The Records Management Program advises Oregon State University departments and offices on filing, storage, retention, re-formatting, and disposal of university records. The University Archivist has been designated as the Records Officer for Oregon State University and is responsible for development of the General Records Retention Schedule and for educating university personnel in records management policy and procedures. The University Archivist also assists university units in developing unit-specific retention schedules where appropriate.
Oregon State University's Records Retention Policy (effective July 1, 2015) is University Policy 04-010. The General Records Retention Schedule (effective July 1, 2015) sets a minimum retention period for specific university records. Information about the policy and schedule is available in this October 2015 OSU Training Days presentation. Guidance for identifying OSU records with long-term historical or administrative value is available in this November 2016 OSU Training Days presentation.
Unit-Specific Records Retention Schedules set a minimum retention period for records created or maintained by an OSU unit. The following unit schedules are currently available:
- International Scholar and Faculty Services (effective March 1, 2016) (PDF).
- Office of Equal Opportunity and Access (effective December 1, 2016) (PDF).
- Extension and Experiment Station Communications (effective December 1, 2016) (PDF).
The Records Management Program also provides storage and retrieval of non-permanent, in-active, and/or confidential records that have not met their minimum retention period in the University Records Centers. This service includes storage of materials in a secure location at no charge to OSU offices or departments as well as retrieval of needed materials from the records center by SCARC staff for delivery to your office. Participating departments are responsible for providing standard records storage boxes (12x10x15 inches), paying for transportation of materials to the records center (if necessary), and paying also for confidential destruction of materials once it is determined it is appropriate for them to be destroyed.
The Records Management Program was founded at OSU in 1966, making it one of the first programs of its kind.
For assistance with Records Management requests, please contact Elizabeth Nielsen, University Archivist and Records Center Manager (541-737-0543, email@example.com).