Records Management

Retention Schedules

The Wright State Office of Records Management, required by ORC 149.33, provides assistance and support for university offices to be in compliance with state and federal laws and regulations relating to the proper management, retention, and disposal of university records in all formats. The office is responsible for developing records retention schedules that identify records created or received by the university and specify how those records must be maintained. It provides a wide range of services designed to help ensure the university is meeting its record-keeping responsibilities through the development of standards promoting efficiency and minimizing risk in terms of the management of information. The university's Records Management and Retention policy describes the types of university records that need to be retained long term, services provided by the university archives as the official repository for permanent university records, and responsibilities of the university as a public agency in terms of public records requests as further defined in the Public Records policy. The program also provides training workshops to assist staff with the management of university records in their offices.

General Retention Schedule

The General Records Retention Schedule (PDF) is the primary source of retention requirements for the records created, received, and used by Wright State University. Organized by sections, based upon the function of the record, the general schedule contains record series that are common to most university offices.

Department Schedules

Departmental retention schedules are supplemental documents created for an office, department, or program that has a specific function and therefore creates unique records.

Disposal of University Records

The Records Management Office provides approval for university offices to dispose of university records or transfer them to the archives. A Certificate of Records Disposal (PDF), approved by the university records manager, is required prior to the disposal or transfer of university records listed on department records retention schedules. Records listed in the general schedule (and not your department schedule) do not require a CRD.

Retention Guidelines for Protected Data

University data is protected by state and federal law and university policies and procedures including FERPA and HIPAA regulations. Descriptions, classification examples, and retention schedule recommendations of types of university's protected data follow below.

• FERPA: Privacy and Release of Student Educational Records
• Gramm-Leach-Bliley Act (GLBA) (PDF)
• HIPAA Regulations: Uses and Disclosure of Protected Health Information
• Other Protected Information (PDF)

Every university employee is responsible for safeguarding the confidentiality, integrity, and accuracy of protected data. University employees should know what kind of data is protected and what security measures protected data require.