Records Retention Standard
California State University, Monterey Bay is committed to effective records management that includes meeting legal and regulatory requirements for record retention; minimizing the space needed for and the cost of records retention; and appropriately destroying outdated records.
Comments or feedback on this standard should be directed to The Office of the Chief Information Officer at (831) 582-4700.
This standard applies to all records, regardless of medium held by CSU Monterey Bay and all employees of CSUMB and CSUMB auxiliary organizations.
Records retention period
Records shall be retained for the minimum time periods indicated in the CSU or CSUMB Records Retention and Disposition Schedules. Retention periods are counted from the date of creation of the record, unless other instructions (e.g., “3 years from termination”) are noted in the records retention schedule.
Modification of CSU records retention and disposition schedules
The campus may modify the CSU Records Retention and Disposition Schedules, as needed, by incorporating records unique to the campus. The CSU Schedules may not be otherwise abridged or altered.
Information concerning campus specific records shall be provided to the Information Security Officer (Office of the Chief Information Officer) and shall include the record title and the records series to which the record shall be added (e.g., University Police, Personnel/Payroll). Information shall also include the identification of the custodian of record, record value, retention source authority, and the retention period.
Roles and responsibilities
Custodian of Records are responsible for identifying records unique to the campus which are not included in the CSU Records Retention and Disposition Schedules and for ensuring appropriate and timely disposal of records in accordance with CSU or campus retention and disposition schedule timeframes.
The Information Security Officer is responsible for “publishing” the CSUMB Records Retention and Disposition Schedules and for providing copies to the Office of the Chancellor upon request.
It is the responsibility of each CSUMB and CSUMB auxiliary employee to adhere to the Records Management Standard and to the supporting standards and procedures.
It is the responsibility of department heads to ensure that employees under their supervision comply with the Records Management Standard and with the supporting standards and procedures.
This standard will be subject to revision in response to changes in technology, regulatory compliance, and/or CSUMB operational initiatives.
06/21/2019 by Chip Lenno, CIO/ISO