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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

9.5 Role of Records Stewards

The SJSU Standard on Record Retention and Disposal designates records stewards for various offices on campus. Having a records steward to ensure adherence to local, campus, and CSU-wide records management requirements is pivotal in creating sustainable records management practices. The University Archivist strongly recommends having a designated records steward in every office and organization.

The role of records steward can be incorporated into existing job duties where it makes sense to do so. For most offices and organizations, being a records steward will not be a full time job. A records steward can be responsible for any or all of the following:

  • Leading periodic records management assessments
  • Gaining familiarity with CSU and SJSU orders regarding records retention
  • Conducting records management-related onboarding and offboarding procedures
  • Leading or scheduling training on records management for all records creators
  • Leading the records review cycle
  • Moving records’ status from active to inactive
  • Communicating with the University Archivist regarding transfers of records
  • Authorizing the transfer of records to the University Archives
  • Destroying records in accordance with the CSU retention schedule