SUPERSEDED SECTION - NOT CURRENT

SECTION 110           RECORDS RETENTION

A.   Introduction

The University has long recognized the need for a formal, centralized records management program to ensure that the University complies with the laws and regulations governing documents.  General Services has developed and established a records retention program to assist departments in managing their records.

B.   Training

Training will be offered on an as-needed basis by the Records Manager under the direction of the Assistant Director of Operations for General Services.  Training can include interpreting the records schedule and the destruction and transferring of records or can specifically focus on the particular needs of the individual or department.  To schedule a training session, please call 271-2311.

C.   Records Retention Schedules

There are several records retention schedules that identify various types of documents and establish the minimum retention requirements for each of them.  These schedules include the following: State Universities and Colleges Consolidated General Records Disposition Schedule (U & C), Consolidated General Records Disposition Schedule (GRDS), State Anatomical Board Records Disposition Schedule, and the Medical Records Consolidated Records Disposition Schedule (96-03).  The GRDS schedule can be accessed at the following web site: http://www.odl.state.ok.us/oar/recordsmgt/grds-agency.htm.  The U & C schedule can be accessed at the following web site: http://www.odl.state.ok.us/oar/recordsmgt/grds-education.htm.

D.   Storage Boxes

Legal/letter (10x12x15) will be the only box accepted into University storage as the shelves are designed specifically for this box.  Boxes can be acquired through the Records Retention department.

E.   Transfer of Records to Storage

Due to the limited storage space at the warehouse, only University documents that are listed in one of the records retention schedules (Section 110, paragraph C) will be accepted.  Books, magazines, and other items will not be stored.   To transfer records to storage:

1.   Complete an Inventory of Material form.  The Records Manager can provide you with these forms (through campus mail or e-mail).

2.   Complete the University label designed by the Records Retention department of General Services.  The labels may be obtained through campus mail or e-mail.  The labels should then be completely covered with clear packing tape on at least one end of the box.  Only legal/letter boxes with completed labels will be accepted and transferred to the depository.

3.   Complete a Service Unit Request with the number of boxes being transferred to storage and all chartfield spread information.  Forward the SUR and a copy of the Inventory of Material form to Records Retention, Service Center Building Room 144.  Retain a copy of the inventory form for your records.  Moving Services will pick up your boxes, free of charge, and take them to the warehouse.  The boxes will be organized according to department in sequential order.

F.   Retrieval of Records from Storage

1.   Option One – Authorized departmental personnel with University ID may retrieve records from storage free of charge.

2.   Option Two – Departments can telephone Records Retention at General Services at 271-2311 to request a specific record or box of records for delivery to an office within 24 hours for a $4 fee.  There is no fee to return the record or records to storage.

G.   Location of Records Storage    

Records storage is located in the University warehouse at 1400 NE 4th Street.

H.   Destruction of Records

Records can be destroyed based on the age of the document and how long it needs to be retained according to the applicable records schedule.  Original documents cannot legally be destroyed without the prior written approval of the Archives Commission per Oklahoma State Law.  To get approval for destruction of records, departments should:

1.   Contact the Records Manager at 271-2311 to complete and submit an Agency Notice of Intent to Destroy Records form for the department.

2.   The Assistant Director of Operations for General Services will sign the Agency Notice of Intent to Destroy Records form as the Agency Official and submit it to the State Department of Libraries, Archives and Records Commission for approval.  A copy of the approved or denied form will be sent to the department for its records.

I.   Records Center Services and Associated Costs

1.   Box Storage                         .30/box/month

2.   New Boxes                          $2.09 each

3.   Initial Pick-Up                      No charge

4.   Delivery                                $4.00

5.   Shredding of Documents       .25/pound

Adopted 2-9-04.