Records Retention Process

1. Announce that a records management program will be initiated campus wide. (Done February 23, 2005)
    
2. Assign records coordinators in each department (also a records management committee is recommended by the State). (Done in April 2005)
    
3. Do a mini-training session on records management with all coordinators.  (June 1, 2005)
    
4. Identify records in each department and building using the “Records Identification” form.  (Long term, will work with departments to schedule convenient dates July 2005-December 2006)
   --The inventorying process will be done with the record's manager and records coordinator (or IH) in order to simplify the process.
    
5. Schedule each record (assign retention and type) and submit to department for approval. (Done after each department's inventory, 1-2 weeks per department)
    
6. Add records to the “LCSC” records management schedule.  (1 week after schedule is approved by department)
    
7. Have Dept. of Administration and State Archivist approve records schedule. (Periodically)
    
8. Initiate and utilize the records management schedule. (Ongoing)
    
9. Archive documents at State facility twice per year and utilize shredding facility for non-permanent documents.  (Spring and Fall)

Please use the links to the left for information regarding records retention.  If you have further questions, please contact the Administrative Services office, Lucy Loewen, at ADM 106, ph: (208) 792-2240 or via email.