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Records Management

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Retention Schedules

The Wright State Office of Records Management, required by ORC 149.33, provides assistance and support for university offices to be in compliance with state and federal laws and regulations relating to the proper management, retention, and disposal of university records in all formats. The office is responsible for developing records retention schedules that identify records created or received by the university and specify how those records must be maintained. It provides a wide range of services designed to help ensure the university is meeting its record-keeping responsibilities through the development of standards promoting efficiency and minimizing risk in terms of the management of information. The university's Records Management and Retention policy describes the types of university records that need to be retained long term, services provided by the university archives as the official repository for permanent university records, and responsibilities of the university as a public agency in terms of public records requests as further defined in the Public Records policy. The program also provides training workshops to assist staff with the management of university records in their offices.

General Retention Schedule

The General Records Retention Schedule (PDF) is the primary source of retention requirements for the records created, received, and used by Wright State University. Organized by sections, based upon the function of the record, the general schedule contains record series that are common to most university offices.

Department Schedules

Departmental retention schedules are supplemental documents created for an office, department, or program that has a specific function and therefore creates unique records.

University Administration

University Advancement

Colleges and Schools

Enrollment Management and Student Success

Financial Operations/Division of the COO

Provost/Administrative Divisions and Regional Campus

Research and Innovation

Student Affairs

Disposal of University Records

The Records Management Office provides approval for university offices to dispose of university records or transfer them to the archives. A Certificate of Records Disposal (PDF), approved by the university records manager, is required prior to the disposal or transfer of university records listed on department records retention schedules. Records listed in the general schedule (and not your department schedule) do not require a CRD.

Retention Guidelines for Protected Data

University data is protected by state and federal law and university policies and procedures including FERPA and HIPAA regulations. Descriptions, classification examples, and retention schedule recommendations of types of university's protected data follow below.

Gramm-Leach-Bliley Act (GLBA)

The Gramm-Leach-Bliley Act of 1999 relates to the protection of personal financial information held by financial institutions. The GLB Act broadly defines “financial institution” as any institution engaged in financial activities on behalf of consumers. Higher education institutions that process student loans are considered financial institutions under the Act. Protected information goes beyond financial aid records. It includes personal financial information collected by the university, faculty, students, staff, and others. Protected financial information includes financial aid records, credit card and personal check information, salary information and tax records. University offices that maintain protected financial information are required to identify themselves to the Computing and Telecommunications Services, Information Security Officer.

Examples:

  • Credit card numbers with/without expiration dates
  • Bank account information
  • Purchasing card numbers
  • Social Security or taxpayer ID numbers
  • Contract information (between Wright State and third parties)

GLB does not impose a specific retention requirement for protected financial records. Retention schedules vary depending on type of record. For specific retention requirements, refer to departmental records retention schedules or the University General Schedule. Examples include:

  • Accounts Receivable: Records related to amounts due on open accounts for goods and services provided. Retain while active plus 4 years.
  • Accounting Journals/Ledgers: Records used to transfer charges between accounts and for summarizing all transactions. Retain while active plus 4 years.
  • Donor files: Includes information on major donors, donor giving history, copies of checks, and correspondence. Retain indefinitely.
  • Financial aid records: Files on financial aid recipients. Maintain while active plus 6 years.
  • GLB documentation: Records that demonstrate compliance efforts of the institution and its individual units. Maintain for 2 years and until audited.
  • Personnel Files: Employment records of part time and full-time employees. May contain applications, copies of driver’s licenses, social security numbers, birth certificate, payroll and salary info, annual contracts, OPERS forms, etc. Retain while active plus 6 years. Long term information maintained by Human Resources.

Other Protected Information

Advancement Information

  • Name 
  • Graduation class and degree(s) 
  • Credit card numbers 
  • Bank account numbers 
  • Social Security Numbers 
  • Amount / what donated 
  • Telephone/fax numbers 
  • E-mail, URLs 
  • Employment information 
  • Family information (spouse(s) / children / grandchildren) 
  • Medical history 

Research Information

  • Funding/sponsoriship information
  • Human subject information
  • Lab animal care information

Employee Information

  • Social Security Number (including partials) 
  • Date of Birth 
  • Home address or personal contact information 
  • Benefits information 
  • Performance reviews 
  • Worker's compensation or disability claims 

Management Data

  • Detailed monthly expenditures statements 
  • Detailed annual budget information 
  • Faculty annual conflict of interest disclosures 
  • University's investment information 
  • Evaluations

Every university employee is responsible for safeguarding the confidentiality, integrity, and accuracy of protected data. University employees should know what kind of data is protected and what security measures protected data require.