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Records Management Policies and Procedures

Records management entails consistent systems throughout campus guiding how and when records are created, accessed, stored, and/or discarded. This guide includes advice on working with the University Archives, identifying records and their sources, develo

9.3 When Records Can, Should, or Must be Destroyed

According to the CSU Retention Schedules, there are particular types of records that must be destroyed at the end of their retention period. When applicable, the necessary destruction of records is indicated explicitly under the column header “Retention Period” using words such as “retain for [N years], then destroy.” When there is no such indication, records stewards can collaborate with the University Archivist and other stakeholders as appropriate in determining whether to archive or destroy the record at the end of its retention period. Records that should be destroyed after their retention period has passed include those that do not have archival value and/or contain personal sensitive information (e.g. personnel files, human subjects research data, student records, or health information). Destroying the right records at the right time can also help manage the risk of information being available that ought to be secure.