Ohio Administrative Code › Title 3361:10 - University of Cincinnati › Chapter 3361:10-43 - Records › Section 3361:10-43-10 - Records: records creation and retention requirements

Current through all regulations passed and filed through July 1, 2024
(A) The university
			 of Cincinnati has adopted this rule for establishing and administering its
			 records program in order to apply efficient and economical management methods
			 to the creation, utilization, maintenance, retention, preservation, and
			 disposition of its records. The program shall be administered by the archives
			 and rare books department of the university libraries ("university archives"),
			 which shall have authority to develop administrative procedures and guidelines
			 to implement this rule.
(B)
			 "Records" includes any document, device, or item, regardless of physical form
			 or characteristic, including electronic records as
			 defined in section 1306.01 of the Revised
			 Code, that is created or received by or comes under the jurisdiction of
			 the university and which serves to document the organization, functions,
			 policies, decisions, procedures, operations, or other activities of the
			 university.
(C) "Non-record
			 materials" are documents, devices, or items in the university's custody that do
			 not meet the above definition because they are not needed to document the
			 organization, functions, policies, decisions, procedures, operations, or other
			 activities of the university. Examples include rough notes and drafts which do
			 not contain any information that needs to be preserved, or which merely
			 duplicate information that is being preserved in other documents that are
			 records; extra copies of documents kept only for reference; stocks of
			 publications and processed documents; and library or museum materials intended
			 solely for reference or exhibition. Paragraph (E) of this rule does not apply
			 to non-record materials, which may be retained or discarded in the discretion
			 of the employees who create or receive them.
(D) University employees shall make such
			 records as are necessary for the adequate and proper documentation of the
			 organization, functions, policies, decisions, procedures, and essential
			 transactions of the university and for the protection of the legal and
			 financial rights of the state and persons directly affected by the university's
			 activities. The creation of unnecessary and duplicative records should be
			 avoided.
(E) University records
			 shall be retained for such period as is required by retention schedules
			 established by the university archives, and may be disposed of only in
			 accordance with disposition instructions issued by the university archives.
			 Removal, destruction, mutilation, alteration, transfer, or other disposition of
			 university records except as authorized by this rule is prohibited and may
			 result in disciplinary action.
(F)
			 Each vice president or other officer having custody of university records shall
			 appoint one or more persons to administer the records in his or her custody in
			 accordance with the requirements of this rule. Each person so appointed shall
			 cooperate with the university archives in preparing an inventory of such
			 records and shall be responsible for complying with the administrative
			 procedures and guidelines that are established to implement this
			 rule.
(G) The general counsel of
			 the university shall have authority to promulgate a university policy governing
			 the requests for public records under section
			 149.43 of the Revised
			 Code.