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Records Management

This guide introduces the fundamentals of records management, including how to properly create, organize, retain, and dispose of university records. It offers resources, guidelines, and best practices to help faculty and staff meet compliance requirements

Making the Records Retention Schedule

For additional information, please visit the Louisiana Historical Resources: Managing Records and Developing Retention Schedules.

General Records Schedules (SSARC-932)

Records Retention Schedules tell you: 

  • What records do you have?  
  • How long should you keep them?  
  • Where and how should they be stored?  
  • When and how can they be disposed of?  

* Must be renewed every five (5) years.

 

How To Prepare a Schedule: 

Step 1: Inventory Records
  • List what your office creates, receives, or stores, both in paper and digital formats.

Step 2: Understand How They're Used
  • Are new records created (digital or physical)?
  • Which records are outdated?
  • What formats are they in (paper, electronic, email)?
  • Where are they stored?
  • What is the record series name?
  • How long should they be kept?
  • Are they vital, important, or valuable?

Step 3: Talk To Your Team
  • Your coworkers know which records they use daily - ask for their input.

Step 4: Draft the Schedule
  • Sort records by type and establish retention timelines based on legal, business, or historical needs.
Step 5: Submit for Review
  • Email me your review, and I'll forward it for finalization by the State Archives.