Pro-Records Management Procedures

procedure records management modified Thu Jan 30 2020 15:33:22 GMT-0500 (Eastern Standard Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
PROCEDURE

PROCEDURE NAME

Records Management Procedures

EFFECTIVE DATE

July 7, 1976

PROCEDURE NUMBER

UARC-3.00

PROCEDURE APPLICABILITY

This procedure applies to University administrators, faculty, and staff.

PROCEDURE STATEMENT

Records management standards and principles apply to all forms of recorded information, from creation to final disposition. These records are subject to retention, destruction, and inspection.

REASON FOR PROCEDURE

All records generated in the course of business at the University of Louisville are governed by the State University Model Records Retention Schedules, which are approved by the Kentucky State Archives and Records Commission for the retention and destruction of records created by all of the public colleges and universities in the Commonwealth.

RELATED INFORMATION

REDBOOK Sec. 2.5.6 Archives and Records Policy

The University Archives and Records Center is the official repository for all University records and is responsible for the University's compliance with state and federal records laws, including those governing personal privacy; public access; micrographic, photographic, or electronic storage and reproduction; overall disposition; and destruction. The University Archives and Records Center shall preserve proper and adequate documentation of University policies, decisions, procedures, functions, and essential transactions.


DEFINITIONS

Kentucky law defines public records as "all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings, and other documentary materials, regardless of physical form or characteristics, which are prepared, owned, used, in the possession of or retained by a public agency" (KRS 171.410, Section 1). The Kentucky Open Records Act mandates that "public records shall be open for inspection by any person, except as otherwise provided by KRS 61.870-61.884" (KRS 61.872)

RESPONSIBILITIES

The University Archivist serves as the official custodian of University records.

FORMS/ONLINE PROCESSES

http://louisville.edu/library/archives/university/recmgmt

ADMINISTRATIVE AUTHORITY

Dean, University Libraries

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Archives and Special Collections

400 Ekstrom Library

502-852-6676

recmgmt@louisville.edu


HISTORY

Revision Date(s):

Reviewed Date(s):


The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.