Records Retention Authorizations establish how long University records must be retained and when they can be legally destroyed. They provide a consistent framework for managing records across the University and support a legally defensible basis for records disposition.

Retention requirements are based on the University's legal, administrative, financial, research and historical needs and apply to all University employees. For assistance in identifying the appropriate authorization or understanding a retention requirement, reach out to Records Management.

Scope

Each Authorization applies to a specific record series and defines:

  • The type of record covered by the authorization.
  • The purpose or business function the records support.
  • How long the records must be retained.
  • What happens to the records at the end of their retention period.

Retention requirements are media-neutral and apply equally no matter the format (paper, electronic, email, etc.).

Authority

When needed, new and updated Records Retention Authorizations are approved jointly by:

  • General Counsel
  • UM System Archivist Representative
  • Director of UM System Records Management
  • UM System Internal Audit

Upon approval, a Records Retention Authorization becomes official University policy and should be followed by faculty and staff systemwide.

Finding the Right Authorization

To identify the appropriate authorization:

  1. Determine the type of record you have.
  2. Search or browse the Records Retention Authorizations index.
  3. Review the retention and disposition requirements.

Contact Records Management if you cannot locate a matching record series or for other questions.

Find a Retention Authorization