Records Retention Policy
Purpose
The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records which are no longer needed or of no value are discarded at the appropriate time.
Administration
University Records Committee
A University Records Committee will govern the retention and disposal of the University’s records. It is responsible for ensuring the compliance of Antioch University with all regulations and laws governing retention of records and that record retention policies are applied consistently across the University.
- The University Records Committee consists of the following individuals:
- The University Chief Financial Officer (Chair)
- The University Chief Information Officer
- The University Vice Chancellor of Academic Services
- The University Director of Records Administration
The University Records Committee is authorized to perform the following functions:
- Identify and evaluate which records should be retained
- Publish a retention and disposal schedule that is in compliance with local, state, and federal laws
- Monitor local, state and federal laws affecting record retention
- Identify appropriate methods of disposal for various types of records
- Annually review the record retention and disposal program
- Develop a training program for personnel responsible for record storage and maintenance
- Monitor all central administration and other non-campus-based departments for compliance with the record retention and disposal program
Campus Responsibilities
Each campus is responsible for ensuring that the retention and disposal schedules established by the University Records Committee are followed at their campus.
Each campus will also monitor local and state laws and regulations to ensure that these local requirements are adequately reflected in the retention and disposal schedules established by the University Records Committee. Required changes in retention periods or schedules should be identified to the University Records Committee.
Departmental Responsibilities
Each department head will prepare a listing of major documentation used and maintained by the department and will compare it to the documents listed in the Record Retention Schedule. In addition, each department head periodically will review currently used records and forms to determine whether these records and forms are adequate and appropriate for each department’s requirements.
Each department head will review the policy to determine any special circumstances that necessitate changes in the retention periods. Requests for changes in retention periods or deviations from specified retention periods should be made to the Records Committee, and may be implemented only after approval.
Suspension of Records Disposal
In the event of a governmental audit, investigation, or pending litigation, record disposal may be suspended at the direction of the Chancellor’s Office. In addition, the Chancellor’s Office should be informed of any situation that might give rise to legal action as soon as the situation becomes apparent.
Applicability
This policy applies to all records generated in the course of the University’s operation, including both original documents and reproductions. It applies to all records, regardless of format or media type including but not limited to paper records, micro-filmed records, and records stored on computers or other digital media.
Records stored in Email accounts or in computer-based files will follow the same retention and disposal schedules as paper-based records of the same type unless a paper-based record exists. Antioch's Email Policy contains additional information about retention of records and correspondence stored in Email accounts.