Proposed New University Policy – Record Retention and Destruction Policy

NOTICE OF PROPOSED NEW RECORD RETENTION AND DESTRUCTION POLICY 

SUMMARY

This new policy provides guidance regarding:

• The necessity for a record retention and record destruction program.
• The retention of official university records for the periods of time indicated on the State of Arizona record retention schedules as well as the university one custom schedule (for those unique records not represented in the state schedules).
• The destruction of official university records once they have completed their retention requirements based on the information contained in the retention schedules in use as well as any additional retention requirements put in place at the unit level based on operational necessity.

This new policy also provides:

• An extensive list of record retention and record destruction definitions.
• A description of responsibilities as they relate to Records & Archives, unit leaders, and unit personnel.

This new policy will replace the Retention Schedule Policy (Summary).

A copy of the proposed new policy is available on the University Policies website.

Members of the university community are invited to submit written comments via the Policy Feedback box on the policy or by sending comments to policy@arizona.edu.

All comments must be received by close of business on Oct. 8, 2024.

Please note: Policy feedback is available to University Initiatives & Policy, the Policy Sponsor, and elected shared governance representatives, upon request, for policies impacting the populations they represent.