Why did the CSU establish a systemwide standard for records/information retention and disposition?
Universities across the country have long-standing and sophisticated records management programs, including retention/disposition schedules. In fact, several CSU campuses had these programs in place. So, to bring the CSU up-to-date with other academic institutions, a systemwide standard was established.
Additionally, the CSU’s ability to respond appropriately and successfully to information requests, attorney needs, or mandates was hindered by the lack of a systemwide standard.
Finally, a systemwide solution allows information technology staffs at the campuses and at the Chancellor’s Office to quantify and manage electronic storage space.
At Sonoma State University, we comply with the CSU policy.
What is a custodian?
A “custodian” is the campus-designated department head who maintains the official/original copy of the record/information. Retention schedules should specifically identify the campus designated custodian responsible for identified records/information.
How do we determine the “value” of a record?
Records and information may have value in one or more of the following areas:
- Operational: Required by a campus/department to perform its primary function
- Legal: Required to be kept by law or may be needed litigation or a government investigation.
- Fiscal: Related to the financial transactions of the campus, especially those required for audit or tax purposes.
- Historical: Of long-term value to document past events. This may arise from exceptional age and/or connection with some significant historical event or person associated with the CSU.
- Vital: Critical to maintain to ensure operational continuity for the CSU after a disruption or disaster. Vital records or information may fall into any one of the above value categories.
What is the document retention/disposition policy for electronic mail (email)?
Email is NOT, in and of itself, a record series for which a schedule is required. Individual emails may contain content which raises them to the level of official.
Where can I find retention schedules?
Retention schedules are found on the CSU systemwide website, by area of focus.