65.02 - Records Inventory, Retention and Disposition

内容:

1. 目的
2. 范围
3. 定义
4. 政策
5. 过程
6. 不符合
7. 联系信息
8. 相关信息

A. 目的. This policy governs the preservation, 转移, 处理, and destruction of institutional records. The University of Idaho maintains a records management policy to comply with legal requirements, ensure security of confidential information, 保存它的历史.

B. 范围. This policy applies to all 机构的记录s, 包括积极, 不活跃的, 及档案记录, 定义如下.

C. 定义

C-1. 活动记录: Any record that is being updated, 操纵, 访问, or relied upon by a University employee on a reasonably regular basis.

C-2. 档案记录: An 活动记录 that has permanent or historic value and is not required to be retained in the office in which it was originally generated.

C-3. 活动记录: A record that is no longer an 活动记录 but still must be maintained for compliance with the SBOE记录保留时间表 or other requirement, 包括州和联邦法律.

C-4. 机构的记录:记录信息, 以任何形式, including data in computer systems, created or received and maintained by an 组织 or person in the transaction of business or the conduct of affairs and kept as evidence of such activity. 机构的记录s are preserved for varying periods to provide information and evidence concerning policies, 决定, 程序, 功能, or other activities of the institution.

C-5. 档案局: The administrative unit or academic department responsible for managing the relevant records.

C-6. 记录管理: Systematic control of all records from their creation or receipt through their processing, 分布, 组织, 存储, retrieval and ultimate disposition.

C-7. SBOE记录保留时间表爱达荷州 State Board of Education (SBOE) Public Higher Education Records Retention Schedule, which contains information necessary to implement the records management program at the University of Idaho.

D. 政策.

D-1. 在一般情况下. It is the policy of the University of Idaho to comply with the SBOE记录保留时间表 and all state and federal laws governing institutional records retention. The University of Idaho maintains a records management program within the Office of Information Technology (OIT) which guides employees in the preservation, 转移, 处理, and destruction of institutional records.

D-2. 档案局. OIT shall have the authority to designate the 档案局 for each type of 机构的记录. Each 档案局 shall be responsible for compliance with this policy for the records within its purview.

D-3. 记录保留

a. 活动记录. Each 档案局 shall maintain active records according to the timeframes established in the SBOE记录保留时间表 or any institution-specific timeframe established by OIT.

b. 档案记录. Each 档案局 shall 转移 inactive records of permanent or historical value to the University Library’s Special Collections and Archives.

c. Records subject to investigation and litigation holds. No person may destroy any record pertaining to anticipated or ongoing investigation, 法律诉讼或程序, 审计, 或者类似的活动, even if the records retention date has been expired, until the matter has been resolved and the 档案局 has been specifically advised in writing by OIT or the Office of General Counsel that such records may be destroyed.

D-4. 记录处理. Each 档案局 shall destroy inactive records once the retention period has been met, provided the record is not subject to investigation or litigation hold. Offices of Record must follow OIT procedure when destroying University records.

E. 过程. Each 档案局 shall comply with all 程序 contained in the OIT门户程序启动 记录管理.

F. 不服从. 不服从 may result in discipline up to and including dismissal and may subject the employee to civil and criminal penalties.

G. 联系信息. For questions on records management, please contact records@315gdc.com.

H. 相关信息

• Idaho State Board of Education Public Higher Education Records Retention Schedule
• 爱达荷州记录手册
• OIT门户程序启动 记录管理

版本历史

2023年2月修订. Complete rewrite; comprehensive review.

2015年5月修订. Added definitions for Confidential Records and Sensitive Records; revised 程序.

2008年8月修订. 修订以澄清, align with goals and requirements of Office of General Counsel, and coordinate with electronic records policy (APM 65.06), edited in conjunction with this revision.

2005年8月通过.