Records Management assists University of Denver staff and faculty in ensuring that records needed to meet the University's operational, legal, and regulatory requirements are managed in compliance with University policy. We assist by:
- Maintaining the University's Records Retention Schedule. Review the records retention schedule and other important policies.
- Monitoring external record-keeping requirements.
- Conducting (in partnership with staff and faculty department representatives) records reviews and assessments.
- Supporting Continuity of Operations planning for Vital Records.
How we can help
Compliance & Records Management monitors external record-keeping requirements and assists departments by:
- Researching record-keeping regulations.
- Conducting records inventories, assessments, and providing recommendations.
- Assessing business records management systems and practices.
We encourage all staff and faculty to adhere to the Records Retention Schedule and ask for your support in complying to the best of your ability. However, recognizing that the University's records management program is still in an early stage of its development, there will be instances when compliance with the schedule -- and the records destruction expectations, in particular -- will be difficult or not possible. We will continue to work to resolve these types of issues and there will be an announcement when full compliance with the Records Retention Schedule is expected.
Frequently Asked Questions
How is the Records Retention Schedule organized?
The records retention schedule is divided into functional categories. The categories do not correspond to divisions or departments because many record groups are used in departments and offices across campus. Each functional category includes multiple record series that prescribe the length of time the records must be kept, disposition requirements, and Primary Owners.
What is a Primary Owner?
The Primary Owner is the department or Unit responsible for the Official/Master copy. If your department has a copy of a record for which your unit is not the Primary Owner, the record may be destroyed according to the manner prescribed on the Retention Schedule. We recommend that the record is destroyed as soon as possible to save space and prevent possible mishandling of the records.
Are there any exceptions to the retention periods listed on the retention schedule?
Yes. Records scheduled for destruction may sometimes be placed on legal or administrative hold. Holds are placed on records when they are audited, involved in litigation or otherwise requested by the courts or government. Records that are relevant to ongoing litigation or reasonably anticipated to relate to foreseeable legal action must be preserved without alteration. Refer to the Litigation Hold Policy for additional information.
Can I get rid of documents that aren't specifically listed on the retention schedule?
If a record type is not specifically listed on the retention schedule, it is subject to a 3-year retention period. This requirement is defined in record class OTH-138006 ("This classification applies to all records not listed in this schedule - whatever the record type.")