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Keep or shred? UC records retention schedule updated

Have you ever wondered if you should keep records or could throw them out?

Electronic and paper records cross everyone’s desk every day, whether it’s an important e-mail, a patent license agreement or a copy of your performance review. Responsible management of UC records is necessary to minimize the need for storage and retrieval as well as legal discovery costs; increase administrative efficiency; and assure compliance.

Among the tools and resources available to help UC locations manage their documents is the newly updated systemwide UC Records Retention Schedule. An extensive update of the preexisting Records Disposition Schedules Manual, it is a listing of university records by category, with keyword search, that dictates how long records must be kept and when they need to be destroyed.

Find out more about the retention schedule and how to use it at these upcoming training sessions:

  • Monday, Aug. 12, 1:30 to 2:30 p.m., Franklin Lobby 1 (UCOP specific)
  • Monday, Aug. 12, 3:30 to 4:30 p.m., Franklin Lobby 1 (UCOP specific)
  • Tuesday, Aug. 13, 10 to 11 a.m., webinar on systemwide applications through Ethics, Compliance and Audit Services (Register through ReadyTalk.)
  • Wednesday, Aug. 14, 1:30 to 2:30 p.m., Franklin Lobby 1 (UCOP specific)

“An update has been needed for a long time,” said Yvonne Tevis, chief of staff for UCOP Information Technology Services. “Thanks to the University Records Management Committee and UCOP’s Laurie Sletten, who is leading the project, UC has better guidance now for meeting our responsibility to manage records according to law and best practice.”

Referring to the updated schedule is the critical first step in deciding whether to keep or toss records and help UCOP departments grappling with space concerns. Not all record categories have been updated though, and Sletten and the committee will continue to update additional sections in the coming year.

At UCOP, Sletten also will develop guidance about related questions, such as when it’s better to store physical records or scan them electronically.

For more records management resources, see the UCOP Records Retention Management website.

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