BYU-Idaho/Web-Content huggingface dataset:
Campus Retention Schedule | Record Retention | BYU-Idaho

# Campus Retention Schedule

## About the Campus Retention Schedule

The CRS contains common departmental functions to help offices identify recordkeeping requirements. That is, records are grouped by their purpose rather than under a department or office. This allows for multiple offices to gather the information they need from one source, and to standardize disposition actions across campus. Regardless of where the records are or who maintains them, records containing the same kind of information and retention periods fall into the same category. Understanding that your department's records are spread throughout the schedule by function will help you in understanding how to navigate the CRS. See below for instructions on How to Use the CRS.

The CRS is subject to change and revision as recordkeeping practices change, record categories are revised, and offices that manage records are reorganized. To create your own retention schedule, contact the Special Collections office.

## Common Departmental Functions

The University's responsibilities are organized into eight aggregate groupings, each known as a function, in which a typical office will engage. Within each function are several record groupings or categories. Locate the function that most closely resembles the operation from which a record resulted, then select the grouping that the record fits within. That record category will inform you of how long you need to keep the record and how you should dispose of the record. Use those categories that apply to your office.

Administrative

This function pertains to an office's administrative matters. 
 
Administrative Matters

Financial

This function pertains to a department's financial activities. 
 
Financial Activities

Human Resources

This function pertains to matters associated with personnel, including employment, benefits, education and training, health and safety, and related activities over which an office has primary control. 
 
See Human Resources

Instruction & Curriculum

This function pertains to departmental duties over curriculum, education, training, and instruction. 
 
More About Instruction & Curriculum

Legal & Regulatory

This function pertains to all legal and regulatory matters of the office. 
 
Legal & Regulatory Matters

Property/Equipment

This function pertains to an office's activities related to property, equipment, and facilities. 
 
More About Property and Equipment

Relations Management

This function pertains to the public and internal relations of University offices, including alumni relations. 
 
See Relations Management

Students

This function pertains to activities of the University's students, including student records, honor, and services. 
 
More about Students
How to Use the CRS | Records Retention | BYU-Idaho

# How to Use the CRS

The CRS is organized into eight main functions. Each function is an aggregate grouping of common activities within which an office might engage. The eight functions are high-level key words to describe an office's overall responsibilities.

Use the CRS to help you organize and file your records. Follow the categories in your grouping of records in physical files and in electronic systems. Keeping records in the categories listed will help you in retaining records and in disposition of records. The records categories listed in the schedule are generalized so as to help multiple campus departments; not every office will hold some of the records listed. Only use the categories that are applicable to your office.

Within each function are several record categories (also referred to as series) grouped together based on similarity in type and use and by retention period. Each record category has a brief description of the type of records that fall into the category and several examples of those records. Categories also include a description of when retention begins, how long that records should be kept in office once retention begins, and a final disposition. If you cannot find your record in a category, please contact the records manager. Do not feel you need to include every category as you review your records; instead, use only the categories that apply to your office's recordkeeping duties.

For example:

## Record Category (Series)

Description of the category along with examples of common record types that fall within this category.

Specific retention instructions or notes.

Event for when retention begins

Number of years/months to retain records after the event/preferred retention period

Disposal action through destruction or transfer

If I have a department's meeting minutes and I consider them routine and not important, I would identify that record as something that would fall under the function of Administrative, I would then scroll through the records categories to locate the category wherein the minutes fit. In this case it would fall into the category: Administrative Support, Routine.

## Administrative Support, Routine

Records of routine work performed by University offices. Records may include announcements, calendars, schedules, communication logs, mailing lists, memorandum, and pending action files, routine minutes, and other series of records that support routine operations within the University system.

End of Calendar Year

3 years

Destroy

I might group the minutes with other routine operations that fit the description, then at the end of the calendar year I would consider all those records as in the retention period of three years. Once three years are up, I would then securely shred the records associated with routine administrative support. Electronic as well as hard copy records should follow this retention schedule and be destroyed accordingly.
Departmental Functions | Records Retention | BYU-Idaho

# Departmental Functions

Administrative

This function pertains to an office's administrative matters. 
 
Administrative Matters

Financial

This function pertains to a department's financial activities. 
 
Financial Activities

Human Resources

This function pertains to matters associated with personnel, including employment, benefits, education and training, health and safety, and related activities over which an office has primary control. 
 
See Human Resources

Instruction & Curriculum

This function pertains to departmental duties over curriculum, education, training, and instruction. 
 
Learn More About Instructions & Curriculum

Legal & Regulatory

This function pertains to all legal and regulatory matters of the office. 
 
Visit the Legal & Regulatory Site

Property / Equipment

This function pertains to an office's activities related to property, equipment, and facilities. 
 
Learn About Property and Equipment

Relations Management

This function pertains to the public and internal relations of University offices, including alumni relations. 
 
Learn About Relations Management

Students

This function pertains to activities of the University's students, including student records, honor, and services. 
 
See Student Activities
Property and Equipment | Records Retention | BYU-Idaho

# Property and Equipment

This function pertains to an office's activities related to property, equipment, and facilities.

Records associated with the design, engineering and construction of physical facilities and special projects. Records may include blueprints, drawings, consultants reports, engineering tests, and engineering standards; appropriations, building permits, certificated, change order requests, contractor bids, studies, cost breakdowns, inspections, permits, progress reports, schematics, and soil test results. 
 
Record Copy held with Campus Planning & Construction office. Permanently retain the record copy of floor plans, layouts, sketches, and specifications to Special Collections; destroy remaining records. 
 
Inactive 
 
6 years 
 
Destroy (see above)

Records associated with the inventory of materials produced by or purchased by the University. Records may include depreciation schedules, inventory logs and lists, inventory controls, inventory records, problem logs, stock cards, and surplus disposal records. 
 
End of Calendar Year 
 
3 years 
 
Destroy

Records associated with leasing university-owned properties. 
 
Inactive 
 
7 years 
 
Destroy

Records associated with the operation and maintenance of University-owned facilities and equipment. Records may include installation records, preventative and corrective maintenance histories, system tests, log files (mileage, repair, and usage), equipment replacement records, abatements, warranties, work orders, Capital Equipment List. 
 
Record copy held with the Facilities Management office. 
 
Inactive 
 
3 years 
 
Destroy

Records associated with the evaluation, purchase, ownership, and sale of real estate. Records may include appraisals, appropriations, approvals, closing documents, property documentation, site evaluations and environmental reports, and title documents.Record Copy held with Campus Planning & Construction office.Inactive10 yearsPermanent Holdings
Directions and Instructions | Records Retention | BYU-Idaho

# Directions and Instructions

## About Records Management at BYU-Idaho

Records management is the systematic and administrative control of records, regardless of media, throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition. Good record keeping helps to keep records reliable, secure, and trustworthy.

The benefits of good record keeping include:

- Legal compliance and safety of vital organizational records.
- Improved staff productivity with higher quality of service and faster retrieval of documents.
- Reduced storage costs through elimination of unnecessary and duplicate documents and an efficient, cost-effective retention and disposal system.
- Permanent, historical records are easier to identify and preserve.

See the official Records Management Policy to understand important roles and responsibilities regarding record keeping.

Your management of records begins by following the Campus Retention Schedule(CRS) that is designed to help department offices effectively organize, retain, and dispose of records. The CRS describes important documents considered records and specifies how long they need to be retained for legal or administrative reasons. As with most organizations, BYU-Idaho creates numerous records and maintaining all of them can be cumbersome; the schedule specifies which items are important so unimportant items can be routinely discarded.

Not every document or item created at BYU-Idaho is a record. Such items may help in administering certain tasks, but they can typically be routinely discarded. A record at BYU-Idaho is any information or data in a fixed medium of a legal or official nature that may be used as evidence of the University's business transactions, activities, organization, or history that is created, received, recorded, or legally filed in the course of fulfilling the University's mission.
Filing and Storage | Records Retention | BYU-Idaho

# Filing and Storage

## Filing Strategies & Suggestions

Managing your files with the goal of quick access to information is essential to good records management. Good filing offers higher productivity and faster filing and retrieval along with increased staff efficiency and productivity. Lower costs come from fewer purchases of supplies, less time spent locating files, reduced space costs, and less of a likelihood of litigation losses.

Records can be filed alphabetically, chronologically, numerically, geographically, or by subject. The Campus Retention Schedule (CRS) is a filing scheme that incorporates filing by subject or category. Filing in this way offers several advantages, among them the ability to more easily monitor retention periods and disposition actions. This method of filing can be used for electronic as well as paper records.

Within an office, your records can be filed into the functions listed in the CRS. They can then be subdivided into the records categories or series based on the categories listed in the schedule.

For example, for the official copy of meeting minutes, create an aggregate grouping for administrative materials, then subdivide the minutes into folders based on a given criteria (date in this case).

Electronic records can follow these same guidelines, using folders and subfolders as necessary. With electronic records, however, more can be accomplished with standard metadata, which makes searching and discovering records easier.
Common Message Disposition | Records Retention | BYU-Idaho

# Common Message Disposition

## Email Disposition

Email messages that do not require retention or are only kept as long as needed by the user, but can be deleted at any time, include:

- Personal materials
- Duplicates
- Unsolicited notices or invitations
- Preliminary drafts
- Materials maintained by other offices or individuals (see the email decision chart)
- Requests for information

Determining the function or purpose of the message can help you identify its final disposition action:

## What is the function of the email and what is the usual disposition?

Informational & Reference (transitory)

****-Most often Delete**** 
 
Examples: 

- Working papers
- Notes to co-worker
- General announcements

Temporary/Routine

****-File according to CRS, often Delete**** 
 
Examples: 

- Routine correspondence

Executive/Role based

****-File according to CRS, often Permanent Holdings**** 
 
Examples: 

- Executive-level correspondence
Record Retention Email Decision | Records Retention | BYU-Idaho

# Record Retention Email Decision

## Is an Email a Valuable Record or Not?

Retain email messages with lasting value that are:

- Critical to the university's mission
- Show major decisions affecting your department
- Required for legal, fiscal, tax, or auditing purposes

Use the following steps to determine if an email should be kept or not.

## Step 1. Official BYU-Idaho Business Communication

Is the message official BYU-Idaho business or does it doucment a business process?

Yes

Go to Step 2.

No

Delete the email.

## Step 2: Is the Email of Lasting Value?

Does BYU-Idaho need a record of the email as an official copy because it has lasting value for the university or department?

Yes

Go to Step 3.

No

Go to Step 5.

## Step 3: Should You Keep the Email?

Consider if the email should still be kept. Consider if you are the sender or creator of the email, the only main recipient, or the primary custodian of the information.

Yes

Go to Step 4.

No

Go to Step 5.

## Step 4: File According to Retention Procedures

If you need to keep the email, file it according to the retention period in the CRS.

Step 1. Determine Retention Period

Has the record met its retention period?

Step 2. Send to Permanent Holdings

If the email is still in its retention period, follow procedures in the CRS to send the email to Permanent Holdings in in office or in Special Collections.

Process 3. Dispose of the Email

If the email has met its retention period and needs to be disposed of, follow disposal procedures in the CRS.

## Step 5: Is the Message Still Useful?

Determine if the email's contents are still useful to the university or your department.

Yes

Review the email to determine how best to manage and file it for future use.

No

If the email's contents are no longer useful to your organization but need to be kept for future reference, follow CRS procedures to send the email to Permanent Holdings in office or Special Collections.

No

If the email is not longer useful to your organization and does not need to be kept for future reference, delete it.
Vital Records | Records Retention | BYU-Idaho

# Vital Records

Contain information essential to the operation of the University. They allow for the University to recreate its legal and financial position and resume business more readily in the event of a disaster.

Vital records should not be confused with other records of great importance. While many important records would require much effort to reconstruct if lost, or if they have intrinsic historical value, they should not be considered vital. Additionally, a vital record may not need to be retained permanently. Records that are determined vital are a small portion of the total volume of records; some offices may not have vital records.

****Ask these questions when determining whether records are vital:**** 

- What records are absolutely necessary to resume operations?
- What records are necessary to protect assets and the legal and financial status of the University?
- What records are necessary to protect the University against risk?
- What records are necessary to preserve the rights and obligations of employees and students?
- Are other sources available, either inside or outside the University, from which the information can be retrieved?

****Some common record types (and their related**** Function in the CRS****) that tend to contain vital records include:**** 

- Financial records (Financial)
- Employee records (Human Resources)
- Student academic records, particularly transcripts (Students)
- Insurance policy information (Legal & Regulatory)
- Ownership records (Property/Equipment)
- Major contracts and agreements (Legal & Regulatory)
- Corporate records (Administrative)
- Negotiable instruments (Financial)

Vital records are subject to periodic review and update. Use the Campus Retention Schedule to see records categories that may contain vital records. If you have records that fit within that category, evaluate them to see if they are vital. If so, mark on your schedule as such and ensure effective management of those records with appropriate backups as needed. Each office with vital records must be concerned with the protection of such records.
Disposition | Records Retention | BYU-Idaho

# Disposition

Disposition is the final transfer of non-current records to their final resting place, either through destruction or transfer to Special Collections. Disposal refers to any action to remove a record from its retention state. University employees have a responsibility for the management, including appropriate disposition, of records they create as part of their job duties.

Destruction

Disposal through destruction includes secure shredding and recycling, which is done on campus or through campus channels. Special Collections cannot store materials awaiting destruction, but can assist in determining destruction needs. Destruction must be accompanied by a Records Destruction Form reviewed and signed by Records Management personnel. 
 
Note. If a litigation is pending or in progress, records disposition must stop and records will need to be retained beyond the listed retention periods. The Records Manager/Special Collections Librarian must be notified of any litigation that would require retention of records beyond normal disposition.

Transfer

Disposal through transfer of permanent, historical records to Special Collections is completed after determining records meet the criteria established in the Campus Retention Schedule and approved policies, and after review by a Special Collections Librarian. 
 
Review the CRS prior to disposal of any records. Once disposal is determined, contact the office of Special Collections and Records Management for final review.

Shredding

December 15, 2022 11:03 AM

Learn More

Destruction Steps

December 15, 2022 11:08 AM

The following steps will help you properly discard records (follow these procedures for destroying records on a routine basis)

Learn More

Transferring Records

December 15, 2022 11:14 AM

Learn More
Shredding | Records Retention | BYU-Idaho

# Shredding

## About Shredding

Review the CRS before destroying any records. Record destruction should be a routine business practice following guidance from the CRS and the Office of Special Collections and Records Management. Records should be destroyed only after the documents have been retained as listed in the CRS, upon completing a Records Destruction Form signed by Records Management personnel and gathering the necessary approvals. Records marked as "destroy" in the CRS that include confidential information can be destroyed using the secure shredding gray bins on campus. Only shred those items that contain confidential information. See these steps for guidance in properly destroying records.

For additional information about shredding, contact the University Operations Business Service Center at EXT 2500.

Secure Shredding

Records containing private or confidential information (personal identifiers, credit card numbers, social security numbers, student academic information, financial information) must be securely shredded. An office may elect to shred materials that have passed their retention state or have the records picked up. If a large volume of records require secure destruction, Facilities Management personnel can pick up the materials to be shredded or provide locked bins for the purpose of secure shredding. 
 
Secure shredding is provided by Western Records Destruction, a NAID certified destruction company that specializes in the destruction of confidential records. The secure bins are picked up to be destroyed every other week. When depositing records in secure bins, you do not need to remove paper clips, staples, etc. Do remove larger metal fasteners like binder clips and metal binders. 
 
****CONTACT**** 
For secure shredding and additional information, contact the Facilities Management Service Center at EXT 2500. Contact the Service Center to create a work order for pick-up or drop-off of shred bins.

Electronic Records

Electronic records should follow these guidelines generally. Electronic records are considered destroyed when a definitive obliteration beyond any possible reconstitution is performed. This may include physical means or electronic means: 

- Magnetic Media: Reformatting, degaussing (subjecting the item to a strong magnetic field), or pulverizing
- Optical media: cutting, crushing, or other physical means of destruction. Rewritable media should be reformatted.

## What should be shredded and what should be recycled?

| | |
| --- | --- |
| ****Shred records with the confidential information (if in doubt, shred it):**** | ****Recycle records with non-confidential information:**** |
| Records with I-numbers, Social Security numbers, etc. | White paper (blank, written, printed, etc.) |
| Personnel records | White paper (crumpled as well as flat) |
| Confidential letters and memos | Colored paper |
| Medical Information | Newspapers |
| Test/exam materials | Magazines |
| Financial information: bank/credit card statements, payroll information, tax information, etc. | Paper airplanes |