Statement of Authority
The Office of University Archives is responsible for developing the general records retention schedules for management and disposition of university records common to many offices, as well as developing schedules for records unique to campus offices.
Further, the University Archives provides for the selection, preservation and research use of records after their current administrative, fiscal, and/or legal values have expired that have enduring historical value in:
- documenting the origin, development, and operation of University Offices;
- relating the roles of the faculty and staff and/or student organizations to the operational activities of the University or campus life.
This authority, originally established by Board of Trustees actions in 19651 and 19662, and set forth in Section IX of the OSU Operating Manual, was reaffirmed by the Board of Trustees’ Resolution No. 2009-11 in July of 2008.
See Ohio State's revised Records Management Policy [updated April 26, 2010]
RECORDS RETENTION PROGRAM RATIFICATION
Resolution No. 2009-11
SYNOPSIS: Approval and ratification of University actions relating to management, retention, preservation, and disposition of University records are recommended.
WHEREAS in 1965, the University created the Archives Advisory Committee to provide leadership for "the development of a program which is designed to produce an effective system for the creation, use, maintenance, and disposition of University records...”; and
WHEREAS in 1966, the Archives Advisory Committee recommended that the University prepare and approve a policy document to define University records, the scope and duties of University Archives, and general schedules and a process for departmental schedules for record retention, which policy was to be incorporated in the University Operating Manual; and
WHEREAS in 1972, the University issued Section 9 (Records Retention and Disposition) of the University Operating Manual under which the Office of the University Archives was given the authority to provide “for the selection, preservation and research use of records” and serve as the depository of records after their current administrative, fiscal or legal values have expired; and
WHEREAS in compliance with Section 9 of the Operating Manual and Ohio Revised Code Section 149.33, the Office of University Archives has been given the jurisdiction and responsibility for establishing and administering records retention programs; and
WHEREAS, under University Rule 3335-3-18, the Board of Trustees has delegated responsibility and authority for University Archives to the Director of Libraries; and
WHEREAS, in 1992, the General Assembly enacted a revision to Section 149.33 of the Revised Code authorizing the boards of trustees of state-supported institutions of higher education to assume full responsibility for establishing and administering records programs for their respective institutions; and
WHEREAS, subsequent to this enactment and to ensure the application of efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposition of University records, the University, to the extent practical, follows “Records Retention for Public College and Universities in Ohio,” a manual developed by the Inter-University Council of Ohio in 1992; and
WHEREAS, the purpose of this resolution is to clarify that the University is in compliance with Section 149.33 of the Revised Code, as amended, based on the actions described above:
NOW THEREFORE
BE IT RESOLVED, That the Board of Trustees hereby approves, endorses, adopts and ratifies all actions taken by the Director of Libraries and the Office of University Archives as they relate to records management, retention, preservation, and disposition, including the development of records retention schedules; and
BE IT FURTHER RESOLVED, That the Board hereby directs and supports the Director of Libraries and the Office of University Archives to assist with updating and revising the Inter-University Manual on Records Retention in coordination with and on behalf of Ohio’s public universities.