About the Campus Retention Schedule (CRS)
The CRS contains common departmental functions to help offices identify recordkeeping requirements. That is, records are grouped by their purpose rather than under a department or office. This allows for multiple offices to gather the information they need from one source, and to standardize disposition actions across campus. Regardless of where the records are or who maintains them, records containing the same kind of information and retention periods fall into the same category. Understanding that your department's records are spread throughout the schedule by function will help you in understanding how to navigate the CRS. See below for instructions on How to Use the CRS.
The CRS is subject to change and revision as recordkeeping practices change, record categories are revised, and offices that manage records are reorganized. To create your own retention schedule, download a blank records retention schedule.
Common Departmental Functions
The University's responsibilities are organized into eight aggregate groupings, each known as a function, in which a typical office will engage. Within each function are several record groupings or categories. Locate the function that most closely resembles the operation from which a record resulted, then select the grouping that the record fits within. That record category will inform you of how long you need to keep the record and how you should dispose of the record. Use those categories that apply to your office.
Administrative: This function pertains to an office's administrative matters.
Financial: This function pertains to a department's financial activities.
Most financial matters of the Brigham Young University-Idaho system are centralized and are operated exclusively through Financial Services. Applicable financial records will be handled through that office. Other departments need only be concerned with a limited amount of financial records.
Human Resources: This function pertains to matters associated with personnel, including employment, benefits, education and training, health and safety, and related activities over which an office has primary control.
Instruction & Curriculum: This function pertains to departmental duties over curriculum, education, training, and instruction.
Legal & Regulatory: This function pertains to all legal and regulatory matters of the office.
Property/Equipment: This function pertains to an office's activities related to property, equipment, and facilities.
Relations Management: This function pertains to the public and internal relations of University offices, including alumni relations.
Students: This function pertains to activities of the University's students, including student records, honor, and services.
The Student Records Office holds primary responsibility for a student's academic record. Academic departments are involved in the creation, use, and administration of student records, but they should look to the Student Records Office as the repository of vital student records. The Student Records Office actively scans and preserves student's academic records.