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Records Management

 


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 notice that you are required to preserve records due to a litigation hold, immediately contact the Director of Records Management for guidance.

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NDSU Records Disposal Report

The current disposal report for NDSU is available in a searchable Adobe Acrobat format as NDSU Records Disposal Report for Fiscal Year 2015.

This report identifies record series that must be disposed of in the current fiscal year.  Please note that the report does not include records series specific to NDSU; please refer to the Records Retention Schedule for retention and disposal instructions for these series.

The disposal report for the coming fiscal year will be posted in July.

 

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The Disposal Process

Information about the annual records disposal will be communicated to the NDSU community through this website and other electronic announcements.

The current fiscal year’s Records Disposal Report is a listing of the records series due for disposal during the fiscal year and the disposal method that applies to each record series.  Please note that the report does not include records series specific to NDSU; please refer to the Records Retention Schedule for retention and disposal instructions for these series.

Records disposal is the responsibility of all NDSU faculty, staff and students who manage records; the process is facilitated by the Unit Records Coordinators.

NDSU Disposal forms from the campus community are compiled by the Unit Records Coordinators; they submit their unit disposal information to the NDSU Director of Records Management.

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Records Disposal Forms

The annually required records disposal is to be conducted as follows:

1.      Individuals who manage records but are not Unit Records Coordinators, are to utilize the NDSU Disposal Form for Employees
2.      Unit Records Coordinators are to utilize the NDSU Disposal Form for URCs

Instructions for completion and processing of each of these forms are available in Records Disposal Instructions Tutorial.

These forms are documentation that: 

Exceptions to these attestations has been documented and submitted to the NDSU Director of Records Management at NDSU.RecordsManagement@ndsu.edu.

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Disposal Methods

 

 

Retain

Records with a disposal method of "Retain" are to be kept by the holder or in a designated storage area.  At this time NDSU does not have a central storage facility for records.

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Recycle/Land Fill

Paper records with a disposal method of "recycle" or "land fill" will be disposed of in normal recycling bins.  Other media (electronic, microforms) must be appropriately discarded or recycled.

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Shred

Records with a disposal method of "shred" often contain confidential information and must be disposed of properly.  Paper or microform records must be shredded in an office shredder or through a shredding service.  If you have large volumes of documents to shred please contact the NDSU Purchasing Office for options (there will be a charge).  Other media should also be disposed of so as to destroy any data.  For electronic media this may mean that the device has to be physically destroyed or completely overwritten with data at the end of its life.

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Archive

Records with a disposal method of "archive" are transferred to the NDSU Archives at the end of the hold time and must be documented by the NDSU Archives internal transfer form.

Unit Record Coordinators (URC) are responsible for transferring the records from their departments to the Archives.  Please speak with your URC for any records you think may need to be transferred to the Archives.

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Site Manager: NDSU Records Management Coordinator
Published by NDSU Records Management

Last Updated: Wednesday, June 17, 2015 3:36:33 PM