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For any questions please send e-mail to: NDSU.Policy.Manual@ndsu.edu

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SECTION 713: RECORDS RETENTION

SOURCE: NDSU President

1. The records retention period is the length of time records must be retained. NDSU will retain a State Board of Higher Education approved Records Retention Schedule.
2. The Records Retention Schedule specifies the criteria for the management of active records, provides for the systematic transfer of inactive records from the active storage areas to inactive storage areas, specifies the length of time records need to be maintained, and establishes the proper destruction method for those obsolete records.
   
   

2.1

The "Instructions for Completing Records Disposal Request" and the "Records Disposal Request Form" are included in the Records Retention Schedule, which is currently under revision. If you have any questions concerning records disposal, please contact the Audit & Advisory Services Office at 701-231-9413 or ndsu.Internal.Audit@ndsu.edu.

3. Generally if a department is not a primary or official record holder, records need only be retained for departmental operating purposes. Records may also be maintained to document policies and procedures, and for reference to archival value, etc.
4. Decisions on what to retain and for how long should take into account the legal, audit, administrative, fiscal, and historical considerations, as well as state and federal laws, affecting the record.
5. To assure compliance with all regulatory agencies as well as the Records Retention Schedule, the internal auditor of the University may be contacted regarding either the retention or disposition of records.

 

Last updated: August 20, 1996; January 22, 2002; June 11, 2007, August 1, 2007, September 2007