How Long Do We Need to Keep This Record?

Google will no longer provide unlimited data storage to Idaho State University as part of their education service agreements with us. Many individuals and departments are discovering that they need to make adjustments to what they are storing and where they are storing important files, including possibly deleting some files to make room for additional data storage before the May 1st deadline.   

An obvious question for anyone managing data storage is how to know what is important–and thus needs to be retained–and what is not? 

Figuring this out is entirely tied to the type of data under consideration. Idaho’s State Board of Education adopted the Public Higher Education Records Retention Schedule, which is meant to answer questions about how long different types of data need to be retained. 

The Schedule defines a record as “recorded information, in any form, including data in computer systems, created or received and maintained by an organization or person in the transaction of business or the conduct of affairs and kept as evidence of such activity.” ISU’s Office of the General Counsel recommends that ISU offices and personnel follow this Retention Schedule. 

The Retention Schedule defines different types of records, identifies which office should hold the records, dictates how long the records should be retained, and provides additional guidance. The document is clearly organized to make it easier to find guidelines for specific types of records. However, if you have difficulty finding a clear guideline for any of your documents, the Office of the General Counsel is available to answer your questions.  

Most university documents, especially those covered by HIPAA or FERPA laws, should be stored in each department’s Box Drive. This storage option meets current HiPAA and FERPA laws for secure storage, and is provided for this purpose. If you do not have access to your department Box Drive, contact the ITS Service Desk for help. 

To find out more information about ISU’s Google Storage Limits you can visit our web page or look up the answers to specific questions on our FAQ page.  The ITS Service Desk is available to answer any additional questions you may have at help@isu.edu.