Records Management

Retention Schedule

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Records management is the systematic control of records throughout the record’s creation, use, storage and final disposition to being permanently archived or destroyed.

What are Records?

Records are evidence of the university's activities and transactions, such as contracts, correspondence, paystubs, board minutes, and student grades.

Records can be found in many formats:

If there is a lawsuit, all of these records--including copies individuals may have kept in a file cabinet at home or personal computer--could be used in defense of or against the university.

Why is records management important?

Records are assets to the university and are the means by which we reach our mission goals.  Records management identifies the records ISU uses to conduct its operations, who should retain the official copy of the record and when records can be safely disposed of.  This negates the need to indefinitely store every record "just in case" and allows for increased response times in retrieving the records the university needs to do its business.

Additionally, the university has a duty to all interested persons from the student, the Indiana General Assembly and the private citizen to manage our records effectively to reduce costs and maintain transparency.  Effective records management ensures that the necessary records are retrievable and unnecessary records are responsibly disposed of.

Who is responsible for records management?

Everyone.  All staff and faculty have a responsibility to the university by creating, using, retrieving, and disposing records in accordance with university policies and procedures. 

Adapted from ARMA International.  "What Is Records Management?  Why Do I Care?" 2009