Program Overview

---

Introduction to Records Management

BGSU's Records Management program supports University offices in managing their records efficiently and in compliance with state and federal laws. Whether records are paper, digital, or in other formats, the Records Management Program provides guidance on how to organize, store, retain, and dispose of them appropriately.

Understanding Records Retention Schedules

Retention schedules tell you how long to keep specific types of records and what to do with them when they're no longer needed.

General Retention Schedule

The General Records Retention Schedule covers record types commonly used across campus, such as meeting notes, budget records, or personnel files.

Office-Specific Retention Schedules

Office-Specific Retention Schedules are developed in collaboration with the Records Management Program for offices that manage unique records not covered by the general schedule.

Records Assessment Process

The records assessment process involves the following steps:

1. Start with a Records Inventory: Complete a Records Inventory Form for each record series your department maintains.
2. Review and Appraisal: The University Archivist will review your inventory to determine retention periods. This may involve:

• Matching your records to the General Records Retention Schedule
• Creating a department-specific schedule, if needed
• Evaluating materials for their historical value

3. Ongoing Support and Guidance: Additional support is available for:

• Email and shared drive management
• Filing systems
• Scanning and microfilming programs
• Records destruction procedures
• And other records-related questions

Records Disposal

Disposing of records properly helps the University meet legal requirements and protects sensitive information.

Before You Destroy

1. Check the retention schedule to ensure the retention period has passed.
2. Confirm no legal holds or discovery requests apply.
3. Use confidential shredding for non-public records. When in doubt, shred it.

Complete the Certificate of Records Disposal (CRD)

A CRD must be filled out each time records are destroyed (except for routine disposal of transient or superseded records).

• Keep a copy of the CRD in your office for 10 years.
• Send a copy (paper or digital) to the University Archivist.

Public Records and Legal Context

Most records created by BGSU employees are considered public records and are subject to disclosure laws. The Records Management program uses the Inter-University Council of Ohio's Model Records Retention Schedule as a foundation and ensures compliance with Ohio Revised Code Section 149.33.

Compliance Note

BGSU's Records Management program operates under the authority of the Board of Trustees and is administered by the Center for Archival Collections. The program ensures the University meets legal requirements for records retention and disposal.