SSU complies with the CSU's Records Retention and Disposition policy. The CSU’s retention and disposition schedules offer guidance to campuses in specific areas for each type of record can be found on Schedules. Records should not be kept in excess of the retention schedule unless directed by the CSU Office of General Council or by SSU's Risk Management and Safety Services team.
Records Retention Schedules
The CSU's retention and disposition schedule outlined required retention and disposition dates. Departments and records custodians are recommended to review all retention schedules to ensure complete understanding of records required to be maintained and disposition schedules. Records custodians and department heads are responsible for ensuring this compliance. Questions about record retention can be directed to pra@sonoma.edu.
Requesting Records
Records request can be made in many forms, for many different purposes. To request records from Sonoma State University under the California Public Records Act, please contact pra@sonoma.edu. Subpoenas, summons and complaints may also be submitted, information on those items can be found here. If you are an SSU employee and someone tries to serve a subpoena, direct the individual to Administration and Finance and Academic Affairs Suite 2050 in Salazar Hall to Risk Management.
Department Guidance
Departments at SSU are not recommended to retain records that are included as part of the CSU Retention Schedules. These records are maintained in the appropriate office directed by the CSU standard as listed below.
| Area of Focus | SSU Department Responsible |
|---|---|
| Personnel/Payroll | Human Resources |
| Fiscal | Financial Services |
| Environmental Health and Safety | Environmental Health and Safety |
| Student Records | Various departments |
| Facilities | Facilities Management and Financial Services |
| University Police | Sonoma State Police Department |
| University Advancement | |
| Academic Personnel | Academic Personnel and Human Resources |
| Curriculum & Accreditation | Academic Affairs |
| Research and Sponsored Programs | Office of Research and Sponsored Programs |
| Institutional Records | Various departments |
Best Practices
Maintenance of electronic records can be challenging. Here are some best practices to ensure compliance with the CSU policy.
- Know what records your department is responsible for maintaining and which you are not required to do so. Do not maintain records that belong in another department (such as financial or personnel records).
- Index and categorize records with a system that is easily understandable in a shared resource. On campus, you can use Google Shared drives or the Alpha drive or Beta drive systems for this.
- Securely store records (including appropriate Level 1, 2, and 3 storage, as deemed by the ISO). Use campus alpha or beta drives when appropriate, and Google Shared Drive. Be thoughtful about what is shared in your individual Google Drive to ensure department or university records are properly stored.
- Know disposition dates and review annual to remove records that are beyond retention dates.
- Train department employees on unit-level storage mechanisms, best practices, and what records they are responsible for maintaining.
Questions
For questions about record retention or requesting records at SSU, contact pra@sonoma.edu.