Records Management at YSU

To determine whether to retain, archive or destroy inactive records, the first step is to review the YSU Records Retention Schedule. Using the “Record Type” and “Record Description” columns on the schedule, locate the record code corresponding to the records being evaluated. If you need assistance with this process, contact the University Archives at 330-941-3487 or archives@ysu.edu.

The “Retention Period” column in the YSU Records Retention Schedule lists the number of years the University is legally required to keep a particular record corresponding to the record code.

If the retention period has passed, check the “Instructions” column in the YSU Records Retention Schedule to determine the next step. In general, there are two options:

• Records Destruction
  If the instructions indicate that the records should be destroyed, fill out the Certificate of Records Destruction Form. Send the completed form to archives@ysu.edu. The University Archives will review the form, process the approval, and email it back to you. This procedure provides you with authorization to destroy the selected inactive records. Non-confidential records can be deposited in regular recycle bins. Confidential records should be deposited in the locked bins (known as consoles) located in various buildings around campus. For large records destruction jobs or more information on recycling, contact Dan Kuzma, Manager, YSU Recycling, at 330-941-2294 or djkuzma@ysu.edu.
• Archiving the Records
  If the retention schedule instructions indicate that the records being evaluated qualify for transfer to the University Archives, contact 330-941-3487 or archives@ysu.edu for assistance. Archives staff can assist you in completing the Certificate of Records Transfer Form and arranging the records transfer to the University Archives at Maag Library.