Ohio Administrative Code › Title 3344 - Cleveland State University › Chapter 3344-8 - Administrative data policy on Electronic Signatures › Section 3344-8-03 - Records management and retention

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose
The purpose of this rule is to comply
				with Ohio public records laws which require Cleveland state university to
				provide for the efficient and economical creation, utilization, maintenance,
				retention, preservation, and disposition of records consistent with the
				university's legal obligations. This rule also requires the preservation of
				historical permanent institutional records by the university
				archives.
(B)
								Definitions
(1)
									"Active record" means any records that relate to
			 current business matters and are required to carry out the daily activities of
			 the department.
(2)
									"Disposal" means the removal of records from a
			 department or office. It does not necessarily refer refer to record
			 destruction, but rather the various processes of records retention, whether
			 offsite storage, conversion, or destruction.
(3)
									"Electronic
			 record" means any record that is created, generated, communicated, received,
			 maintained or stored on any electronic media owned by the university or
			 controlled by the university or a university employee. Examples include, but
			 are not limited to: e-mail, word processing documents and spreadsheets, and
			 databases.
(4)
									"Inactive record" means records that are no longer
			 needed for the daily activities of an office but still have an ongoing
			 value.
(5)
									"Non-record materials" are documents, devices or items
			 in the university's custody that do not meet the definition of records because
			 they are not needed to document the organization, functions, policies,
			 decisions, procedures, operations, or other activities of the university.
			 Examples include personal notes, duplicates of existing records, stocks of
			 publications, and library or museum materials intended solely for reference or
			 exhibition.
(6)
									"Permanent Record" means a record that has continued
			 historical or other value to warrant retention beyond the time they are needed
			 for administrative, legal or fiscal purposes.
(7)
									"Public records"
			 are records kept by the university, unless exempted from the definition of
			 "public record" under division (A)(1) of section
			 149.43 of the Revised
			 Code.
(8)
									"Records" includes any document, device, or item,
			 regardless of physical form or characteristic, including an electronic record,
			 created or received by or coming under the jurisdiction of any public office of
			 the state or its political subdivisions, which serves to document the
			 organization, functions, policies, decisions, procedures, operations, or other
			 activities of the university. Personal records of employees, and records of
			 third parties that are in the custody of the university but do not serve to
			 document the organization, functions, policies, decisions, procedures,
			 operations, or other activities of the university are not
			 records.
(9)
									"Records custodian" or "custodian" means the employee
			 responsible for an identified record or category of records.
(10)
									"Records
			 retention schedule" means a listing of various types of routine, administrative
			 records common to university offices.
(11)
									"Transitory
			 records" are records which are needed for a limited time to complete a routine
			 action, are used in the preparation of final records, or are kept as
			 information or convenience copies by offices or individuals who do not have
			 primary responsibility for them. Examples include drafts of documents, phone
			 messages, and emails related to scheduling meetings.
(12)
									"Unit leader"
			 means a department chair, office director, or other administrator that directs
			 the regular functions of a unit.