Records are a valuable university asset and serve as evidence of UB's organization, functions, policies, decisions, procedures, operations and other activities.
Every person at the university creates, receives, uses and disposes of records in the course of their day-to-day activities. Documentary materials that support university business and have legal, operational or historical value are records and important university assets.
University records are media neutral – no matter the means of creation, the content of the record is key, not the format.
The following are not records:
Records management is the systematic control of records throughout their life cycle.
The goal of records management is to have university employees create the records we need; keep these records in ways to allow for efficient access and use; maintain records for as long as we need them for legal, operational and historical purposes; and dispose of them when they are past their retention period. Effective records management saves time, effort, space, money and other resources.
Managing university records is a shared responsibility. All faculty and staff are responsible for managing the records and information under their custody or control.
Retention schedules are designed to allow university records to be retained for as long as necessary. When records are no longer needed, the schedules provide guidance on proper disposition.
Record retention guidelines are detailed in the retention schedules. The retention schedules list types of records, but usually not specific records or documents.
The Office of Record maintains the university's official records in accordance with the retention schedules for a specific record category (e.g., human resources, financial, student).
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 disposition of the specific record categories for which they are responsible.
Human Resources (HR) is the office of record for most human resources related records, including payroll and personnel 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 historical value to the university. Many HR records are of a confidential or sensitive nature.
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 historical value to the university.
Procurement Services is the office of record for the following records (this section covers all contract and non-contract records related to purchases of goods and services or payment of claims, except for records of contracts related to capital construction or land purchases):
University records may contain information that is protected by federal and state laws and regulations, as well as university policy. These records require additional safeguards to manage risk related to confidentiality, integrity and access.
Restricted data (including personally identifiable information) requires a high level of confidentiality and must be protected against unintentional, unlawful or unauthorized access, disclosure or theft. Restricted data includes:
When managing data confidentiality, follow these guidelines:
Carrie A. Woodrow
Policy, Compliance and Internal Controls
420 Crofts Hall
Phone: (716) 645-1786