Campus Retention Schedule

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, contact the Special Collections office.

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.