University Libraries - Special Collections Retention Schedule

BGSU Schedule of Records Retention

Office:  University Libraries—Special Collections 

In accordance with ORC Section 149.33 and Bowling Green State University Board of Trustees, a schedule of Records Retention and Disposition for the following records is hereby established.  This schedule shall be used in conjunction with the BGSU General Records Retention Schedule.  This schedule and the General Schedule supersede any and all previous schedules for these records.  The records covered by this schedule, upon expiration of the listed retention periods, shall be destroyed unless otherwise specified.  No record shall be destroyed, however, that pertains to any pending claim, action, litigation, or request.  

Approvals: 

Department Official: Signed
Date: 02/12/2019 

Records Manager: Signed
Date: 02/12/2019

Notes: 

1. A Certificate of Records Disposal (CRD) should be prepared prior to the disposal of any records and retained by the office/department for 10 years after the date of disposal.  A copy of the CRD should also be sent to the University Records Manager.  Confidential paper records must be disposed of through shredding with the University’s approved shredding vendor.  
2. University records include all information, regardless of format (paper, electronic, microform, etc.), created or received by a university office that documents the functions, policies, procedures, decisions, operations or other activities of the office.  Retention periods apply to all records regardless of format.   
3. The University Archives will only collect those record series listed on the attached schedule as transferrable to the Archives that at its discretion have continuing historical value.  Other historic items listed on the attached schedule or on the university’s General Records Retention Schedule may also be collected, at the discretion of the Archives.  
4. Storage of inactive/non-permanent records is available at the University Records Center.   
5. Forms, the General Records Retention Schedule, and other records management information can be found at the Records Management website (available at www.bgsu.edu/library/cac/rm).

The General Records Retention Schedule (available at:  https://www.bgsu.edu/library/cac/rm/retentionschedules/general.html) includes, but is not limited to, the following categories of records:

• Accounting/Financial Records-General; Accounts Payable; Accounts Receivable; Deposits and Banking records; Invoices 
• Advertising and Marketing (Office of Origin and Third Parties) 
• Budget Files 
• Committee, Cabinet, Working Groups and Task Force files 
• Contracts and Agreements 
• Correspondence and Memoranda-Routine and Transient 
• Correspondence and Memoranda/General Subject Files (including Upper Administration) 
• Equipment maintenance, service and inventory records 
• Event Files and Events/Special Project Files 
• Grants and Sponsored Research Files (funded and unfunded) 
• Newspaper clippings 
• Personnel Records-Local Copies 
• Publications (office of origin and third parties) 
• Reports-Annual or Major 
• Search and Hiring Records/Search Committee Files 
• Student Worker/Assistant Personnel Files