(A) Purpose
The purpose of this policy is to ensure compliance with the
state of Ohio's records management and retention statutes. In accordance with
section 149.33 of the Revised Code,
university and college boards of trustees "shall have full responsibility for
establishing and administering a records program for their respective
institutions. The boards shall apply efficient and economical management
methods to the creation, utilization, maintenance, retention, preservation, and
disposition of the records of their respective institutions."
(B) Definition
"University records" has the same meaning as the term "records"
in section 140
149.011 of the Revised Code.
(C) Maintenance and retention of university
records
(1) Shawnee state university shall
have a records system that covers all university departments and offices to
ensure that all official records of the university, both public and exempt, are
maintained and disposed of in accordance with the
university's records retention schedule. The records system will adequately
reflect the organization, functions, policies, decisions, procedures,
operations and other activities of the university.
(2) University records shall not be removed
or destroyed, except in accordance with the university's records retention
schedule and applicable state and federal laws. If there is a discrepancy
between the records retention schedule and federal or
state law, the prescribed retention period directed by law shall be
followed.
(D) University
records manager and records custodians
(1) The
university's records manager is responsible for the administration and primary
oversight of the university records system and management program. The provost
is responsible for designating the records manager.
(2) Each university division will have at
least one employee designated as records custodian for the division's units and
offices and who will work under the direction of the records manager. The vice
presidents are responsible for designating a sufficient number of records
custodians for their respective division.
(E)
Records manual
and
Model records retention schedule
(1) The university's guideline for records
management is the inter-university council of Ohio's "records retention for public colleges and universities in
Ohio: A manual"
records retention model
(IUC manual
model), and any subsequent updates.
(2) The IUC
manual
model will be
used as the basis for establishing legal retention periods and developing a
standardized schedule, unless a federal or state law directs a longer retention
period. Under the direction of the university records manager, the records
custodians
, will determine appropriate
record series and retention periods and will develop schedules for each
university department.
(3) Attention will be given to
records medium, including electronic records, as well as historic value or
significance.
(4)(3) University offices
will utilize a records retention schedule template approved by the board of
trustees.
(F) Procedures
Procedures will be established to implement this policy that
will include processes that address a records inventory, storage areas and
disposal of university records.
Notes
Ohio Admin. Code
3362-5-34
Effective:
10/30/2022
Promulgated Under:
111.15
Statutory
Authority: 111.15
Rule
Amplifies: 3362.03
Prior
Effective Dates: 03/22/2012, 04/24/2017,
10/30/2022
