3356-9-09. Records management

(A) Policy statement. The board of trustees directs the university to comply with all state and federal laws regarding the creation and disposition of university records.

(B) Purpose. In compliance of section 149.33 of the Revised Code, the board of trustees establishes a records management program to apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposition of its records. The program shall be directed by the vice president for finance and administration and administered by the archives and special collections unit of Maag library, which shall have authority to develop administrative procedures and guidelines to implement this rule.

Youngstown state university hereby adopts the "Records Retention for Public Colleges and Universities in Ohio: A Manual" (hereafter, the "IUC manual") as developed by the inter-university council of Ohio, as it may be amended by the university's administration as its guidelines for the retention of its records.

(C) Definitions.

(1) "Records" includes any document, device, or item, regardless of physical form or characteristic, that is created or received by or comes under the jurisdiction of the university and which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the university. Records and their retention and associated retention schedules are enumerated in the IUC manual.

(2) "Non-record materials" are documents, devices, or items in the university's custody that do not meet the above definition because they are not needed to document the organization, functions, policies, decisions, procedures, operations, or other activities of the university. Examples include rough notes and drafts which do not contain any information that needs to be preserved or which merely duplicate information that is being preserved in other documents that are records, extra copies of documents kept only for reference, stocks of publications and processed documents, and library or museum materials intended solely for reference or exhibition. Personal records of employees that are clearly marked as such and not intermingled with university records and third party records, which are temporarily in the custody of the university but do not serve to document the organization, functions, policies, decisions, procedures, operations, or other activities of the university, are also excluded from the definition of records. This rule does not apply to non-record materials, which may be retained or discarded at the discretion of the employees who create or receive them.

(D) Procedures.

(1) University employees shall make such records as are necessary for the adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the university and for the protection of the legal and financial rights of the state and persons directly affected by the university's activities.

(2) The creation of unnecessary and duplicative records should be avoided. Duplicative records are not official and should not be used to represent official records. Duplicative records should not be retained and should be destroyed as soon as their immediate need has passed.

(3) University records shall be retained for such period as is required by retention schedules established by the IUC manual and administered by university archives and may be disposed of only in accordance with disposition instructions issued by the university archives. Removal, destruction, mutilation, alteration, transfer, or other disposition of university records, except as authorized by this rule, is prohibited and may result in disciplinary action.

(4) Each vice president or other officer having custody of university records shall designate one or more positions to administer the records in his or her division/department in accordance with the requirements of this rule. Each position so designated and referenced in relevant job descriptions shall cooperate with the university archives preparing an inventory of such records and shall be responsible for working with the university/archivist to ensure divisional compliance with the administrative procedures and guidelines that are established to implement this policy.

(5) Detailed administration guidelines for Youngstown state university records retention are found athttp://www.ysu.edu/recordsmgt/.

Replaces: 3356:1-19-12

Effective: 12/27/2012
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 12/27/2012