Records Management
Xavier University Records Management Policy provides guidance on the management, retention, and disposition of university records, and requires university records be managed in a systematic and logical manner.
As a first step towards compliance for your department/office/unit, please review the Record Management Policy and its appendices – Appendix A, Records Retention Schedule and Appendix B, Records Destruction Form.
Records Destruction
In order to destroy records, the Responsible Office shall fill out and maintain the Records Destruction form in accordance with the policy. The Records Category, Records Series, and Records Description can all be located within the Records Retention Schedule. Ensure that destruction is consistent with this Policy and the Information Classification Policy.
Training
The Office of General Counsel and the University Archivist will offer live and zoom trainings annually and as requested by specific departments. The training will cover the following:
- How to determine if a document is a “record.”
- Locate the Records Retention Schedule and explain how to use it.
- How to dispose of records after the retention period has been met.
- Know when and how to send records to the University Archivist.
- Understand when email is a university record.
- Know where to find more information and who to contact with more questions.
Records Retention FAQs
Maintain the record for the longest retention period listed.
It could be that the record falls under a different category in the Schedule than where you are looking. Consider if there are other applicable categories. You may consider a “clt+f” word search within the Schedule.
If you still cannot locate your series, it might not be in the current Schedule. Contact the Office of the General Counsel. You can email Associate General Counsel, Katherine Miefert at miefertk@xavier.edu or call at 513-745-3491 to discuss your records and whether an addition needs to be made to the Schedule.
If the final disposition of the records is “destroy,” you may appropriately dispose of the paper copies immediately after successfully scanning your records. You must keep the electronic copies for the retention period listed in the Schedule. If the final disposition of your records is “Transfer to Archives,” you must contact the University Archivist (ryckbosta@xavier.edu) before disposing of the original, paper copies.
When scanning materials for your office, consider the following:
- Hardware/software being utilized for imaging
- Scanning resolution, file formats, and file naming conventions
- Indexing method for retrieval and ultimate destruction
- >Quality control process
- Back-up and data recovery plans
- Redaction process for private information
- How the paper records will be destroyed in a manner that maintains confidentiality
The Records Management Policy and accompanying Records Retention Schedule only address Xavier University Records. As such, Xavier is the intellectual property owner of the records. If you have a specific question about intellectual property ownership of faculty, staff, or students, you can call the Office of General Counsel.
The management of records within university enterprise systems will require a coordinated effort between the responsible office and University IT. The University is aware of these complex records management issues and will create a concerted effort to address records management within these systems in the future.
Copies of materials downloaded from the University enterprise systems are considered convenience copies and may be destroyed once their administrative value ends.
Yes, the PowerPoint is a University Record because it documents the business of the University.
Yes, individuals are responsible for managing the records they create or manage in a manner that is consistent with the Records Management Policy.
If you are unsure, contact Associate General Counsel, Katherine Miefert.
Extraordinary circumstances may warrant alterations in the disposition schedule. If you believe your records (including drafts) warrant review for permanent archival retention, contact the University Archivist (Anne Ryckbost, ryckbosta@xavier.edu).
Record Retention Questions Policy or Destruction Questions: Call or email Associate General Counsel, Katherine Miefert at 513-745-3491 or miefertk@xavier.edu.
University Archives Questions: Email University Archivist and Special Collections Librarian, Anne Ryckbost at ryckbosta@xavier.edu.
Questions?
For general questions related to the Policy, the Retention Schedule, or the destruction of documents, please feel free to call the Office of General Counsel at 513-745-3908.
For questions related to University Archives and records transfer, please visit the University Archive’s website or you may contact the University Archivist, Anne Ryckbost at ryckbosta@xavier.edu.