A. Property Clerk Responsibility
1. Provide department with written information
regarding retention and disposition of records.
a) Provide guidelines.
b) Meet regularly with
unit liaisons.
2. Oversee status of confidential records
including access, storage and destruction.
a) Be available to
coordinators of confidential records at
specified times to identify action needs for
specific records.
b) Update log to record
specific action taken within unit.
3. Collect records retention schedules and
procedural documentation for all campus
departments.
4. Be available to assist individual units in
developing departmental retention schedules and
procedures.
5. Facilitate storage and disposition of
university records with Materials Management
and/or outside
contractors.
6. Assist in identifying official Office of
Record for records, which might be kept by
multiple units.
a) Provide assistance to all units to establish
Office of Record.
b) Record designated Office of Record in
official university policy and procedures.
B. College and Department Responsibilities
University colleges and departments are
responsible for maintaining university records
in accordance
with federal, state and CSU requirements
that are applicable to the respective
university, college or
department, and which provide protection to
the rights of individuals and the university.
Costs related
to the retention and disposition of vital
university records shall be charged to the
designated Office of
Record. Any college or department retaining
or disposing of non-vital or duplicate vital
university
records are responsible for the expense of
retaining or disposing of these records.
It is recommended that each college/department:
1. Identify the appropriate
Office of Record for specific University
records.
2. Assign one individual
responsibility for monitoring their Records
Management Program.
3. Appraise records in its
custody to determine if the records have legal,
fiscal, historical, or
administrative value. When questionable, Library
and Information Services can provide guidance
regarding the archival value of a record.
4. Identify vital records and
establish necessary, internal procedures for
their protection.
5. Dispose of records in
accordance with established disposition
schedules.
6. Manage the retention and
disposition of vital University records within
the designated Office of
Record.
