About the Records Retention Schedule Database (RRSD)

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Overview

The Records Retention Schedule Database (RRSD) is the official repository of records retention and disposition schedules for all Indiana University campuses, schools, and departments. It organizes retention and disposition instructions for materials by record series, a group of logically related records with the same retention and disposition instructions that support a specific business or administrative activity (for example, a personnel file consisting of an application, reference letters, etc.).

All units, university-wide, are to follow the records retention and disposition instructions in the RRSD.

To suggest a change or addition to the records retention schedules in the RRSD, email archives@indiana.edu.

Access

  • After login, the default view is the Simple view, which displays a limited set of fields. To display all fields, click the Advanced view box.
  • The default sort order of the entire database is reverse creation date.
  • The default view is the Simple view. To see all of the fields, click the Advanced view box.
  • To search in a field, use the funnel, choose contains or another limiter, and enter the search term.
  • To sort a field alphabetically or numerically, click the field name.

Database fields and values

  • Type: Records Series that are common to more than one unit are called a General Schedule (G); Unit-Specific Schedules (U) are for records that are only handled/held by one unit.
    • General
    • Unit-specific
  • Area/Sub-Area Scope:
    • University-wide
    • IUB
    • IUPUI
    • IUE
    • IUK
    • IUN
    • IUS
    • IUSB
  • Records Retention Area: These are standard values kept in the University-Wide Records Areas and Records Coordinators spreadsheet.
    • Example: Financial, Intercollegiate Athletics, etc.
  • Records Retention Sub-Area: These are standard values determined by the Records Coordinator for this area, kept in the University-Wide Records Areas and Records Coordinators spreadsheet.
    • You may leave this blank if none.
  • Area/Sub-Area Description: The Records Coordinator for this area may choose to describe or clarify the scope of the area and or sub-area here.
  • Record Series Code: This is a unique alphanumeric identifier for each record series, similar to IU Policy codes. This can be helpful when referring to a particular record or record series on other documents (e.g. a destruction certificate), or if the name of the record series changes but still refers to the same documents. Use letters from the Office of Record's Org Code. Helpful for sorting and exporting by Office of Record.
    • Examples:
      • UA-HUMM -001 = University Human Resource Services
      • UA-TREA-001 = Office of the Treasurer
    • The first two digits represent the campus scope.
    • The second set of digits represents the functional or organizational area.
    • The third set of digits represents the chronological listing of record series in the schedule a particular scope and area.
  • Record Series: This is a prose identifier for each record series, which can be helpful to clearly identify a particular record series.
    • Example: Prospective Student Athlete Forms, or Tenure Packet
  • Record Description: Provides a definition/description of the record series, such as what documents it includes, etc.
  • Vital: This is a Business Continuity term, and indicates records very important to the function of the unit.
    • Yes
    • No
  • Event Code: Standard codes for IU that indicate an event that starts the disposition, such as FYE for Fiscal Year End. (If a record should be retained for seven years after the current fiscal year, the retention policy would be FYE + 7.)
  • Retention Period: Standard time period that indicates how long the record should be retained after the event indicated by the event code.
    • To determine how long to keep the record, note when the event must occur (reach end of fiscal year, for example), and then add the time period here to that time. You would keep the records for the fiscal year that just ended, PLUS seven years more (add the time period to the event).
    • If kept indefinitely, this field will indicate Permanent.
  • Disposition: Directions for how to dispose of the records. Disposition may include destruction or transfer to another office, including the campus archives.
  • Based On: Describes the source of information that assisted IU in choosing the retention period and disposition.
  • Governing Statutes: Describes which overarching law on which the retention period is based.
  • Governing Regulations: Describes the specific citation of the regulation, where the retention information is communicated.
  • Governing IU Policies: Describes the IU policy where the retention information is communicated.
  • Reason for Retention Period: To record any information about why this retention period was chosen and disposition instructions, especially if it is based on business need.
  • Official Record Medium: The format the official copy of the records is kept in.
    • Paper
    • Electronic (if you scan a paper version to store and shred the paper, then choose electronic)
    • Paper and electronic
  • Office of Record: The office/person ultimately responsible for decisions regarding the retention/disposition instructions for this record series for IU.
  • Can Units Retain Copies?: Provide instructions to units as to whether they may retain copies, or if they need to retain originals, and for how long if this differs from the official copy retention period.
    • Example: Yes, up to two years post termination
  • Requires Certificate of Destruction: Used only where a statute or regulation requires it.
    • Yes
    • No
  • Records Coordinator: Email address of the IU Records Coordinator relevant to this record series.
  • Data Steward Domain: If the record series can be mapped to a Data Steward Domain, it is entered here.
  • Creation Date: This field is populated by the system when the record is created.

This is document auaq in the Knowledge Base.
Last modified on 2019-10-17 15:41:57.