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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 theRecords Management leadership for guidance.

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Fiscal Year 2018 records disposal due May 31, 2018


Records disposal for Fiscal Year 2018 must be completed and Unit Records Coordinators are to submit their unit's disposal report by May 31, 2018 to NDSU's Records Management leadership at NDSU.RecordsManagement@ndsu.edu

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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.

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 Records Management leadership.

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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

Guidance for URCs on filling out the Records Disposal Form for their unit:

  1. Use the latest form at https://www.ndsu.edu/recordsmanagement/disposal_resources/ : the form is linked to in item 2 under the heading, “Records Disposal Forms.”
  2. Following the identification line (your name, dept., phone number and email address), is the table in which you will list each of the records you are disposing of. The row of headings below “Record Description” and “Volume Measurement” correspond to the headings of the Records Retention Schedule (RRS). (Hint: you’ll find it helpful to have the RRS open for reference as you are filling out your form.)
  3. Before you go any further, please make sure you are the Office of Record Retention for each particular record series. If you are NOT the Office of Record Retention but only a copyholder, you should NOT include information on the disposal of copies. If you are not sure whether or not you are the Office of Record Retention, please contact NDSU’s Records Management leadership at www.ndsu.edu/recordsmanagement.
  4. In the column below “Record Series Title,” you can add detail to the title if you wish – for example, if you are disposing of Student Course Work and you want a record of which years or which course is being disposed of, you can certainly include that information next to the Record Series Title.
  5. The column titled “Department: ND Univ. System or NDSU” refers to which department is the owner of the RRS of the record series in that row: is it the ND University System RRS, or the NDSU-specific RRS? This is important information, because numbers from the NDUS record series may correspond with a different one in the NDSU-specific RRS. (i.e. numbers can be the same in each series for different records. Numbers are not unique.)
  6. When you have completed the form, please email it as a Word document, as instructed at the top of the form, in the line highlighted in yellow.

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 Records Management leadership at NDSU.RecordsManagement@ndsu.edu.

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Disposition Options (Disposal Methods)


Paper Records

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

Electronic Records

  • Recycle: 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 Record Retention, give the records to be archived to your Unit Records Coordinator who will then coordinate the transfer to Archives.

*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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Records Retention & NDSU Faculty Responsibilities


Records Retention & NDSU Faculty Responsibilities.

NDSU Annual Records Disposal Reports


FY2017 records disposal:

Volume: 347,136.9" (paper and electronic records)

Participating departments: 77

FY2016 records disposal:

Volume: 21,006.62” (paper and electronic records)

Participating departments: 90

FY2015 records disposal:

Volume: 22,562.01” (paper records only)

Participating departments: 82


Student Focused. Land Grant. Research University.

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

Last Updated: Wednesday, November 08, 2017 2:34:28 PM
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