记录的保存和处理

理由是: To provide guidance to the University community for effective Records retention 和 disposal that will preserve the University’s history, 满足法规和法律要求, 最小化风险, 优化空间利用, 最小化成本.

政策: Because there are costs 和 risks associated with retaining all forms of Records beyond their useful or m和ated lives, 大学鼓励保安, responsible destruction of Records at various times as prescribed in the Procedures section of this policy.  This function 和 responsibility has been decentralized to the Responsible Operating Departments with the underst和ing that Records retention 和 disposal will be implemented according to this policy. 任何记录s that may have significant historical value should be referred to Kresge 图书馆 - Archives for evaluation.

适用范围及适用性: This policy applies to all University Records regardless of their origin, 使用或形成(电子的, 物理的).

定义:

基本业务记录: 任何记录, physical 或电子 that contains evidence or information of business transacted on behalf of the University may be Basic 业务 Record.  This might include contracts or other agreements, 发票, 入学申请, 经济援助文件, 杂志凭证, requests for proposal 和 related notes 和 findings 和 other items as noted in 附录A (as amended from time to time).

持续时间: The period of time a Record is to be kept 和 maintained until disposal.

官方库: A place where Records of a certain type are kept.

永久的记录: A Record which must be kept indefinitely.

记录: A product of University work that is kept for any period of time whether it be physical, 像纸, 或电子, like a stored computer file or an imaged file.

记录类型: The primary use of a Record, not its form or format.

负责运营部门(ROD): The OU department responsible for a particular Record Type.

程序:

保留

Records should be retained 和 properly safeguarded according to their intended use as described in 附录A. The Responsible Operating Department will determine the appropriate Official Repository for each Record Type. Once a Record has exceeded its Duration, the Record should be examined by the Responsible Operating Department for either destruction or possible historical archival.

破坏
Once a Record has reached the end of its useful life as defined in 附录A, it should be determined if the Record may have some significant historical value to the University or if it should be destroyed. If it is determined that the Record may have some significant historical value to the University, it should be sent to the Kresge 图书馆 for evaluation. Should the 图书馆 determine that the Record does not have significant historical value, the Record should be sent back to the ROD for appropriate destruction 和 disposal.

一般, destruction 和 disposal of a Record implies that it is made unrecognizable 和 disposed of in compliance with applicable laws 和 regulations, particularly environmental health 和 safety rules. Costs of Record destruction 和 disposal are to be paid by the ROD.

No Record shall be destroyed if it is part of, or may be part of, ongoing litigation. If there is any question about the existence of relevant litigation, contact the Office of 法律 Affairs at extension 3110.

Guidelines for Disposal/破坏 of Records

• All paper Records should be shredded before disposal. This may be accomplished by shredding them in the office or through a reputable Records destruction service.

• Recycling services should be used where possible but they must be certified 和 bonded to h和le sensitive business Records or the Records must be destroyed before they are turned over to the recycling service.

• Records contained within electronic devices should be destroyed according to OU美联社&360物业管理 和 OU美联社&p# 860信息安全.

永久档案指引

• Permanent Records must be kept in safe storage which is fire resistant, water resistant 和 not exposed to electronic or magnetic damage (in the case of electronic Records).

• Permanent Records must be kept in secure storage which will protect the Record from theft or malicious destruction.

• Permanent Records must be maintained by the ROD using an inventory system that documents the h和ling 和 check out status of the Record such as date 和 time a Record was checked out an back into its Official Repository.

• Permanent Records should be labeled as “Permanent Record”.

相关政策及表格:

OU美联社&360物业管理

OU美联社&p# 860信息安全

附录:

附录A