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Evaluating Records for Retention, Destruction or Archiving

Step 1: Identify the Records

To determine whether you should retain, archive or destroy inactive records, your first step is to review the YSU Records Retention Schedule. Using the “Record Type” and “Record Description” columns on the schedule, you should be able to locate the record code corresponding to the records we are evaluating. Not all records can be easily matched to a record code, so if you need help, call Brian Brennan at university Archives: x3788.

Step 2: Determine How Long the Records Should be Kept

The “Retention Period” column of the YSU Records Retention Schedule lists the number of years we are legally required to keep a particular record corresponding to the record code.

Step 3: Decide What Should be Done with the Records

If the retention period has passed, check the “Instructions” column on the YSU Records Retention Schedule to determine your next step. In general, we have two options:

A. Destroy the Records

If the instructions indicate that the records should be destroyed, fill out the Certificate of Records Destruction form. The completed form should be sent to Brian Brennan, Maag Library. Once the University Archivist receives this form, it will be processed and sent back to you within 24 hours. This procedure should provide you with timely authorization to destroy the selected inactive records. Non-confidential records can be deposited in regular recycle bins or toters. Confidential records should be deposited in the locked bins (known as consoles) located in various buildings around campus. For large records destruction jobs or more information on recycling, contact Dan Kuzma, Manager, YSU Recycling, X2294, djkuzma@ysu.edu.

OR

B. Archive the Records

If the retention schedule instructions indicate that the records you are evaluating may qualify for transfer to the University Archives, you should contact Brian Brennan> (x3788) for help with evaluating this type of record. He can help you complete the Certificate of Records Transfer form and arrange for the records to be picked up from your office.