Records Disposition/Management and Destruction

Policy Number: I.03
Policy Level: Operating Policy

Originally Issued: September 2012
Revised: April 3, 2017

Policy Owner: VP of Enrollment and Student Support Services
Policy Implementation: Records Manager

I.    Policy Statement and Purpose

In accordance with Athens State University’s educational mission, this policy establishes the criteria for the management and disposition of official records at Athens State University.  These criteria are based on comparable practices at other institutions of higher education, and ensure compliance with the requirements specified by the Alabama State Records Commission.

II.   Management of University Records

The University shall follow the Records Disposition Requirements included in the Public Universities of Alabama Functional Analysis & Records Disposition Authority (RDA) located at http://www.archives.alabama.gov/officials/staterda.html, approved by the State Records Commission.

Records include any unit of information, regardless of form, made or received by University personnel while transacting official University business.  All records created, received or maintained by personnel of Athens State University in performance of their duties are the property of the University and must be retained and disposed of in accordance with this policy and schedules approved by the State Records Commission.

University records must not be disposed of until minimum retention periods have elapsed.  Exceptions to minimum retention periods include records needed for future administrative, legal or fiscal purposes or that is necessary to comply with requirements of the state Sunset Act, audit requirements, or any legal notice or subpoena.

As specified in the RDA, the University shall appoint a University Records Liaison/Manager to compile records destruction information, oversee University compliance with the RDA and report annually as required by the State Records Commission.   The Records Liaison/Manager shall compile the current records retention requirements from the RDA for distribution to each University functional area record custodian for review annually.  These requirements are located at http://www.athens.edu/pdfs/policies/Operating/Administrative/Records-Retention-Requirements.pdf

Functional area records custodians are required to file a Request for Records Destruction, http://www.athens.edu/pdfs/policies/Operating/Administrative/docs/Records-Destruction-Notice.docx, with the Records Liaison/Manager before the disposal of any record covered by the RDA.

Questions concerning the retention or disposal of records should be addressed to the University Records Liaison/Manager.

III. Responsibility for this Operating Policy

Policy Owner

As part of the initial approval of this policy the President will serve as the policy owner for the ongoing evaluation, review, and approval of this policy.  Subsequent reviews and revisions to this policy must be in accordance with approved operating policy procedures and processes.

This policy will be reviewed every three years or more frequently as needed.

Responsibility for Policy Implementation

The President has assigned the responsibility of implementing this policy to the University Records Liaison/Manager, under the direction of under the direction of the President.