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Records Management

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.

New: 10 Things to Think About Records as You Return to Your Office to Work

UC's Records Management Committee released their 10 important tips to think about records as many people return to work at on-campus locations.

Get Assistance
Stephanie Tenney
Director of Operations,
Office of the CFO & Vice Chancellor
949-824-3454
sktenney@uci.edu

UC Records Management Policies
University records management policy is found in the Business and Finance Bulletins in the Records Management and Privacy (RMP) series. The Associate Vice President – Information Technology Services in the UC Office of the President is delegated universitywide responsibility for records management and information practices policy.
UC Records Retention Schedule
A records retention schedule defines the period of time that records should be retained and when they should be destroyed. Various requirements based in law and university policy govern the retention of administrative records. A retention schedule is critical for promoting responsible records management, mitigating risk, and ensuring consistent compliance across UC.

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.

Record Scanning:

Records Storage:

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

Shredding Services:

  • Iron Mountain is the university's preferred vendor for shredding services.

Additional Resources:

Personnel Records Online System (PROS)
The purpose of the Personnel Records Online System 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
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.