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Records Management


Litigation Holds

North Dakota Century Code 44-04-18.12. Cooperative investigations and litigation:

"A record acquired by the office of attorney general from a governmental agency or a nonpublic entity is exempt if the attorney general determines:

  1. The record is necessary to monitor or enforce compliance with a law or order or to further a civil investigation or litigation by the state;
  2. The record is treated as confidential or privileged by the provider of the records; and
  3. The provider of the records has not agreed to waive the privilege relating to or confidentiality of the record."

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 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. 

The Disposal Report for the current fiscal year will be made available later this fall, 2015.

The Disposal Process

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

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, who 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. Instructions for completion and processing of this form are available  in Records Disposal Instructions Tutorial.
  2. Unit Records Coordinators are to utilize the NDSU Disposal Form for URCs Instructions for completion and processing of  this form for individuals who are Unit Records Coordinators are available in Records Disposal Instructions Tutorial.

These forms are documentation that: 

  • Records have been identified for disposal according to the current Records Disposal Report
  • The classification and disposal method of the records disposed is in accordance with the Records Retention Schedule

Exceptions must be documented and submitted to the NDSU Director of Records Management at

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Disposition Options (Disposal Methods)


Paper Records

  • Recycle or Landfill: place in a recycling bin
  • Retain: retain within department
  • Shred*: coordinate appropriate disposal
  • Archive: if you are the Office of Records Retention, give the records to be archived to your Unit Records Coordinator who will then coordinate the transfer to Archives.

Electronic Records

  • Recycle or Land fill: delete if stored on a hard drive (computer or external), on a network drive or within an electronic imaging system. If stored on a floppy, CD, DVD, USB, tape or other electronic media, place in recycle bin
  • Retain: retain within department
  • Shred*: securely destroy
  • Archive: if you are the Office of Records Retention, give the records to be archived to your Unit Records Coordinator who will then coordinate the transfer to Archives.

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

Last Updated: Thursday, August 27, 2015 9:20:17 AM