Cleveland State University
Records Retention Manual

In compliance with the Ohio Revised Code, Section 149.33, Cleveland State University, by the authority of its Board of Trustees, has established a records retention program to ensure the proper scheduling, storage and disposal of University records. The program is under the jurisdiction of the Office of Legal Affairs and is based on Records Retention for Public Colleges and Universities in Ohio: A Manual, developed by the Inter-University Council of Ohio, Ohio Technical and Community College Association and Information Requirements Clearinghouse.

I. What is a records retention program?

A records retention program determines the period for retaining records and controls the ultimate disposition of records at the appropriate time.

II. Why a records retention program?

A - The Ohio Revised Code makes each State University responsible for creating and administering its own records program (O.R.C. § 149.33.)

B - The University is prohibited from removing, destroying, mutilating, transferring, or otherwise damaging or disposing of, in whole or in part, any records except in accordance with a records program established by the University (O.R.C. § 49.351.)

C - To properly manage non-current records in a uniform and consistent manner campus-wide.

D - To provide for legal disposal of non-current records through proper documentation and approval.

III. How will a records retention program benefit us?

A - Cost Savings

1 - Space savings result from freeing valuable office space from the storage of records that can either be destroyed or transferred to the archives.

2 - Staff savings result from relieving staff of the time-consuming task of managing valueless records.

3 - Equipment savings result from freeing up office storage equipment by removing records that can be destroyed or transferred to the archives.

B - Improve access to valuable information. Regularly disposing of unnecessary records makes it quicker and easier to retrieve current information.

C - Consistency of records destruction - the program provides for the systematic destruction of records in accord with University policy and ensures that records are not prematurely destroyed.

D - Eliminate unnecessary duplication of records.

E - Legal compliance - the program will ensure that the University complies with the existing laws and regulations governing the maintenance of University's records.

F - Protection during litigation, government investigation or audit - the program ensures that designated records exist and that other designated records do not exist.

G - Create an awareness of documents with permanent archival value.

IV. Who is involved?

A - All departments that create and/or maintain records. A record is, any document, device, or item, regardless of physical form or characteristics, 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, function, policies, decisions, procedures, operations, or other activities of the office.

V. What must we do?

A - Provide cooperation, consistency and patience.

B - Designate one person from each department to be responsible for record management functions and working with the Records Retention Manager.

1 - Doing record inventories for your department.

2 - Annually reviewing inventories and submitting appropriate updates to the Records Retention Manager.

3 - Completing and submitting certificates of records destruction.

VI. What is the function of the Records Retention Manager?

A - Implementation, coordination and maintenance of the records retention program University-wide.

B - Work with departmental designees:

1 - Training on record retention procedures.

2 - Inventorying existing records.

3 - Monitoring inventories.

4 - Identification and approval of appropriate retention schedules.

5 - Proper disposal of records either through retention, destruction or transfer to archives.

6 - Approval and maintenance of certificates of disposal.

C - Development, updating and maintenance of the University's Records Retention Manual.

D - Distribution of updates to departments of information concerning records retention management.

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