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Information documented on University records is a valuable asset. As such, the safeguarding of University records is just as important as safeguarding property and equipment. As a public institution, most University records are open to public scrutiny as prescribed by the State of Utah's Government Records Access and Management Act (GRAMA). (http://le.utah.gov/~code/TITLE63G/63G02.htm)
Therefore, record retention helps ensure information is available. Records produced or received by any agency or employee of the University in the transaction of university business become University property. No university records shall be discarded or destroyed except upon the prior approval of the Archivist pursuant to the finding and recommendation by the administrative unit involved that such records have no further administrative value. University Archives policy: (http://www.regulations.utah.edu/general/1-009.html)
Q: Are electronic documents, e.g., data files, e-mail, departmental web pages, covered by the General Rules policy noted above?
A: Yes. Please contact the campus Archivist to help develop a records management policy for your paper and electronic files.
Q: I have files, letters, vouchers, and financial records, how long do I need to keep them, and can I discard or destroy them?
A: The length of time to keep records will vary and is in part dependent upon each department. Prior to destroying or disposing of any documents that are records of the University, your department must consult with University Archives to develop a records management plan and a record retention schedule. The schedule should address each type of record you have in your department specifying a desired retention period for each. University Archives will determine the retention period for your records with careful consideration of several factors:
Records considered to be of permanent value can be transferred to University Archives under a records disposition schedule. Please contact the University Archivist to help your department develop a records management plan and records retention schedule for your paper and electronic records.