2010 Brigham Young UniversityIdaho 1 2008 Brigham Young

Records Retention Not necessarily this… but it could be. © 2010 Brigham Young University–Idaho

Records Retention These kind of records. © 2010 Brigham Young University–Idaho 3

Records Retention – Definitions Record – Documentation of an action, occurrence, or event in written or digital format. • Student transcripts • Payroll records • Histories • Minutes of meetings • Blue prints • Photos • Talks • Grades • ? ? ? ? © 2010 Brigham Young University–Idaho 4

Records Retention – Definitions Records Retention Schedule – A living document; used to document the life cycle of a Record from creation to final destination. • Living document? • Regulations or requirements change • Records stored change • Should be used as reference © 2010 Brigham Young University–Idaho 5

Records Retention – Past Schedules Problems with previous schedules • Have become outdated • Considerable inconsistencies across campus and even within departments • Many Records listed as permanent that likely shouldn’t be stored permanently © 2010 Brigham Young University–Idaho 6

Records Retention – Schedule Update Current process to update schedules • Identified who thought responsible • Attempted to contact them to confirm • Memo sent explaining what to expect • Person designated for your area also received: • Instructions for completing new schedule • New schedule in Excel format • Copy of original schedule (if available) that needs reviewed and updated © 2010 Brigham Young University–Idaho 7

Records Retention – Schedule Update: Process In the near future, designee can expect: • Contacted by student to schedule appointment for onsite visit to assist: • Review and/or revise schedule • Student will transfer information from old schedule to new schedule & bring with them • Assist with completing actions prescribed by the schedule • Answer basic questions and provide suggestions © 2010 Brigham Young University–Idaho 8

Records Retention – General Questions Who is the expert for each area on what records should be stored and how long they should be retained? Your area should be the expert on records for your area. Financial Services does not have the time or resources to become experts for all of campus. © 2010 Brigham Young University–Idaho 9

Records Retention – General Questions Legal Counsel is a great resource for how long records need to be legally retained. Typically a business decision on how long to retain majority of records. © 2010 Brigham Young University–Idaho 10

Records Retention - Importance Why does my area need a schedule? • Difficult to manage what you don’t know exists • Written guide to use as reference • Uniformity for your area • Position turnover Greatest risk is destroying or losing something that should have legally kept © 2010 Brigham Young University–Idaho 11