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Policy Title: University Records, Archives, and Publications

Boise State University Policy #1020
Effective Date: July 1, 1987
Revised: November 1998;
October 2007;
September 10, 2012;
November 2015

Purpose:
To establish policy for the retention and disposal of institutional records and
publications.

Additional Authority:
Idaho Code §67-5751
Idaho Code §33-2505B

Scope:
Applies to all institutional records and publications.

Responsible Party:
Office of the President, 426-1491


Policy

  • I.  Policy Statement
    The University recognizes the important role that records and other institutional publications play in maintaining the organization’s history and identity. Therefore, the university has established a committee and set of policies that provide guidelines to ensure that documents necessary for the preservation of that history are handled correctly.
  • II.  Definition of Institutional Records and University Archives
    Institutional records include all documents or records that are created or received in connection with the activities and business of the university. Institutional records are preserved for varying periods in order to provide information and evidence concerning policies, decisions, procedures, functions, or other activities of the institution. University archives are those documents or records defined above which have been deposited with the university archivist for permanent preservation and control and to be made available for use in accordance with the provisions under which they have been placed in the archives.
  • III.  Distinction Between Public Records and Personal Files
    • A.  Public Records: Correspondence, minutes, reports, and other materials that are related to the official function of the university are public records. Their preservation, transfer, disposal, and destruction are governed by this policy.
    • B.  Private Records: Personal files of faculty and staff of the university that pertain to their professional careers, such as lecture notes, syllabi, manuscripts and so forth, are not regarded as public records. Faculty and staff are encouraged to offer these types of records to the university so that materials having historical or research value may be preserved in the university archives.
    • C.  Source Material Considered Public Records: Records relating to faculty, staff, and student organizations, which provide source material that could be valuable to researchers engaged in tracing the history of the university should be treated in the same manner as public records. Examples of source material that should be considered public records include minutes, agendas, and committee reports of Faculty Senate, ASBSU entities, local chapters of professional groups, and so forth.
  • IV.  Inventory of Records
    The officer in charge of each administrative unit, including department chairpersons, is responsible for initiating and maintaining an inventory of records under his or her direct control.
  • V.  Boise State University Publications
    For Boise State University publications that are retained under Idaho Code §33-2505B at the Idaho Commission for Libraries, the commission will determine documents that meet the code requirements and obtain electronic copies of the needed Boise State publications from the university web site. The documents are stored in the state digital repository.
  • VI.  Retention and Disposal of Records
    Records should be maintained only for the minimum periods required to serve the basic official functions of the office involved. At the end of those periods, records will be destroyed according to the procedures enumerated below or be transmitted to the university archives in accordance with the schedule provided in the appendix below.
  • VII.  Procedures
    • A.  Request for Record Destruction: Any University department, unit, or organization desiring to destroy unwanted records must write a letter of request to the appropriate vice-president. If the specific vice-president concurs that the records in question should be destroyed, he or she will write to the Director of Department of Administration for the State of Idaho, describing the records to be destroyed with sufficient enough detail to establish whether or not the records have fiscal or historical significance.
    • B.  Necessary External Entity Authorization: Upon receipt of the university’s request (through the respective vice-president), the Department of Administration will obtain the necessary sign-offs from both the Legislative Auditor and the State Historical Society.
    • C.  Notification of Decision: The University will receive written notification authorizing destruction of records as requested, or stating reasons why the records should be retained.
    • D.  Authorization for Destruction: Records that have been authorized for destruction should be disposed of according to the following methods:
      • 1.  Confidential records will be burned or shredded by the generating agency.
      • 2.  Non-confidential records will be disposed of by transferring them to the Division of Building Services for recycling.
  • VIII.  Appendix

University Records, Archives, and Publications Governance/Legal Appendix

RecordsWhere Maintained (Office)Minimum Period of RetentionDisposition
Academic Records (Student)Registrar (Vault)PermanentRetain in Registrar's Office vault on microfilm & alternate location
Accreditation Documents & ReportsProvostPermanentRetain in Provost's Office & Univ. Archives
Annual/Biennial ReportsPresidentTwo YearsUniversity Archives
Audit Reports (Fiscal)AuditFive YearsFinance & Administration
Blackboard course contentOffice of Information Technology (OIT)Archive after two yearsOIT purge from archives after five years*
Budget RecordsBudget OfficerFive YearsFinance & Administration
Contracts>$10,000 or VP DesignatedUniversity ArchivesSix YearsDestroy
Contracts (Buildings)University ArchivesBuilding LifeArchive
Contracts <$10,000Respective OfficesSix YearsDestroy
Correspondence (Univ. Offices)Respective OfficesTime NeededReview--items of historical value to University Archives
Departmental Academic RecordsFaculty or Dept. FilesFive YearsRetain by faculty member or destroy
Dept. or Unit ReportsRespective OfficesTime NeededReview--items of historical value to University Archives
Faculty Evaluation (Information, tenure, rank, or tenure review)Department Chairperson or Dean's OfficeTime NeededDestroy
Sponsored ProjectsGrants (grant proposals, awards, reports)Five YearsDestroy
Health RecordsHealth ServiceDiscretion of Physician (as per established internal policies)Destroy
Institutional reportsInstitutional ResearchFive YearsUniversity Archives
PayrollHuman ResourcesPermanentRetain in Human Resources
Personnel RecordsProvost & Human Resources, Affirmative ActionPermanentRetain in Provost's & Human Resources Offices
PurchasingFinance & AdministrationFive YearsFinance & Administration
Student Placement RecordsPlacement FilesDiscretion of Director (as per established internal policies)Destroy
Student Records (other than academic, health, and placement)Respective Staff OfficeTime NeededDestroy
Student Organization FilesStudent ActivitiesFive YearsUniversity Archives
University Publications (bulletins, catalogs, handbooks, programs, etc.)Library &Univ. Archives (Print Shop send at least one copy of every item to Library for archival purposes.)PermanentRetain in University Archives
Minutes:
-- A. Faculty SenateFac. Sen. SecretaryFive YearsUniversity Archives
-- B. ASBSUStudent Union (Director's Office)Five YearsUniversity Archives
-- C. Other
committees, councils,
etc
Chairperson FilesTwo YearsUniversity Archives
    * Opted out course sites will have their term identifier modified to prevent archive and/or purge.