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Records Retention Authorizations

  • Archives - All university departments, offices, and organizations are required to transfer their inactive historically valuable records to University Archives. Typical records transfers will occur as committees disband, publications are created, records are no longer actively in use, projects are completed, faculty or staff retire, etc. Any questions about which records to transfer to University Archives should be directed to each campus’ archivist(s).
  • Retention Changes - If a records series needs to be created, changed, or eliminated contact Records and Information Management at 573-882-5955 or email recordsmanagement@umsystem.edu.
  • General Retention Schedule - Retention and disposition of records that are common to many offices are included in the General Retention Schedule.   Records unique to particular offices are addressed in individual department schedules.
  • Legal Holds - Do not destroy any records on legal hold until approved by the Office of General Counsel and the required retention period has been met.
  • Media Type - Unless otherwise noted, all retention authorizations apply to all media types, including hard-copy and electronic data.
  • Retention - University retention periods are based on the legal, administrative, financial, research and historical needs of the University. If specific records have a legal, audit or contract requirement to retain them longer than the specified retention period, do not destroy those records until the additional retention requirement has been met.
  • Series Cutoff- The date the retention period begins. Examples include but are not limited to: Date of creation, date of award, when superseded or outdated, close of investigation, end of calendar year, end of fiscal year, date of event, etc.
  • Questions – Questions regarding retention authorizations should be directed to Records and Information Management at 573-882-5955 or email recordsmanagement@umsystem.edu.

Please choose from a category below to view current retention authorizations, or search for a specific document type.
https://www.umsystem.edu/ums/fa/management/records/retention-authorization
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