Records Retention Schedules
Records retention schedules identify how long specific types of university records must be retained and what should happen to them at the end of the retention period. Departments should consult the applicable schedules before transferring or disposing of records.
Best Practices for Records Management
These nine practices provide guidance for maintaining, protecting, and properly disposing of university records.
1. Identify Records
- Determine what records your department maintains.
- Include paper and electronic records.
- Determine if a records inventory exists.
2. Store Records Appropriately
- Use climate-controlled storage areas.
- Keep paper records in secure, organized filing areas.
- Use university-approved shared drives instead of personal devices.
3. Follow Retention Schedules
- Determine how long records must be retained.
- Do not destroy records before retention requirements have been met.
- Distinguish official records from convenience copies.
4. Keep Records Organized
- Use consistent filing systems.
- Separate active and inactive records.
- Remove unnecessary duplicate or convenience copies.
5. Protect Confidential Information
- Limit access to authorized individuals.
- Secure sensitive and confidential information.
6. Manage Electronic Records
- Keep electronic records accessible, reliable, and usable.
- Preserve important records documenting university business.
7. Dispose of Records Properly
- Verify that the retention period has been met.
- Do not destroy records subject to a legal hold, audit, or investigation.
8. Transfer to University Archives
- Contact University Archives when records are eligible for transfer.
- Follow appropriate transfer procedures and documentation.
9. Review Records Regularly
- Identify records that must be kept.
- Review records that have met their retention period.
- Determine which records can be securely disposed of.
Frequently Asked Questions
Select a question to view the answer.
What counts as a university record?
A university record is information created, received, or maintained by the university as part of its business, activities, or operations, regardless of format.
What is not a university record?
Personal notes, drafts, convenience copies, and general reference materials.
What is a records retention schedule?
An approved schedule identifying how long a specific type of record must be retained and what should happen at the end of its retention period.
Which retention schedule applies to my records?
Identify the purpose and function of the record, then review the applicable university records retention schedules. Contact the Records Manager if you are unsure.
What if my record is not listed on a schedule?
The Records Manager can help determine whether the record falls under an existing record series or needs to be addressed through the appropriate records management process.
Do retention requirements apply to electronic records?
Yes. Retention requirements apply regardless of format, including documents, databases, spreadsheets, digital images, and paper records.
Do electronic records need to be printed?
No. Electronic records can remain in electronic format as long as they are accessible, reliable, and usable for the required retention period.
How long should university records be kept?
Follow Mississippi State University's approved records retention schedules.
Where should university records be stored?
Store records in secure, appropriate locations that protect against unauthorized access, damage, or loss. Options include climate-controlled areas, locked filing cabinets, and university-approved shared drives.
Can I delete emails?
Yes, if they are non-records, such as meeting reminders, scheduling messages, general announcements, event flyers, system outage notices, and brief acknowledgments. Emails documenting university business must follow retention requirements.
How do I transfer records to University Archives?
Contact University Archives staff before transferring records. Staff can determine what should be preserved and provide preparation and transfer instructions.
Must records be organized before transfer?
Yes. Records should be reasonably organized and identified so their content and context can be understood.
How do I properly dispose of records?
Use secure shredding or secure electronic deletion. All destruction must be documented on the MSU Records Disposal Log.
Must destruction or deletion be documented?
Yes. All destruction and deletion of records must be documented on the MSU Records Disposal Log.
Who manages records in my department?
Departments are responsible for managing records according to university policy and applicable retention schedules. The Records Manager provides guidance and assistance.
Who can answer records management questions?
Vonkeshia Hyatt, University Records Manager. Email: vhyatt@library.msstate.edu
Records Management Glossary
Definitions of commonly used records management terms.
- Active Record
- A record regularly accessed or needed for current business or administrative purposes.
- Convenience Copy
- A duplicate maintained for general reference or convenience but not designated as the official record.
- Disposition
- A record's final action after retention requirements have been met, including destruction, archival transfer, or permanent preservation.
- Electronic Records
- Information created or stored electronically, such as emails, documents, spreadsheets, databases, and digital images.
- General Records Schedule
- A list of common records series indicating their retention periods and disposition instructions.
- Inactive Record
- A record no longer regularly used for current business but still required to be retained.
- Non-record
- Material not considered an official university record, such as certain reference materials and convenience copies.
- Official Record
- The authoritative copy designated to fulfill university recordkeeping requirements.
- Permanent Records
- Records preserved because of the enduring value of their information.
- Personal Record
- Information about personal affairs not created or received during university business.
- Physical Records
- Records in tangible form, especially paper.
- Records Inventory
- A listing of departmental records, including record types, locations, formats, volumes, and retention requirements.
- Records Lifecycle
- The stages from record creation through active and inactive use to disposition or preservation.
- Records Management
- The systematic process of creating, organizing, maintaining, retaining, and disposing of records.
- Records Retention Schedules
- Approved schedules identifying how long records must be kept and what happens at the end of their retention periods.
- Record Series
- A group of related records used for the same function, activity, or purpose and governed by the same retention requirements.
- Retention Period
- The length of time a record must be kept before it becomes eligible for disposition.
- Records Transfer
- The movement of records to another location or department for continued retention or archival preservation.
- Shredding
- A secure method of destroying eligible paper records.
- Temporary Record
- A record kept for a specified period under an approved retention schedule and eligible for disposal afterward.
- Transitory Record
- A short-term record needed briefly for a task or communication, such as routine announcements or meeting reminders.
- University Record
- Documents, correspondence, images, recordings, electronic information, and other materials created or received in connection with official university business or required to be maintained by the university.
University Records Disposal Log
All destruction and deletion of university records must be documented using the MSU Records Disposal Log. The printable form includes fields for record series, date ranges, destruction methods, dates, and responsible staff members.
Records Management Assistance
For assistance with records retention, disposal, or records management procedures, contact:
Vonkeshia Hyatt
University Records Manager
Mississippi State University Libraries
vhyatt@library.msstate.edu
