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Records Retention

As a state of Ohio educational institution, Kent State University is required to comply with the Ohio Public Records Act.

The Ohio Revised Code Section 149.33 (B) confers full authority for Boards of Trustees of state supported institutions of higher education to establish and administer a records program for their respective institution. The boards are required to apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposition of the records of their respective institutions.

Kent State University has adopted the Inter-University Council Records Retention Manual as its guideline for developing University policies and procedures concerning records retention.

Pursuant to University Policy 3342-5-15, the Office of General Counsel has created this site to assist faculty and staff in managing University records for which they are responsible.

For public records information contact:
David Ochmann

Deputy General Counsel

E-mail: dochmann@kent.edu 
Phone: 330-672-2982
Fax: 330-672-7821

The Director of Archival Services at Kent State University serves as the University Records Officer. Archival Services is responsible for Records Management at the University.

For records management questions please contact:
University Archives
Phone: 330-672-2270
Fax: 330-672-9318

How to Navigate this Site:   

  • Click on Records Retention in the gray menu on the left side of this page
  • This will give you a list of the records by area that you can search.
  • The Record Destruction form is to be used when a record reaches the end of its schedule and must be destroyed. Use your FlashLine user name and password to access the form.
  • You can also use the search function to find a particular records database.
For questions specific to e-mail retention, please read the FAQs.

WHAT IS A RECORD?

The Ohio Revised Code Section 149.011(G) and University Policy 5-15.1(B)(1) describes a record as follows:
(1)    any document, device, or item, regardless of physical form or characteristic;
(2)    created or received by, or coming under the jurisdiction of, any public office of the state or its political subdivisions;
(3)    which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office.

RETENTION PERIOD

It is important to properly retain and manage our records because they serve a number of vital functions related to the operation of our educational institution. Records document our management decisions; provide historical references of transactions and events; enhance our organization’s operational efficiencies; demonstrate regulatory compliance; and provide litigation support.

All records have a lifecycle, and understanding a record’s purpose will enable you to determine how long this lifecycle will endure. Some records can be destroyed relatively quickly while others require preservation for an indefinite period of time in the University Archives.

The IUC Records Retention Manual identifies (5) five general Retention Categories

DISPOSITION

Part of any effective records management program is the timely disposition of obsolete records and the documentation thereof. There are (5) five general Disposition Options that should be considered.

Records listed in the General Schedules may be disposed of without approval of the Office of General Counsel. All other records for which you seek destruction require the approval of the Office of General Counsel and the University Archivist.

The Record Destruction form is to be used when a record reaches the end of its schedule and must be destroyed. Use your FlashLine user name and password to access the form.  Due to the low informational value, high volume, and frequency of disposal, a Record Destruction form does not need to be completed for the routine disposal of records identified as transient in the retention schedules.

DEFINITIONS

The IUC has compiled a list of useful Definitions to assist in the records retention process.