Records Management Policy Update
Idaho State University no longer has a centralized records management program. Instead, each area is responsible for their record-keeping efforts. Many departments and units previously completed records management plans and will have no changes as they follow their established practices.
An easy reference has been created to help individuals determine how long they must retain items. Additionally, the State Board of Education has a very detailed schedule of records, including what must be retained and the minimum retention time for each record. The schedule includes an introduction to records retention, instruction on how to use the schedules, and an example on creating a retention schedule.
| Records | Responsible Party | Minimum Period of Retention |
|---|---|---|
| Academic Records (Student) | Registrar | Permanent |
| Accreditation Documents & Reports | Provost | Permanent |
| Annual/Biennial Reports | President | Two Years |
| Audit Reports (Fiscal) | Audit | Five Years |
| Moodle Course Content | Information Technology Services | Archive after two years |
| Budget Records | Budget Officer | Five Years |
| Contracts >$10,000 or VP Designated | General Counsel | Six Years |
| Contracts (Buildings) | University Archives | Building Life |
| Contracts <$10,000 | Respective Offices | Six Years |
| Correspondence (Univ. Offices) | Respective Offices | As Needed |
| Departmental Academic Records | Faculty or Dept. Files | Five Years |
| Department or Unit Reports | Respective Offices | As Needed |
| Faculty Evaluation (Information, tenure, rank, or tenure review) | Department Chairperson or Dean's Office | As Needed |
| Sponsored Projects | Office for Research | Five Years |
| Health Records | Health Service | Discretion of Physician (as per established internal policies) |
| Institutional reports | Institutional Research | Five Years |
| Payroll | Human Resources | Permanent |
| Personnel Records | Human Resources | Permanent |
| Purchasing | Finance & Business Affairs | Five Years |
| Student Placement Records | Department Files | Discretion of Director (as per established internal policies) |
| Student Records (other than academic, health, and placement) | Respective Staff Office | As Needed |
| Student Organization Files | Student Activities | Five Years |
| University Publications (bulletins, catalogs, handbooks, programs, etc.) | Library & Univ. Archives | Permanent |
| Faculty Senate Minutes | Faculty Senate Secretary | Five Years |
| ASISU Minutes | Student Union (Director's Office) | Five Years |
| Minutes from other committees, councils, etc. | Chairperson Files | Two Years |