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Records & Records Management

The policies on this webpage have been streamlined and reformatted, and are now available on the University Policies webpage. We ask that you use this new resource, as future changes, additions to or eliminations of these policies will only be made to the University Policies webpage, and policy manuals you may have used in the past will no longer be updated. Note: On March 31, 2018, this resource will no longer be available. Please update your bookmarks to the University Policies webpage.

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.


  1. Departments will normally be advised thirty (30) days in advance of audit.

  2. Departments will appoint an individual to work with the Records Management staff during the audit.

  3. Non-compliance with retention authorizations or records management policies will be discussed with department personnel.

  4. Approximately ten (10) days after the audit, a formal record audit report will be sent to the department head and next higher management level.

  5. 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.

  6. 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.