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Records Management

Every person at the university creates records including emails, timesheets, text messages, voice mail messages and memos.

Importance of Record Management

The university could be at risk if you are not managing your records properly. Effective records management provides the following benefits to you and to UB:

  • Efficient record retrieval
  • Assurance that proper records are identified, retained or destroyed
  • Clutter reduction
  • Availability of valuable space
  • Protection against:
    • unauthorized access (system breach or stolen records)
    • litigation

Record Retention Schedules

Record retention guidelines are detailed in the retention schedules.  

The retention schedules list types of records, but usually not specific records or documents. If you are certain that a record is not listed in the retention schedules, contact the Records Management Officer.

The official records are maintained in the designated office of record in accordance with the retention schedules. Copies of official records can be destroyed when you no longer have a business need for the records.

Offices of Record and Record Coordinators

The office of record maintains the university's official records in accordance with the appropriate record retention schedule.

Record coordinators are the subject matter experts for a specific record category (e.g., human resources, financial, student) who provide guidance to departmental record custodians regarding the retention and destruction of the specific record categories for which they are responsible.

Email Records

Generally, records transmitted through email systems have the same retention period as records in other formats related to the same function or activity. Messages and attachments which are records should be maintained in appropriate electronic or paper files and disposed consistent with applicable authorizations for those records. Email records may be deleted if the records have been retained for the minimum retention period and are not being retained for legal action or otherwise subject to a litigation hold or for an audit.

Email communications that are not records are suitable for immediate destruction.

Human Resources Records

Human Resources (HR) is the office of record for most human resources related records. The only official HR records maintained at the department level are monthly and biweekly timesheets.

Copies of HR records stored in the department should be properly destroyed when they no longer serve a legal, operational or historic value to the university. Many HR records are of a confidential or sensitive nature.

Procurement Records

Procurement Services is the office of record for most procurement related records. The individual decanal unit is the office of record for original procurement card documents maintained in departmental files (e.g., receipts, receivers, invoices). Copies of procurement records should be properly destroyed when they no longer serve a legal, operational or historic value to the university.

Procurement Services is the office of record for the following records:

  • Purchase requisitions and justifications
  • Vendor solicitations
  • Requests for proposal
  • Price quotations
  • Leases
  • Bonds
  • Bid Proposals
  • Specifications
  • Procurement contact records
  • Purchase orders
  • Receipts and other payment history records
  • Invoice requests
  • Merchandise receipts
  • Vendor invoices
  • Agency vouchers
  • Procurement records checklist
  • Records of employees' requests for reimbursement or payment of expenses for State and Research Foundation travel, including encumbrance records, requests for travel advance, travel vouchers, justifications and various supporting records
  • Records related to the acquisition or sale of real property.
    • Contracts and related records involving the state's rights in or title to real property, the rents or profits therefrom, or a citizen's real property claims by virtue of Letter Patent or a grant from the state
  • Contracts Notes:
    • Departments may retain a copy of a contract to aid in assuring that the terms of the contract are understood and met
    • Departments should retain supporting documentation related to contracts/purchases that would not be in the possession of Procurement Services (e.g., sign in/log books, service reports, work tickets, time tickets, etc.).

Sensitive or Confidential Records

Any regulated private data, personally identifiable information or confidential records that you hold should be protected against theft. This includes physical theft of paper records, disks or flash drives and theft of records that are stored electronically. Examples of information that could be included in a record are:

  • Social security number
  • State-issued driver license number or non-driver ID number
  • Credit or debit card number, or any other financial account number
  • Computer access protection data such as username and password combinations
  • Medical and health related data
  • Passport number
  • Mother's maiden name
  • Date of birth
  • Place of birth

Contact an Expert

Brian Hines

Records Management Officer

Policy and Operational Excellence

Phone: 716-645-5464

Email: hines@buffalo.edu

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