Records & Records Management
BPM-910 Records Audits
Revised September 1, 1998
All University departments will be periodically audited by Records Management staff to:
- Identify new records series that need to be added to records retention authorizations.
- Identify records series that are no longer produced and should be deleted from the records retention authorizations.
- Update records retention period to comply with current administrative, fiscal, legal, research and historical requirements.
- Verify department compliance with University records management policy and procedures.
RECORDS AUDIT PROCEDURES
- Departments will normally be advised thirty (30) days in advance of audit.
- Departments will appoint an individual to work with the Records Management staff during the audit.
- Non-compliance with retention authorizations or records management policies will be discussed with department personnel.
- Approximately ten (10) days after the audit, a formal record audit report will be sent to the department head and next higher management level.
- Where appropriate, additions, deletions and changes will be made to Records Retention Authorizations. If necessary, a completely new Records Retention Authorization will be prepared and submitted for approval.
- Any items mentioned in the audit report as being in non-compliance with University policy will require a response by the department head as to the steps the department will take to correct the non-compliance.