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Marshall
University Retention Policy
What
is A University Record?
University
records include information in any form that has been created
or received by Marshall University. These records may include:
correspondence, reports, studies, data, maps, drawings, photographs,
email, audio and visual recordings, administrative logs or
other documents whether on paper, computer (magnetic tape
or disk), film or other media.
What
is My Responsibility For University Records?
Each
University office has primary legal responsibility for the
proper care and management of its records. Therefore, each
office should designate a Records Authority who has final
approval for both the disposition of records and for departmental
retention schedules.
Policy
The
University claims rights of access to the data (records) derived
from any research or other scholarly activity performed by
its faculty, staff, students or other individuals. These rights
will be exercised only for University purposes, which include:
1.
securing intellectual property rights
2.
protecting the rights, including those of access to the data,
or of graduate and other students, post doctoral researchers, and other
members of the University community
3.
facilitating the investigation of charges, such as misconduct
or conflict of interest
4.
carrying out its responsibilities with regard to the use of
animals, human subjects, recombinant DNA, etiologic agents,
radioactive materials, and the like
5.
carrying out the terms of sponsored project agreements
6.
meeting the requirements of law
Categories
of Records
·
Permanent Records
These
records are essential to the University’s ongoing and future
operations and include: (1) student academic records, (2)
medical records, (3) personnel and payroll records, i.e. earnings
records, tax-deferred annuities, personnel files, and retirement
records, (4) certain contracts, legal documents, and other
records with legal value, (5) investment records, (6) mortgages,
(7) deeds, insurance policies, and other records of financial
value, (8) original minutes of the Board, and (9) other records
of archival, or historical value, such as the minutes of departmental
or board meetings, graduate and undergraduate councils, faculty
senates, etc.
Because
all paper records deteriorate over time, permanent records
should be microfilmed or transferred to microfiche whenever
possible. Regardless of storage medium, copies of permanent
records should be stored in a separate location from the originals
to minimize the potential for loss.
·
Vital Records
These
are records whose loss could result in significant material
damage to the University and that would be difficult to reconstruct
if lost, stolen, or destroyed. These include records that
are essential to document the University’s legal and/or financial
position and to preserve the University’s ongoing operation,
commitments, and rights. Copies of vital records, whether
paper or a type of microform, should be stored at a separate
location from the originals to minimize the potential for
loss.
·
Inactive Records
These
are records no longer needed to conduct current business and
consulted infrequently (less than once per month per file
drawer). Whenever possible, these records should be stored
away from the department in less costly campus or approved
off-site storage facilities.
Maintenance
Responsibility of Record Custodian
-
All
University records must be maintained in a manner that provides:
(1)
access for faculty and staff to carry out their normal
job responsibilities;
(2)
reasonable protection against misplacement, loss, destruction,
or theft. Confidential or sensitive documents should be
stored in a secure location.
-
Document
the loan if original records must be loaned to other departments
or individuals.
-
Records
should be maintained in an environment that is free from
vermin, flooding, fire hazards, and unusual amounts of moisture,
heat, and dust.
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