Understanding and Applying the University
Records Schedule
Prescriptive Schedule: The OSU records retention schedule
describes records that are found on the OSU campus and is prescriptive
in that it tells how long records must be kept before they can
be destroyed. It does not prescribe how offices or departments
should or must keep their records.
Minimum - Maximum Rule: The retention periods listed
in the University Records Retention and Disposition Schedule are
both "minimum" and "maximum" retention periods
as established in state administrative rules. Minimum and maximum
retention periods mean that a record series must be kept as long
as the retention period listed in the schedule, but no longer.
It must be kept for the length of the retention period and then
promptly disposed of as directed by the schedule.
Exceptions to the Maximum Rule: There are exceptions
to the maximum retention period rule. Records may be kept for
a period of time exceeding the established retention period if
they are involved in litigation, criminal or civil investigation,
audit, or continuing administrative use. Under no circumstances,
however, is a record to be kept for a shorter time period than
the schedule requires.
Format
Understanding the components of the schedule is essential to its
quick and easy use. The following is a sample of a typical records
disposition followed by descriptions of each of the components.
|
A |
(10) Awards Records |
|
B
|
This series documents the process of selecting institutional
faculty, staff, students and alumni to receive awards, fellowships,
and scholarships based on merit or achievement. The series may
include but is not limited to: applications; nomination letters;
eligibility terms and selection criteria; recommendations; transcripts;
letters of award notification or denial; letters accepting or
declining awards; summary lists of winners; biographies; demonstration
of need documentation; press releases; award history and information
on funding sources; and related documentation and correspondence. |
|
C |
Record Copy: Administering units |
|
D |
Retention: Permanent for eligibility terms and selection
criteria, award history and information on funding sources, award
notifications, summary lists of winners, biographies of winners,
and press releases; 1 year for all other records |
|
E |
Transfer the record copy of all permanent records to the University
Archives after 3 years. |
|
F |
Other copies: Receiving units |
|
G |
Retention: 1 year |
|
H
|
 NOTE: Some duplicate
fiscal records may be found in the OSU Foundation Office and
Business Affairs. |
 CONFIDENTIAL DESTRUCTION: Records
in this series containing confidential information should be
destroyed by pulping, shredding, or incineration. See the OSU
Archives and Records Management Handbook for more information. |
|
|
A |
Title of the record series and number within the section of the
Administrative Rule. |
|
B |
The series description generally consists of two components:
a use or purpose statement and a content statement. |
|
C |
Indicates the holder of the official or record copy. |
|
D |
Designates the period of time that the record copy must be retained |
|
E |
Disposition statement for permanent records (where applicable). |
|
F |
Indicates the university office(s) or department(s) that may
have other copies of the records series. |
|
G |
Designates the period of time that the other copy(ies) of a record
series must be retained. |
|
H |
The Comments Box may contain notes or additional information
about the record series relating to the retention period, the
confidential information content and destruction of the record,
or related records series. |
Return to the Schedule Page