Records Retention at St. Cloud State
Offices at St. Cloud State create records, both paper and digital, to do their jobs. But what happens when the records created are no longer needed?
Quick Links
St. Cloud State Retention Schedule
What is a record? And why should the University Archives be involved?
The state of Minnesota (M.S. 138.17) defines records as:
Cards, correspondence, disks, maps, memoranda, microfilms, papers, photographs, recordings, reports, tapes, writings, optical disks, other data, information, or documentary material, regardless of physical form or characteristics, storage media or conditions of use, made or received by an officer or agency of the state and an officer or agency of a county, city, town, school district, municipal subdivision or corporation or other public authority or political entity within the state pursuant to state law or in connection with the transaction of public business by an officer or agency.
In addition, the state of Minnesota (M.S. 15.17) requires:
“All officers and agencies of the state…shall make and preserve all records necessary to a full and accurate knowledge of their official activities…”
St. Cloud State University is a public institution. Thus, its records are public and must be managed to provide transparency as a government agency.
Why University Archives? In March 1977, the University Archives was established by St. Cloud State president Charles Graham. President Graham gave authority to the University Archives over the records created at St. Cloud State.
What does the University Archives do?
The University Archives maintains the corporate memory of St. Cloud State University by preserving and using University records and publications that have long-term value and are no longer used by the creating office. It serves as a source of reliable information about University programs, people, policies, and property.
University staff, faculty, and students, as well as the general public, use the information in the records held at the University Archives.
The University Archives will not keep every piece of paper, photograph, publication, etc. that is created by an office. Most records created do not have long-term value and should not be transferred to the University Archives.
What reasons are there to keep a records long term. Determining the long-term value of the records is a start. Is there a financial reason to keep the records permanently? An administrative reason? A legal reason? A historic reason?
My office has records that are no longer used – what should I do?
If you have records that you no longer use and are not sure what to do with them, please contact the University Archives! We will help you determine the value of the records. Do the records need to be kept for a period of time and they destroyed? Can the records be destroyed right away? Or should some of the records be transferred to the University Archives?
As of now, there is a simple records retention schedule to help guide St. Cloud State University offices. What is a records retention schedule? A records retention schedule identifies records and the period of time that they need to be retained. Once the retention period is over, the records may be destroyed or transferred to the University Archives.
The University Archives accepts records that only have long-term value to the St. Cloud State. If records do not need to be kept permanently, the University Archives will not accept them.
If the records need to be transferred to the University Archives, how do I do it?
If you think that your office has records to transfer to the University Archives, please contact us before you do anything! Records that you think may have long-term value may not.
If your office’s records have long-term value, the University Archives has transfer procedures that must be followed for us to accept them. By following the procedures, it provides access to your office’s records almost instantly.
If you have digital records to be transferred to the University Archives, please contact us.
In a nutshell, the University Archives requires:
• Boxes 12" wide by 15" deep by 10" high, or smaller, must be used; larger boxes will not fit on our shelves and present a safety hazard for staff
• Records should be in folders with legible labels securely attached to the folders. The folder label should reflect the contents of the folder
• A paper list of folder titles should be made for each box and placed in box 1.
• A digital list of folder titles should be prepared and sent, either in the body of an e-mail message, or as an attachment
• Calling ahead to make arrangements for delivery of records.
What do I do if I have a question about my office’s records?
Please contact us at 308-4753 or by email at archives@stcloudstate.edu. We’ll be happy to talk to you about your records! Its our job!
