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Records Management

University Records Policies

These are policies that are important to know and follow when managing the University's records.

University Records Management Policy

The University of Denver creates, manages, and uses a wide variety of records to conduct its affairs and support its educational mission, vision, values, and goals. Recognizing this, the University has instituted a records management program and a set of policies governing the care and management of its records.  The purpose of the records management program is to assist the University in complying with external record-keeping requirements, managing University risk, and preserving the history of the University. Read the Records Management Policy.

Records Retention Schedule

The University Records Retention Schedule defines how long record types should be retained; the office, division, or department primarily responsible for a record type; and the ultimate disposition of the record when the retention period expires: destruction or permanent retention in an archival environment.   Retention periods and dispositions are based on legal and regulatory requirements; standard practices; and the administrative, fiscal, legal and historic value of the content. The records retention schedule applies to all record formats including paper records and electronic records. 

View the Records Retention Schedule in the Records Authority application.  Records Authority is an open source web application designed at the University of Denver to manage structured and reusable metadata about records and records systems.  The software is a lightweight and inexpensive tool used to inventory records; create, manage and distribute retention schedules; and survey departments.  Initial funding for development of Records Authority was provided by the National Historical Publications and Records Commission.  You can find more information about Records Authority here.

Litigation Hold Policy

The University has a legal obligation to preserve evidence and records, including electronic documents, which are relevant to a pending or potential claim or action, such as a government audit, administrative proceeding, or lawsuit.  University Counsel will issue a Litigation Hold Notice when a government audit, administrative proceeding, or lawsuit dictates that certain records be retained until the matter is resolved.  Any person receiving a Litigation Hold Notice is responsible for preserving and maintaining all relevant records.  Read the Litigation Hold Policy.

Central Business Files Policy

Pursuant to the Central Business Files Policy, the Vice Chancellor for Business and Financial Affairs maintains central business files as the official corporate records with a unified inventory of those records and documents.  Records within the central business files are kept in a secure facility.  Central business files include the business and financial records of the University and are housed in four locations: the vault in the Mary Reed Building, Controller's fireproof cabinet, the safety deposit box, and the Cashier's vault.  Original files are kept for all property, notes, securities, deeds of trust, indentures, patents, intellectual property licenses, leases, and other material as may be deemed appropriate.  Read the Central Business Files Policy.