Records and Information Management

ASU strives to manage its complex enterprise while preserving its history. 

The university’s Records Management program establishes the processes to manage the retention and disposition of its records to comply with laws and regulation, document management decisions, provide historical references to events and transactions, and preserve the university’s institutional history. These are accomplished by optimizing the use of space and minimizing the overall cost of record retention.

It is the responsibility of every university department to maintain the university’s records with the relevant record retention schedules.

Occasionally, the Office of General Counsel may issue a Notice to Preserve Evidence to the academic unit, department or specific employees because of claims or threatened litigation. Such notices to preserve evidence takes precedence over any existing retention schedule. Contact the Office of General Counsel with questions.

Program

Arizona State law requires the university to establish and maintain an active, continuing program for the economical and efficient management of the university’s public records. Records should not be destroyed, removed or disposed of, except as provided by law, rule or policy. Records should be archived or disposed of by following the university’s disposition requirements after the retention period, subject to the exceptions stated regarding retention for audit and litigation purposes. The accountable administrator for each college or unit is responsible for ensuring that employees identify and retain records with the established records retention criteria.