Records Management FAQs

An “original record” is the official copy designated by department policy. Each office should identify who is the official holder of the original to prevent unnecessary storage of duplicates and confusion about responsibility.

Establishing this up front:

• Reduces duplicate storage
• Ensures accountability
• Protects official versions

A record series is a group of related documents that are used and filed together as a unit. Retention and disposal decisions are made for the entire series, not for individual documents.

Each retention schedule entry includes:

• Description – what the records contain
• Retention – how long records must be kept
• Disposition – what happens when retention ends
• Schedule number – the official ID used on disposal forms

All public records are the property of the University and the citizens of Ohio. Records may not be removed or destroyed without:

• An approved retention schedule
• Compliance with state and federal laws

Unlawful destruction or removal can result in fines of up to $1,000 per record.

BGSU complies fully with the Ohio Public Records Act. Public records are released unless they fall under a legal exception. Exceptions are interpreted narrowly.

➡️ Access the full Public Records Policy

All public records requests must be referred to the Office of General Counsel. Do not respond independently.

Yes. Records that are not legally exempt must be made available at cost and within a reasonable time under ORC 149.43(A).

If you manage records:

• Know which materials are confidential
• Consult your supervisor about restricted records
• Follow your department’s documented procedure

Improper denial or unauthorized release of records can result in legal consequences for you and the University.

Records may only be destroyed according to an approved retention schedule. All departments must follow:

• Their office-specific retention schedule, or
• The University’s General Records Retention Schedule

Employees should know where to find the schedule that applies to their office.

If you cannot find your records listed:

• Check the General Records Retention Schedule
• Confirm whether your office has a unit-specific schedule

If you still need guidance, contact the University Archivist.

Keeping records longer than required is discouraged because it:

• Increases storage costs
• Raises legal liability

If retention beyond the schedule is necessary, contact the University Archivist to request a revised or office-specific schedule.

No. Retention schedules represent the minimum legal requirement. Records may never be destroyed early.

No. Retention schedules represent the minimum legal requirement. Records may never be destroyed early.

When records meet their retention period:

• Follow the disposition listed on the schedule (recycle, shred, archive)
• Shredding requires a Certificate of Records Disposal
• Disposal forms must be signed and sent to the University Archivist

All shredding must be done through the University's approved vendor.

📌 The retention schedule and disposal certificate together create the legal audit trail required by Ohio law.

Large-volume disposal

Use locked shred bins provided by the approved vendor. The University Archivist can unlock bins for bulk disposal if needed.

CDs, DVDs, and electronic media

These may be destroyed through Information Technology Services (ITS).

Electronic records

Electronic records are subject to the same retention rules as paper files. 

Know your office’s:

• Backup schedule
• Deletion policy
• Retention requirements

Over-retention increases risk and storage costs.

Yes — when it is created or received on university systems in the course of business.

Most email is transitory and can be deleted once it no longer has administrative value. Emails that document business activity should be retained according to the appropriate schedule.

Email may be stored:

• On a server
• In folders on your drive
• On approved external storage

Best practices:

• Organize by project or record type
• Delete all copies when retention ends
• Avoid sending confidential material by email
• Remember: email can be hacked

Process email like physical mail:

1. Open & assess
2. Delete non-records immediately
3. File transitory messages for short-term review
4. File true records in structured folders

Tip: Use folders labeled by project or retention period for automated cleanup.

Only create what is needed to support your department’s mission.

Ask:

• Does this document serve a business function?
• Does it document a decision or transaction?
• Will it be useful beyond immediate communication?

If the answer is no — don’t create it.

For guidance, contact the University Archivist. Smart records management:

• Saves money
• Reduces risk
• Improves efficiency
• Protects institutional memory