Records Management

All UCI employees who handle administrative records are responsible for the efficient and systematic management of their creation, receipt, maintenance, use, and disposition, in accordance with relevant laws and university policy. All records are owned by The Regents of the University of California, and most should be discarded in a timely manner in accordance to the UC Records Retention Schedule. Other records have enduring historical value and should be retained permanently in the UCI Archives.

Records Scanning

UCI’s Scanning team can provide scanning services right here in campus.

Spectrum Information Services is another option and a UCI-preferred vendor for records scanning.

Records Shredding

On-site shredding can be arranged with:

• Iron Mountain
• Southern California Shredding

Records Storage

Iron Mountain is the university's preferred vendor for offsite records storage.

UCI offers long term storage for boxed materials on pallets.

Personnel Records Online System (PROS)

The purpose of the Personnel Records Online System (PROS) is to create a consolidated, complete employee file that is accessible to those who require access; reduce institutional risks related to unauthorized access to employee records; streamline the process of responding to subpoenas; and manage the retention and disposition of employee records in accordance with UC guidelines.

Public Records Office (PRO)

The Public Records Office (PRO) coordinates the university’s response to requests for records made under the California Public Records Act (CPRA) and the Information Practices Act of 1977 (IPA).

Records Related to Research

The UC Contract and Grant Manual contains a comprehensive chapter on Records/Paperwork Access and Management. A matrix of retention and disposition requirements for Administrative Records Related to Research has been compiled by the UC Vice Provost for Research. In all instances, contracts associated with extramural funding should be consulted for specific retention and disposition requirements applicable to an individual award.

UCI University Archives

The University Archives preserves UCI's historically significant records. Beginning with the founding of UCI in 1965, the University Archives holds materials that document the planning and growth of the campus, the development and administration of academic and administrative programs and services, faculty concerns, student life, and community relations.