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Records & Records Management

BPM-907 Vital Records

Revised July 15, 2009

VITAL RECORDS POLICY

All University records designated as vital or essential to the continued operation of the University and which if  destroyed would seriously impair or disrupt normal University affairs, or which by their loss might place the University in a state of legal or fiscal jeopardy, are to be secured, either by microfilm or other comparable and suitable method.

RESPONSIBILITY FOR PROTECTION OF VITAL RECORDS

University departments that have records designated as vital records have the primary responsibility to keep these records secure on a current basis.

DESIGNATED RECORDS

Following is a listing of vital records that must be secured as outlined above:

  • Student Academic Records
  • Student Admission Files
  • Student Loan Notes
  • University Leases and Contracts
  • Land Deed Files and Easements
  • Medical and Dental Patient Files
  • Engineering Drawings of University Buildings
    • (Original and As-Built)
  • Construction Specifications Files
  • Psychological Testing & Counseling Files
  • Accounting Records
  • Personnel/Payroll Records (Human Resources/Payroll)

OFFICIAL COPY OF VITAL RECORDS

Where multiple copies of vital records exist, designation of the official "copy of record" will be made by Records Management.