Ohio Administrative Code › Title 3349 - Northeast Ohio Medical University › Chapter 3349-3 - Faculty Rules › Section 3349-3-175 - Records management

Current through all regulations passed and filed through July 1, 2024
(A)
Purpose
The purpose of this rule is to
				establish economical and efficient methods related to the creation,
				utilization, maintenance, retention, preservation, and disposition of records
				and to document the methods necessary to comply with the northeast Ohio medical
				university (NEOMED) records retention schedule.
(B)
Scope
This rule applies to all individuals
				involved in creating, receiving, accessing, using, or maintaining
				records.
(C)
Definitions
(1)
									"Departmental
			 archive" refers to the physical and/or digital space designated by each
			 university department and office for the appropriate preservation of permanent
			 records.
(2)
									"Departmental records manager" refers to the university
			 employee from each department or office of record origin designated to assist
			 with the university's compliance with regulatory records management
			 requirements and facilitates the appropriate retention and disposition of
			 records.
(3)
									"Disposal method" refers to the appropriate means of
			 destruction based upon the university data within a record and the medium (i.e.
			 Electronic, paper) in which it exists. These disposal methods include, but are
			 not limited to, shredding, recycling, electronic deletion or destruction,
			 wastebasket disposal, and transfer to the respective departmental
			 archive.
(4)
									"Disposition" refers to what is finally done with a
			 record, whether it be ultimate destruction or transfer.
(5)
									"Document
			 imaging" refers to the conversion of paper-based records to digital, imaged
			 electronic records.
(6)
									"Electronic record" refers to any record created,
			 generated, sent, communicated, received or stored by electronic means. (e.g.,
			 electronic mail ("email"), databases, document images, word processing
			 documents and spreadsheets and material secured through blockchain
			 technology).
(7)
									"Legal or litigation hold" refers to a restriction on a
			 record that exists as a result of current or anticipated litigation, audit,
			 government investigation, or other such matter that suspends the normal
			 disposition or processing of records.
(8)
									"Records
			 retention schedule" refers to an institutional resource that provides guidance
			 to the university community on the appropriate retention and disposition of
			 records.
(9)
									"Non-record" refers to any document, device, or item,
			 regardless of physical form or characteristic, including an electronic record
			 that does not meet the "record" definition (e.g., personal notes to assist in
			 recalling events, copies of records, or library materials kept for
			 reference).
(10)
									"Permanent record" or "archival record," refers to a
			 record that is retained permanently by the university within a departmental
			 archive for its significant administrative, legal, fiscal or historical
			 value.
(11)
									"Public record" refers to records that are subject to
			 release under the Ohio public records law.
(12)
									"Record" refers
			 to any document, device, or item, regardless of physical form or
			 characteristic, including an electronic record, that is created, received by,
			 or comes under the purview of the university, which serves to document the
			 organization, its functions, policies, decisions, procedures, operations or
			 other activities of the university (e.g., financial records such as
			 requisitions, purchase orders, and invoices; administrative records such as
			 annual reports, university bylaws, and policies; and publications and other
			 items issued by the university.
(13)
									"Record
			 category" refers to a group of record series having common characteristics and
			 retention periods and is listed within the NEOMED records retention
			 schedule.
(14)
									"Record series" refers to a group of related records
			 evaluated as a group for retention and disposition purposes.
(15)
									"Retention
			 period" refers to the minimum period that records should be kept in a certain
			 location or format based on its administrative, legal, fiscal, or historical
			 value.
(16)
									"Transient record" or "transitory record" refers to a
			 record which is not of long-term value and is not needed to preserve the
			 actions of the university, but exist for short-term usage and/or convenience.
			 (e.g., drafts that are not superseded or updated by other records; phone slips
			 or voicemail; and meeting notices).
(17)
									"University
			 data" as used and defined within rule
			 3349-9-15 of
			 the Administrative Code.