The Ohio State University at Newark

Records Management Policy

Ohio State University Records Management Policy as of April 26, 2010

ISSUED: April, 1967
REVISED: April, 2010
APPLIES TO: All faculty, staff, student employees, vendors, and volunteers

The Ohio State University (Ohio State) recognizes the need to effectively manage its dynamic, complex decentralized organization, while at the same time preserving its history. Therefore, Ohio State seeks to manage the retention and disposition of its records in order to:
  • document our management decisions
  • provides historical references of transactions and events
  • demonstrate regulatory compliance, especially with Ohio Revised Code and federal laws
  • enhance our organization's operational efficiencies
  • provide litigation support
  • preserve the university's institutional memory

TABLE OF CONTENTS

  1. POLICY DETAILS
    1. Authority
    2. Why do we keep records?
    3. What is a record?
    4. How long do we keep records?
  2. PROCEDURES
    1. Records Retention Schedules
    2. Disposition
    3. Records Request and Litigation Holds
    4. Document Conversion
  3. RESPONSIBILITIES
  4. CONTACTS
  5. HISTORY
  6. RESOURCES

University Archives Collecting Policy

Are your department's, unit's, or organization's records archival? A summary listing of the University Archives holdings is available on our Manuscript Holdings webpage. If you are uncertain if your records should be transferred to the University Archives, please consult the following resources below: Athletics, Departments, Faculty Papers, and Student Organizations.