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Chapter 5 University Records Retention and Disposition Schedule — Common Series
The University Records Retention and Disposition Schedule — Common Series represents 94 of the most frequently used dispositions in the full records schedule of 426 records series dispositions. The full records schedule was approved as Oregon Administrative Rule 166-475 for use by the entire Oregon University system. It replaces the Oregon State University Records Retention and Disposition Schedule approved on March 31, 1993 and any additions made to that schedule between March 31, 1993 and November 1, 1999. The new schedule was updated Februry 14, 2003 and is effective until February 14, 2007.
The full schedule is available via the University Archives Website. Paper copies of the full schedule are also available from the University Archives (Archives@oregonstate.edu; (541) 737-2165).
Understanding and Applying the University Records Schedule
Prescriptive Schedule
The OSU records retention schedule describes records that are found on the OSU campus and is prescriptive in that it tells how long records must be kept before they can be destroyed. It does not prescribe how offices or departments should or must keep their records.
Minimum - Maximum Rule
The retention periods listed in the University Records Retention and Disposition Schedule are both "minimum" and "maximum" retention periods as established in state administrative rules. Minimum and maximum retention periods mean that a record series must be kept as long as the retention period listed in the schedule, but no longer. It must be kept for the length of the retention period and then promptly disposed of as directed by the schedule.
Exceptions to the Minimum - Maximum Rule
There are exceptions to the minimum-maximum retention period rule. Records may be kept for a period of time exceeding the established retention period if they are involved in litigation, criminal or civil investigation, audit, or continuing administrative use. Under no circumstances, however, is a record to be kept for a shorter time period than the schedule requires.
Format
Understanding the components of the schedule is essential to its quick and easy use. The following is a sample of a typical records disposition followed by descriptions of each of the components.
Sample
- A
- (10) Awards Records
- B
- [OAR 166-475-0010(10)]
- C
- This series documents the process of selecting institutional faculty, staff, students and alumni to receive awards, fellowships, and scholarships based on merit or achievement. The series may include but is not limited to: applications; nomination letters; eligibility terms and selection criteria; recommendations; transcripts; letters of award notification or denial; letters accepting or declining awards; summary lists of winners; biographies; demonstration of need documentation; press releases; award history and information on funding sources; and related documentation and correspondence.
- D
- Record Copy: Administering units
- E
- Retention: Permanent for eligibility terms and selection criteria, award history and information on funding sources, award notifications, summary lists of winners, biographies of winners, and press releases; 1 year for all other records
- F
- Transfer the record copy of all permanent records to the University Archives after 3 years.
- G
- Other copies: Receiving units
- H
- Retention: 1 year
- I
- NOTE: Some duplicate fiscal records may be found in the OSU Foundation Office and Business Affairs. CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
Components
- A
- Title of the record series and number within the section of the Administrative Rule.
- B
- Administrative Rule number.
- C
- The series description generally consists of two components: a use or purpose statement and a content statement.
- D
- Indicates the holder of the official or record copy.
- E
- Designates the period of time that the record copy must be retained.
- F
- Disposition statement for permanent records (where applicable).
- G
- Indicates the university office(s) or department(s) that may have other copies of the records series.
- H
- Designates the period of time that the other copy(ies) of a record series must be retained.
- I
- The Comments Box may contain notes or additional information about the record series relating to the retention period, the confidential information content and destruction of the record, or related records series.
