Ohio Administrative Code › Title 3339 - Miami University › Chapter 3339-16 - University Property › Section 3339-16-10 - Records retention, electronic records, and signatures

Current through all regulations passed and filed through July 1, 2024
(A)
								Records management program
Miami university, in compliance with
				the Ohio Revised Code, has a records management program for the purpose of
				ensuring proper scheduling, storage, and disposal of university
				records.
Records include any information stored
				on a fixed medium prepared or received in the normal course of business (paper,
				image, or digital) that documents the organization, functions, policies,
				decisions, procedures, operations, or other activities of the university. The
				legal retention period for university records applies to any medium - paper,
				image, and digital. Therefore, electronic records have the same retention
				period as would a paper copy. Some e-mail may be classified as a record and
				should be retained according to the legal retention period.
All university records shall be
				maintained in accordance with the university's records retention policy. No
				university records shall be destroyed except in accordance with this policy. It
				is the responsibility of faculty and staff to be knowledgeable about policies
				and procedures that apply to the retention and destruction of university
				records. Questions concerning the retention and disposal of university records
				may be directed to the office of general counsel. The records retention policy
				manual and guidelines are accessible via the web at
http://miamioh.edu/about-miami/leadership/general-counsel
.
(B)
								Records- creation
			 and maintenance
The state of Ohio defines a record as
				"...any document, device, or item, regardless of physical form or
				characteristic, including an electronic record as defined in section
				1306.01 of the Revised Code,
				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 office."
Miami university records include but
				are not limited to:
(1)
									Financial records such as requisitions, purchase
			 orders, invoices, bank data, and ledgers or journals
(2)
									Administrative
			 records such as correspondence, reports, policy statements and related items
			 sent and received
(3)
									Minutes of university boards and
			 committees
(4)
									Personnel records of faculty and staff
(5)
									Student education
			 records-including admission and employment record
(6)
									Publications and
			 other items issued by the university
(7)
									Sound recordings,
			 video recordings or photographs of university faculty, staff, groups or
			 events
As a public institution, many of Miami
				university records are available to the public upon request under Ohio's Public
				Records Act (see
										
										section
				149.43 of the Revised code and
				the Public Record Policy- hotlink). Most student education records are
				protected by the Family Educational Rights and Privacy Act-FERPA (see
				34
				C.F.R. 99.1 )
Consistent with efficient and
				economical business practices, the university office responsible for creating,
				maintaining, preserving, keeping or filing a university record shall determine,
				the medium (e.g. paper or electronic) in which the university record is to be
				created, maintained . preserved, kept or filed.