Everyone at the University who handles administrative records is responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of these records, in accordance with relevant law and University policy and practice. Administrative records may have operational or historical value to the institution and are owned by The Regents of the University of California.
All university employees who handle administrative records are responsible for knowing and following laws and university policies and guidelines that govern those records. As an individual that means:
- Retaining records for the appropriate period of time (retention period) as mandated by the UC Records Retention Schedule
- Organizing and storing university records in a way that you, or someone else, if necessary, can access them most efficiently in the event of litigation, audit, or a public records request
- Disposing records promptly, in an appropriate manner, once the retention period has expired
- Remember: keeping records longer than necessary or required is a waste of time, space, and other university resources
