SUBJECT:

Updated UC Records Retention Schedule

Dear Colleagues:

I am pleased to announce the University Records Management Committee (RMC) published, effective August 1, 2013, an extensive update to the existing system-wide UC Records Retention Schedule.

Updated sections of the schedule reflect new legal requirements, evolving business practices, and current data privacy standards, and also acknowledge the increasing use of technology for records management.

The retention periods apply system-wide and have been established by the RMC through extensive collaboration with functional area experts at the campuses and the Office of the President, as well as the Office of the General Counsel. Maintenance of the schedule is an ongoing process, with retention periods revised as necessitated by law and evolving business practices. For additional information visit the records management website at http://www.ucop.edu/information-technology-services/initiatives/records-management/index.html

The schedule includes updated retention periods for the following record series and is available online at http://recordsretention.ucop.edu/
- compliance
- financial and procurement
- general routine office transitory records
- human resources
- payroll and benefits
- program administration records.

Additional sections of the schedule will be updated over the next year.

A webinar has been scheduled on August 13, 2013 to provide information regarding the new schedule. This webinar will provide attendees current information about the new UC records retention schedule and how to use the new database.

Key topics will include:
- A brief overview of the project to update the University's schedule
- What the updated schedule looks like and why it is different
- How to use the new retention schedule

To register for this event, please visit:
https://cc.readytalk.com/cc/s/registrations/new?cid=y5bft4dxaa73 Questions regarding the schedule and UC records management practices should be directed to Paula Johnson at (858) 534-2552 pjjohnson@ucsd.edu, Scott Sagle at (858) 534-3393 ssagle@ucsd.edu, and Jennifer Fitzgerald at (858)822-0009 jefitzgerald@ucsd.edu.

Gary C. Matthews Vice Chancellor