Records Retention
Records Management
The University of California maintains
the Records
Disposition Schedules Manual, a list of over 1,300 different
documents that includes information on retention and disposition
requirements for administrative records. Information
Resources and Communication has Universitywide policy
responsibility for records and information practices. At
the UC Irvine campus, the Records Management Coordinator
is responsible for implementing and managing the records
program, as required by the Business and Finance Bulletins,
Records Management Program (RMP) series.
Records Retention Schedules
This version of the Records
Disposition Schedules Manual may be browsed by chapter.
It is maintained at UC Irvine by Distribution & Document
Management for the Universitywide audience. A searchable
format is maintained by UCOP-Information
Resources and Communication.
Records Related to Research
Although the Records Disposition Schedules
Manual contains many administrative research records, a
matrix of retention and dispostion requirements for
Administrative Records Related to Research has been
compiled by the UC Vice Provost for Research. It does not
supersede the existing Schedule, but is intended to act
as a quick reference. In all instances, contracts associated
with extramural funding should be consulted for specific
retention and disposition requirements applicable to an
individual award.
Roles and Responsibilities
University Archivist
The University Archivist is responsible
for the preservation of UC Irvine's administrative records
that deal with the decision-making process and essential
cultural history of the campus. Access to these records
is managed by the University Libraries.
Records Proprietor
The Records Proprietor has management responsibility
for the records associated with an administrative function. Considered the
"office of record" for audit and legal purposes,
the Proprietor determines which records will be created,
gathered and maintained. The Proprietor also serves as the
Electronic Information Resource Proprietor for their respective
function, but may or may not be in custody of the records.
For example, electronic records may be entrusted to the
Records Custodians or contracted to a non-university records
service provider who must meet all university record requirements.
Records Custodian
The Records Custodian has responsibility
for a repository of records. This is this customary role
for units who may also act as the Records Proprietor, when
designated, for certain electronic records, but not for
other general accounting, purchasing or payroll records.
All university administrative records are
owned by the Regents fo the University of California regardless
of their physical location, even when they are in the possession
of individuals.
Electronic Records
Electronic records — data in raw,
summary, or interpreted form — should be managed according
to Business and Finance Bulletin, IS-3,
which outlines requirements for data backup and retention,
data privacy, transferring and downloading, encryption,
storage, and other matters related to the security of electronic
information resources.
Storing and Shredding Records
Records
storage is available on North Campus with pickup and
delivery provided by DDM staff. Boxes can be retrieved by
submitting an online request and shredded on-site when disposition
is required.
Departments may also contract with private vendors for records storage services.
Shredding
services include the pickup of boxes on campus. Secure
storage containers can also be rented with scheduled pickups by career DDM staff for same-day
shredding.
No record may be destroyed while audit,
investigation, or legal action is pending. Retaining records
beyond their retention period may lead to unwarranted storage
and maintenance costs. For guidance regarding when and how
to isipose of administrative records upon expiration of
a retention period, see UC Business and Finance Bulletin
RMP-2.
Public Records Requests
Information practices aspects of the University
Records Management Program are handled by the Information
Practices Coordinator in the Office of Institutional Research.
CONTACTS
Records Management Coordinator
(949) 824-7500 or plwhite@uci.edu
Public
Records Requests, Office of Institutional Research
(949) 824-2312 or pra@uci.edu
Storing
and Shredding,
Distribution & Document Management
(949) 824-5981
POLICIES & PROCEDURES
State Laws
California Civil Code - Sections
1798.29
and 1798.82
California
Public Records Act (CPRA)
California
Information Practices Act of 1977 (IPA)
UC Business and Finance Bulletins
RMP-1,
University Records Management Program
RMP-2,
Records Disposition Program and Procedures
RMP-4,
Vital Records Protection
RMP-5,
Records Retention Program for Financial Documents Pertaining
to Federal Awards to the University
RMP-7,
Privacy of and Access to Information Responsibilities
RMP-8,
Legal Requirements on Privacy of and Access to Information
IS-3,
Electronic Information Security
IS-10,
Systems Development Standards
UCI Administrative Policies & Procedures
Section
720-10, Information from Public Records (California
Public Records Act) - Guidelines
Section
720-11, Privacy of and Access to Information (Excluding
Student Records) - Guidelines
Section
720-12, Student and Student Applicant Records - Guidelines
Section
800-15, UCI Guidelines for the Electronic Communications
Policy
Section
800-17, UCI Implementation Guidelines for Notification
in Instances of Security Breaches Involving Personal Information
Data
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