The University of Iowa is charged with developing internal rules for the economical, efficient, and systematic management of its records. Accordingly, the University has established the following Records Management Policy and Records Management Program and Retention Schedule to maintain, protect, and retain or dispose of records in accordance with legal, historical, and reference needs. As such, this policy implements the requirements of the Iowa Administrative Procedure Act (Iowa Code 17A.1) and Board of Regents Rules (Iowa Administrative Code 681-10).
Records are the property of the state and shall not be mutilated, destroyed, removed, or disposed of, except as provided by law, rule, or policy. Records should be archived or disposed of in accordance with University disposal requirements after the retention period, subject to the exceptions stated in this policy regarding retention for audit and litigation purposes. All University of Iowa faculty and staff have responsibility for identifying and retaining records in accordance with established records retention criteria (outlined in the Records Management Program and Retention Schedule).
The University of Iowa Secretary, appointed annually by the Board of Regents, State of Iowa, according to the Iowa Code 262.9, or designee, in consultation with other University administrators as appropriate, shall have the authority and duty to implement, administer, and update this policy as necessary.
17.3 DEFINITION AND IDENTIFICATION OF RECORDS.
Records are anything containing information which is made, produced, executed, or received in connection with the transactions and official activities of the University or executed in the conduct of University business, including research, teaching, service, and administration. Examples include documents, books, paper, electronic records, photographs, videos, sound recordings, databases, and other data compilations that are used for multiple purposes, or other material, regardless of physical form or characteristics.
Records can be divided into two categories: 1) Official, and 2) Transitory/Convenience.
(2) the single official copy of a document maintained on file by an administrative unit of the University which is usually, but not always, the original.
(3) subject to the records retention requirements included in the Records Management Program and Retention Schedule.
2) extra copies of documents or records created or preserved for convenient access and/or for reference, including computer backups and duplicate computer files. (See University of Iowa IT Backup and Recovery Policy for specifics on electronic record backup.)
3) miscellaneous papers or correspondence without official significance such as post-it notes, letters of transmittal, or route slips.
(4) versions or drafts of reports, memos, word processing files, letters, messages, or communication (electronic or otherwise) that are used to develop a final official document.
(5) records that do not carry a requirement for retention and should be destroyed when they cease to be useful (using secure destruction methods if they contain confidential information).
Either official or transitory/convenience records may also contain vital information. Vital information is considered essential for the operations of a department (and/or the University) and includes information that may prevent a department from incurring serious liability or risk, or that would be extremely costly to replace. In the event of a disaster, this information, if destroyed, would make it difficult for a department to conduct normal business activities. University faculty and staff should determine if records contain vital information and maintain and dispose of them accordingly.
Any record, official or transitory/convenience, may be considered a public record; however, not all public records are subject to release (see University of Iowa Public Records Site or Iowa Code 22.7).
The Records Management Program and Retention Schedule includes:
b. Procedures dealing with utilization of space, equipment, and supplies.
c. Schedules for retention of official records, and the form in which they are to be retained, either in offices or archives.
d. Schedules for destruction of official records and the method to be used.
e. Standards for reproduction of records.
b. Transitory/convenience records may be destroyed at the discretion of the user, assuring the secure destruction of confidential information. Transitory/convenience records that may have historical or enduring value should be reviewed by the University Archivist before destruction.
c. Exceptions to disposal of records:
(2) Records must be maintained until all required audits and requests are satisfied and should be retained beyond the required retention period when there is a probability of litigation either involving records or requiring their use.
(3) If the University Office of the General Counsel has issued a litigation or legal hold, records relevant to the issue must be preserved until the hold has been released.