Developing Office-Specific Schedules
The development of office-specific records retention schedules involves several people and multiple steps:
- University Officers designate Records Coordinators for their divisions. Records Coordinators designate Records Contacts for each office within their areas of responsibility. The responsibilities of these individuals are described at Records Coordinators / Records Contacts.
- The Archivist for Records Management works with Records Contacts to inventory the office's records and develop draft office-specific records retention schedules.
- Draft schedules are agreed upon by the Archives and the office of origin.
- The Archivist for Records Management submits the draft schedules for review and approval by the Office of General Counsel.
- Once approved by General Counsel, office-specific schedules are posted on the Archives website.
- Approved schedules remain in effect until formally amended or superseded.
Records Contacts may use a Records Inventory Worksheet to help compile information:
The office of origin, the Archives, and the Office of General Counsel each play an important role in the process:
- The office of origin provides detailed and practical knowledge of the office's records and recordkeeping practices. The originating office also assesses records' administrative value - how long the office needs the records to conduct its business activities.
- The Archives analyzes an office's recordkeeping practices and offers recommendations for improvement; helps the office adopt the University's general records retention schedules; works with the office to develop, implement, and maintain compliance with office-specific schedules; and assists the office in adding to or modifying schedules as needed. The Archives determines records' historical value - whether the records should eventually be transferred to the Archives for inclusion in the University's permanent collection of archival records.
- The Office of General Counsel reviews all records retention schedules with a focus on legal and financial value - whether the submitted schedules expose the University to risks or fail to meet requirements. The Office of General Counsel also notifies appropriate parties when records retention schedules should be suspended because of litigation holds.
Accessing Office-Specific Schedules
Office-specific records retention schedules are posted online with password-protected access as soon as they are finalized and approved by the Office of General Counsel. Log in to view office-specific schedules.
Visit Using Office-Specific Schedules for implementation guidance. The Archivist for Records Management is also available to assist offices with implementing and maintaining compliance with office-specific schedules.
This page was last updated October 14, 2014