Retention Schedule
Surveying the records being produced on college campuses throughout the Commonwealth, the Kentucky Department of Libraries and Archives (KDLA) identified the different types or series of records. These records series numbers are listed in retention schedules, which also list the length of time that each series must be retained and the final disposition of these records.
Some records are listed as permanent records. These series must be maintained by the University in perpetuity. There are currently 43 permanent record series in the retention schedule, many other series and duplicate copies may be destroyed after a specified time has passed. Usually this is a fixed time period such as three years or five years after creation. Occasionally a retention period is given as indefinite. This is often the case with documents such as certain types of employee records. The retention period for these records is measured from the time the employee separates from the institution, not the time the record was created.
The schedules that the University must use are:
- State University Model Records Retention Schedule (hereafter called the Records Retention Schedule)
- General Schedule for Electronic and Related Records (hereafter called the Electronic Records Retention Schedule)
The State University Model Records Retention Schedule covers records commonly created by the University. To use the schedule most effectively go to the Edit menu, select "Find in Page" and enter your search terms. Because many people prefer a different layout, links to the same retention schedule at other Kentucky institutions have been provided on the website.
According to the schedule, copies of many records are to be sent to the Archives. Due to space constraints, the material the Archives can accept is severely limited. Please contact Special Collections and Archives before sending any material for storage.
Because many people prefer a different layout, links to the same retention schedule at other Kentucky institutions have been provided.
Electronic Records
When deciding what is and is not an electronic record, KDLA looks at whether or not the record can easily exist outside of the electronic environment and at present very few records fall into this category. The basic question to ask is: Does this record have a print equivalent? Email is not considered an electronic record, it has a print equivalent as do most of the reports prepared on campus. These records are covered by the Records Retention Schedule. A webpage on the other hand is "born digital", and has no such equivalent. A printed copy would note contain all the information in the electronic original. The retention period of webpages and other "born digital" documents is covered by the Electronic Records Retention Schedule, available in PDF format at the KDLA website.
Unlisted Records
Records which are not expressly listed on either retention schedule cannot be destroyed without consent. A department wishing to destroy such records must receive permission from KDLA to do so. The department must complete a Record Description and Analysis form which describes the nature of the records. This form is sent to KDLA, who determines the appropriate retention time for the records. The form and instructions are available from Records Management.
Terminology
A guide to the terminology used in the retention schedule is available in pdf format.
Contact Records Management if you have any questions.
updated: Tuesday, 07-Nov-2006 10:27:32 EST