NDSU Records Management Oversight
The Information Technology Division is responsible for oversight of NDSU's Record Management Program with Theresa Semmens as Director of Records Management. CeCe Rohwedder, Assistant to VP of IT, serves as Records Management Coordinator. Michael J. Robinson, Associate Library Director and Theresa Semmens serve as the co-chairs of the Records Management Task Force. The task force will work with the NDSU Director of Records Management to propose and coordinate changes in policy and procedure as related to NDSU Policy 713, Records Retention.
At the moment the best way to reach Records Management is through e-mail to NDSU.RecordsManagement@ndsu.edu, or Theresa can be contacted directly by emailing Theresa.Semmens@ndsu.edu, and CeCe can be reached by emailing CeCe.Rohwedder@ndsu.edu.
NDSU Records Management Task Force
In May of 2007, the Presidents Cabinet approved the establishment of a Records Management Task Force to bring NDSU further into compliance with North Dakota Century Code (NDCC) 54-46, NDCC 44-04-18, NDCC 12.1-11-05 and NDCC 55-02.1-05 per NDSU policy 713. As a state institution, all records produced in the daily course of business at NDSU are subject to state and federal laws/regulations, including retention and disposal.
NDSU Records Retention Schedule Posted
The NDSU record retention schedule has been approved by the various state agencies and is available on the Records Management Web site. Each department, office, and/or unit has an assigned records coordinator who is responsible for managing records and the proper disposal and recording of records that have reached their retention period. In the near future all unit records coordinators will be required to take annual training related to records management and retention.
A Note About Litigation Holds
As defined by the North Dakota Solicitor General, a "litigation hold" is the process of identifying and preserving documents, electronic information, and other materials that may constitute evidence in pending or "reasonably foreseeable" litigation. Information subject to a litigation hold should not be disposed of until the hold is canceled or removed.
If you know of litigation or possible litigation that might affect your records to be disposed of, or if you receive a "destruction hold notice", please immediately contact the NDSU General Counsel for guidance.
List of Unit Records Coordinators
NDSU Policy Section 713, Records Management, provides guidelines and procedures for the management, retention and disposal of records that have been identified and defined.
To identify records and their respective retention periods please refer to: www.ndsu.edu/recordsmanagement/records_retention_schedule/
Use this resource to determine the appropriate disposal process: http://www.ndsu.edu/recordsmanagement/disposal_resources/
For more information on records retention please visit: http://www.ndsu.edu/recordsmanagement/resources/
If you have a question, visit the Frequently Asked Questions, http://www.ndsu.edu/recordsmanagement/faq/ . If the question has not been published, please contact Theresa Semmens or CeCe Rohwedder.