Records Management

The University of Notre Dame mandates responsible handling of University Records to ensure compliance with legal and financial requirements, to meet administrative needs, and to preserve permanently valuable records. The Records Management and Archives Policy designates the University Archives as responsible for establishing records retention schedules and records management procedures so that University Records are handled appropriately from their creation to their ultimate disposition.

University Records are defined as recorded information created or received in the course of conducting University business and kept as evidence of such activity. This definition extends to all record formats, including paper files, electronic files, e-mail, film and print graphics, audio and video recordings, and any other form of recorded information.

Records management is the “systematic and administrative control of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.” [1]  The records management program at Notre Dame ensures that active records are available for business use, that archival records are retained for research purposes in the University Archives, and that inactive records are disposed of in accordance with established procedures and schedules.

The University Archives works with Notre Dame offices and with the Office of General Counsel to develop and implement records retention schedules. Records retention schedules provide a thorough inventory of the records created or received by an office in the course of routine business. These schedules also indicate how long an office is required to keep records, and what must be done with the records when the retention period is fulfilled. To assist offices with the implementation of sound records management practices, the Archives provides general education and training, as well as private consultation on your office's records management concerns.

Records management offers several significant advantages to your office and to the University.  These advantages include:

Increased operational effectiveness at the University.  When records are well organized and accessible, employees are more efficient and productive.

Space savings.  Records management frees up valuable space, as inactive records are retired regularly to make space for new files.

Legal defensibility.  Compliance with federal and state laws enables the University to avoid fines, litigation, and other potential penalties. Institutions are vulnerable to unfavorable judgments if records are retained too long or purged before the proper time. 

Protection of your records.  Records stored in office storage spaces are often subjected to poor environmental conditions such as extreme temperatures and humidity levels or mildew.  Storing your inactive records in the Archives’ off-site Records Center will slow the deterioration of your records.

Retaining control of your records.  Records that are transferred to the Records Center for storage and eventual destruction can be retrieved as needed by your office until they are destroyed.

Security.  The Records Center offers secure storage for your inactive records.  The building is locked and alarmed 24 hours a day and is accessible only to the University Archives staff.  The records are not viewed, used, rearranged, added to, or destroyed by unauthorized persons.

This page was last updated November 2, 2009