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.
Scanning, Storage & Shredding
Most day-to-day records are now created and stored in electronic format departments may wish to address physical records by scanning, shredding, or storing them off site.
- 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.
- Iron Mountain is the university's preferred vendor for offsite records storage.
- Southern California Shredding is the university's preferred vendor for shredding services.
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.