The Records and Information Management Program is the legal authority, designated by the Board of Regents and the president of the University of Alaska, to develop records retention and disposition schedules that identify records created or received by the University, and to provide a timetable with consistent procedures for maintaining information on all campuses in all media, moving the records to inactive storage or archiving when appropriate, and systematically disposing of the records when they are no longer valuable to the organization. The Records and Information Management Office seeks to make university records properly accessible, efficient, and economical by facilitating the identification of records and information retained and destroying dispensable records.
It is also responsible for establishing standards relating to university business requirements and needs to ensure the legal legitimacy of university record and information management-keeping systems by overseeing university compliance with state and federal laws and regulations relating to the preservation and destruction of records and information regardless of media. The program counsels and advises the university administration on the implementation of policy and procedure to promote adherence to these standards that minimize risks. It provides a wide range of services designed to ensure the university is meeting its record-keeping responsibilities.
Text simplified and reworded from UA BOR Policy R05.08.022 Records and Information Retention and Disposition
View our policies regarding how we handle records and information as outlined by The University Board of Regents.
The purpose of the University of Alaska (UA) Executive Records and Information Management Committee is to assess the University’s records management situation and to develop a strategic plan for the establishment and implementation of a comprehensive records management program.
For more information on our RIM Governance program click here.
University official records should be scanned into OnBase and retained for a period set forth by the approved retention schedules. The list of retention and disposition schedules states when and where various records can be retired. The scanned paper records should be hold in the paper form for one year before disposed.
Federal Acquisition Regulation (FAR) 4.703(c) requires retaining records for minimum of one year after imaging to permit periodic validation. Please see policy for details.
The need for destruction of confidential documents has grown in recent years at the University of Alaska. The Records Management Office is happy to assist with the shredding of confidential documents; however, increased volume necessitates that we standardize our shred procedures.
Destruction of confidential documents is currently provided by a company called Shredway.
We rent several lockable, 64-gallon totes from Shredway that are stored in the Butrovich
loading dock area. After your department delivers documents to the Records Office,
we place them in these specialized totes. The automated Shredway process picks up
a tote, dumps its contents into a shredder inside the truck, and shreds the documents.
Shredway then transports the shredded documents to the landfill.
Beginning in July 2006, shred is processed approximately every 3 months or whenever we have collected enough material to necessitate calling Shredway. Document delivery must be scheduled with the Records Office.
Please view list of procedures to help the Records Office efficiently handle your confidential document destruction needs.