For any questions please send e-mail to: NDSU.Policy.Manual@ndsu.edu

SECTION 713: RECORDS RETENTION

SOURCE: NDSU Policy Manual

1. The records retention period is the length of time records must be retained. A State Board of Higher Education approved Records Retention Schedule appears in this section, and in most instances, applies only to central administration as the primary or official record holder of the University. Some University departments, however, may have federal or other agency records retention requirements to meet. Records may also be maintained to document policies and procedures, and for reference or archival value, etc.
   
   

1.1

Generally if a department is not a primary or official record holder, records need only be retained for departmental operating purposes.




1.2

Decisions on what to retain and for how long should take into account the legal, audit, administrative, fiscal, and historical considerations affecting the record.




1.3

To assure compliance with all regulatory agencies as well as the records retention Schedule, the internal auditor of the University may be contacted regarding either the retention or disposition of records.



2. Following is a brevity code list to assist in the interpretation of the Records Retention Schedule.

ACFR	After Current Fiscal Year
ACYR	Academic Year
CRYR	Current fiscal year (July 1 - June 30)
CY	Calendar year (January 1 - December 31)
FY	Fiscal year (July 1 - June 30)
FYE	Fiscal year end (June 30)
NDRC#	North Dakota Record Control Number
PR	Permanent record
YR	Year
UA	Until audited



3. The Records Retention Schedule consists of the active period of the record (time retained in the office) and the inactive period (time retained in a records center or other off-site storage).
   
   

3.1

The "Current Area" column of the Records Retention Schedule refers to the active period of the record. It is generally assumed that records will be retained in the office until they have been audited.

3.2

The "Total Retention" column of the Records Retention Schedule refers to the inactive period of the record. After audit, the records may then be stored off-site or microfilmed or microfiched for the remainder of the retention period.



4. Reports not specifically listed on the Records Retention Schedule have been designated as management information documents and retention is at the option of the user.