Skip navigation
Risk Management Banner

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.  As a result, the University has instituted a records management program and a Records Management Policy governing the handling of its records.  The purpose of the records management program is to assist the University in complying with legal record-keeping requirements, managing University risk, and preserving the history of the University.

Records Retention Schedule

The University Records Retention Schedule defines how long record types should be retained; the record type's owner (in other words, 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; best practices; and the administrative, fiscal, legal and historic value of the content. The records retention schedule applies to all record formats including electronic records. 

Litigation Hold Policy

As explained in the 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 lawsuit, government audit, or administrative proceeding.  General Counsel will issue a Litigation Hold Notice when a lawsuit, government audit, or administrative proceeding 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.

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.