Record retention

Purpose

The purpose of this Policy is to ensure that necessary University Records and documents are adequately protected and maintained and to ensure that records that are no longer needed by the University or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding employees in understanding their obligations in retaining electronic documents - including e-mail, Web files, text files, PDF documents, and all Microsoft Office or other formatted files.

Policy

Lynn University is committed to effective, systematic, and logical records management that includes meeting operational needs and legal requirements for record retention and privacy protection, optimizing the use of space, minimizing the cost of record retention, sending permanent records to the University Archives in a timely manner, and providing for and properly disposing of outdated records. This policy applies to all records, regardless of whether they are maintained in paper, electronically, or in some other manner.

Definitions

University Record—includes any record that is made, produced, executed, received, or maintained by any department, division, office, or employee of the University in connection with the transaction of University business, including records considered to be confidential in nature. This Policy applies to all records without regard to format, and includes but is not limited to documents in paper, electronic, and other media formats. Electronic documents will be retained as if they were paper documents. Therefore, any electronic files, including records of communications and reports sent online, that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time.

Procedures/Guidelines

I. Division/Department Responsibilities

Departments and divisions that maintain University records are responsible for establishing appropriate records management procedures. The General Counsel may provide recommendations and standards to departments and divisions for drafting appropriate procedures. The University Archives should be consulted to determine whether records are permanent or are of historical value.

Each department and division must also identify an individual responsible for implementing records management procedures. This should be an individual in a position with sufficient knowledge and understanding of the operations and business needs of the department or division.

To learn more about this policy or the supporting procedures, please contact Eugene M. and Christine E. Lynn Library.

Policy updated on: Oct. 24, 2018