Tips for Managing University Records

What is a University Record?

University records are defined in BFB-RMP-1: University Records Management Program and BFB-RMP-2: Records Retention and Disposition: Principles, Processes, and Guidelines. A record is

“Any writing, regardless of physical form or characteristics, containing information relating to the conduct of the public’s business prepared, owned, used, or retained by an operating unit or employee of the university.”  (RMP-2)

What is NOT a University Record?

“Material that is of immediate value only.  Non-records do not serve to document the organization’s functions, policies, decisions, procedures, operations, or other activities of the University, and have little or no operational value.” (RMP-2)

How long should University Records be preserved?

Records retention is governed by the University Retention Schedule, which specifies, for each type of University Record, how long you should preserve it and when you should destroy it. Records should not be kept beyond their retention period, except when there is a records hold due to one of the following circumstances:

  • an open Public Records Act request
  • pending, foreseeable, or ongoing litigation
  • a pendng or ongoing investigation
  • an ongoing audit 
For questions about records retention policies, consult this FAQ document or contact the campus records management coordinator at retention-records@berkeley.edu

Records Management FAQs

What if a record in my possession is a duplicate?

You can purge duplicates of records that are stored and officially filed somewhere else, even before the end of the retention period.

How do I know if a records hold is in effect?

You will receive a written notice that you need to preserve certain records.

How can I ensure the security of my electronic records?

How can I safely store electronic records that other colleagues also need to access?

How do I interpret retention periods that are just numbers, like 0 – 5?

  • Retention periods of single numbers (e.g., 5) identify the number of years you should retain the records after the end of the fiscal year in which the records were produced/received.
  • Retention periods with inclusive years (e.g., 5 – 10) mean the documents must be retained at least the minimum stated years (5) and destroyed no later than the maximum stated years (10).
  • Retention periods that begins with “0” mean that the record may be destroyed at any time. For example, 0-3 means the record may be destroyed upon receipt or any time up to 3 years after the end of the fiscal year in which the record was produced/received.
  • For more information, see this UCOP FAQ document