State law requires every state agency adhere to a certified retention schedule. Proper use of the retention schedule ensures that ASU complies with federal and state regulations concerning retention and disposition of official records and promotes efficient management of those records.
While the retention schedule and associated terms may seem daunting to navigate at first, the FAQ page is a great place to start. If you do not see the answer to your question or would like further clarification please contact either Chris Matz or Erin Johnson and we will be happy to assist you.
While using the retention schedule, it is important to keep in mind that some records have enduring, historical value beyond the regular retention period. Some records require transfer to the University Archive and others require review by the archivist before disposition. The list below is to serve as a quick reference/guideline in assessing the long-term value of office records. The list is in no way complete, and the omission of a certain record or record series does not necessarily render it historically unimportant.
An Archive Transfer Form should accompany any record deemed appropriate for inclusion in the University Archive. All records, whether transferred to the Archive, shredded, recycled or deleted must be placed on a disposition log. If there are any questions concerning the appropriateness of items for transfer to the Archive, please do not hesitate to contact us by phone at 325-942-2164 or via email at firstname.lastname@example.org.
The two key questions to ask when evaluating material to be transferred to the Archive are:
1. Does this record provide unique information?
2. Does this record provide information that may be historically valuable for future researchers?
Items generally considered historically valuable include but are not limited to:
- Laws/Legislation/Legal opinions
- Strategic Planning material
- Recurring or Special Reports/Studies (fiscal and non-fiscal)
- Meeting Agendas, Minutes and Supporting Documentation
- News/Press Releases and Newsletters
- Organizational Charts
- Administrative Correspondence
- Executive Orders
- University Publications and Publication Development Files
- Event Posters/Brochures
- Speeches, Papers and Presentations
- Building Records
- Faculty, Staff and Student Research/Publications
- Graduation Programs
Items generally not included:
- Routine Correspondence, Requests and Acknowledgments
- Active Records (those that have not fulfilled their total retention period)
- Records of routine matters, i.e. request for leave, purchase orders etc.
- Confidential materials, i.e. those containing social security numbers, campus ID numbers, etc.