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University Records Management

Records Management provides a comprehensive records management program for the University of Arizona. We assist departments in establishing efficient systems and procedures for the storage and retrieval of information, and in determining retention and disposition schedules that conform to legal, administrative, and fiscal requirements.

Hours and Contact

Mon-Fri: 7:00am - 3:30pm

Contact Us

3740 E. 34th St.
Tucson, AZ, 85713

Service Request

new: UNIVERSITY OF ARIZONA INTRODUCTORY RECORDS MANAGEMENT TRAINING 

This EDGE Learning training introduces University of Arizona employees to their records management responsibilities. In just a few easy lessons, you will build a solid understanding of records management requirements, learn how to identify and manage university records, and apply retention and disposition practices with confidence.


University Department Notice of Responsibility

Important: For information about the primary roles, responsibilities, and procedures guiding the proper handling of University Records per University policy, please review the Records Management Primary Roles, Responsibilities, and Procedures webpage located on our Policies tab.

Per A.R.S. § 41-151.15, all individuals who handle records of any type on behalf of the University are responsible for ensuring the records in their care are handled safely, securely, and properly. Moreover, these individuals must be cognizant that all records generated by the University (per Records Management definition of a record) are the property of the Arizona Board of Regents and are subject to the record retention and record destruction policies and procedures put in place by Records Management, the University of Arizona, and the State of Arizona.

Departments must notify the Records Management office immediately if any legal, administrative, audit, or other holds are placed on any records being stored by Records Management. For records being stored outside of the Records Management office to which a hold applies, e.g., in a digital records storage environment or other departmental records storage area, departments must make arrangements for those records to be held as well. Conversely, Records Management should be notified whenever any holds are removed from any records being stored by Records Management. See the Litigation Holds section of the Destruction of Records page for more information.

Life Cycle of a Record

While departments are responsible for the first part of the cycle (creation and usage), the Records Management office can assist with the latter part of the cycle (storage and disposition).
 

Create
Record

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Create or receive the record.

Assign your records to their appropriate record series types so you understand their retention requirements and retention period start instructions.

This is a Unit level responsibility.

Use
Record

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Use and maintain the record. 

Follow your unit’s policies and procedures regarding the use, maintenance, and protection of records while they are considered active or prior to them being eligible for retention storage.

This is a Unit level responsibility.

Store
Record

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Put the record in retention storage.

Place your inactive records into a secure record retention storage system that enables you to (1) locate your records while in storage, and (2) track when your records have completed their prescribed retention requirements.

Records Management can provide guidance and support.

Decide
Disposition

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Decide the record disposition.

Determine the disposition of your records once their required retention requirements have been met and act accordingly.
Your options include destroy, extend, or archive.

Records Management can provide guidance and support.

‌‌‌Complete
Disposition

 

Destroy or dispose of your records by following approved Records & Archives guidelines and methods.

Extend the retention of your records for a predetermined period of time based on a legitimate business need; notify all concerned parties of the extension so a disposition decision can be made at a future date.

If it is determined the records have achieved some historical significance or that they contain information that is highly valuable in nature, the records may be reclassified so they may be preserved on a permanent basis

Contact Records Management for assistance with completing this step.

 

Units are responsible for securely maintaining the records in their care and keeping an organized account of all records management activities and decisions in a manner that is unaffected by employee turnover or unit consolidation.

To Obtain Other Types of Records