Budget Office Navigation Bar Michigan Tech Home Academics Search Michigan Tech Michigan Tech Departments

Policy Number: 2.1007
Title: Record Retention
Effective: 07/01/2008
Senate Proposal: No
Responsible University Officer: Vice President for Governmental Relations
Responsible Office: Library

Policy Statement  |  Reason  |  Requirements  |  Related Information  |  Exclusions
Contacts  |  Definitions  |  Responsibilities  |  Procedures  |  Forms & Instructions  |  Appendices  |  History

Policy Statement

The University will follow a records retention schedule (refer to Appendix A) to provide a standard for maintaining necessary records as required by applicable state and federal law, and to the extent necessary for operational purposes. The retention periods listed on this schedule should be considered the minimum time for which a paper record must be held.


top

Policy Requirements

It is the responsibility of each department to develop an inventory of the records unique to that department. The paper records created by departments are known as the record copy.

Records that have been kept for the required length of time should be disposed of in the appropriate manner.

top

Reason for Policy

This policy was developed pursuant to an Internal Audit comment and suggestion to assist departments in determining the retention period for records created by departments at Michigan Tech. The record retention schedule is not all-inclusive. It is a guide to assist departments when making record disposal decisions.

top

Related Policy Information

The Records Retention Committee developed the record retention schedule with recommendations suggested by various departments and divisions. The schedule shall be updated from time to time and shall not be considered as obsolete at any time.

top

Exclusions

top

Contacts

Office/Unit Name Telephone Number
Director, Library 7-2500
Vice President, Governmental Relations 7-2318
Chief Financial Officer 7-2642
top

Definitions

Record Copy - The most complete or official copy of a paper document which is almost always the original document. The only exception is a copy of an original document that the department has filed with an agency elsewhere.

top

Responsibilities

Department Dean/Chair/Director/Head - Maintains departmental record copies according to the record retention schedule.

Individual Departments - Reviews the changes in federal and state laws pertaining to record retention.

Record Retention Committee - Reviews the record retention schedule once per year and makes changes as applicable.

top

Procedures

In support of this policy, the following procedures are included:

Procedure
top

Forms and Instructions

In support of this policy, the following forms/instructions are included:

top

Appendices

Appendix A - Record Retention Schedule

top

History

Adoption Date: 09/22/2004 Approved by vice president for governmental relations
Amended: 07/01/2008 Changed the Record Retention Schedule for financial and tax records to the State Approved Records and Retention and Disposal Schedule.
05/01/2012 To reflect current University titles and practice, MTU is now Michigan Tech and the email address for questions is now hbwebmaster.
top

Policy Statement  |  Requirements  |  Reason  |  Related Information  |  Exclusions
Contacts  |  Definitions  |  Responsibilities  |  Procedures  |  Forms & Instructions  |  Appendices  |  History