, and that date would be our dispostion date.
|
| SUP = |
Superseded |
Records that are routinely updated, revised, or replaced
with a newer version, and where the previous version has
no continuing value.
|
| UPD = |
Updated |
|
| OBS = |
Obsolete |
|
| WA = |
While Active |
|
| CM = |
Current Month |
|
| PM = |
Previous Month |
|
| PERM = |
Permanent |
|
|
| |
| Back to Top |
| |
| Terms: |
| Records Management- |
The systematic
control of information from creation or receipt, through processing and use,
until final disposition or placement in an archive.
|
| Records Retention Schedule- |
An approved timetable stating retention periods
(length of time to maintain) and the method of
disposal for the records.
|
| Records Series- |
A group of related records filed and used
together as a unit and evaluated as a unit for retention
purposes
|
| Retention Period- |
The length of time a record
must be maintained, based on administrative, fiscal,
historical, and legal values before disposition can
take place
|
| Disposition- |
Action to be taken on a
record series at a specified time. May entail destruction, reformatting,
transfer, or permanent retention.
|
| Office of Record- |
The department
that is responsible for maintaining the official record copy of a document
for the institution.
|
| Copy Holder- |
Department(s) that
hold a copy of a record for their own use. They are not responsible for
maintaining the official record copy, and in most cases have a reduced
retention time frame.
|
|
| |
| Back to Top |
| |
| Fiscal Year Easy-Reference Disposal Chart: |
| Record
retention time of: |
Dispose
of records prior to: |
| CFY+1 |
June
30, 2007 |
| CFY+2 |
June
30, 2006 |
| CFY+3 |
June
30, 2005 |
| CFY+4 |
June
30, 2004 |
| CFY+5 |
June
30, 2003 |
| CFY+6 |
June
30, 2002 |
| CFY+7 |
June
30, 2001 |
| CFY+8 |
June
30, 2000 |
| CFY+9 |
June
30, 1999 |
| CFY+10 |
June
30, 1998 |
|
| |
| Back to Top |
| |
|
|
