Presentation Title | May 4, 2009 Records Retention and Disposition Update Date: August13, 2014 Contracts and Compliance

Presentation Title | May 4, 2009 Accomplishments ▸Team of four temporary staff hired to assist faculty moving to ISC ▸Record Retention Schedules customized to meet UMass Boston’s needs ▸Retention Schedule database created and on final stages ▸High capacity shredder acquired

Presentation Title | May 4, 2009 ISC Faculty Move ▸29 Biology Faculty ▸7 Provided with consultation ▸2 Received Assistance ▸13 Chemistry Faculty ▸3 Provided with consultation and received assistance ▸12 Physics Faculty ▸5 Provided with consultation ▸3 Received assistance

Presentation Title | May 4, 2009 ▸17 Psychology Faculty ▸7 Provided with consultation ▸Only 2 needing assistance ▸15 SFE Faculty ▸5 Provided with consultation ▸2 Received Assistance ▸Academic Affairs reaching out to Faculty who might need assistance

Presentation Title | May 4, 2009 Commonly Found Records in Faculty Office Document:Owner:Retention Period:Retention Schedule Begins: Financial Records: All payments & supporting materials Grant budgets & financial reports Controller’s Office ORSP 12 years 7 years After payment After last payment Procard Records Travel Card Records Department 12 years After payment Purchase orders Procurement7 yearsAfter payment Grant Proposals: Funded Non-funded ORSP 7 years 3 years After last payment After decision to not fund Research Records: Grant-fundedNon-grant Department PI Faculty 7 years After administrative use ceases After final report Employee Records Recruitment Files HR Department Permanent 3 years After admin. use ceases Student GradesRegistrarPermanentAfter administrative use ceases Student ExamsFaculty1 yearAfter semester ends Student PapersFaculty Student Disability RecordsOffice of Diversity and Inclusion6 yearsAfter separation Committee and Task Force Records and MinutesDepartment/Dean/Provost Committee establishment and primary copy of minutes: Permanent Committee members’ records: Until administrative use ceases After administrative use ceases Faculty Council Records & MinutesProvostPermanentAfter administrative use ceases

Presentation Title | May 4, 2009 Legal Counsel Records Stored on Campus ▸During down time the records retention team processed 227 General Counsel’s boxes ▸94 boxes older than 20 years dating back to 1994 ▸99 UMass Medical boxes

Presentation Title | May 4, 2009 Inventory of records currently stored in loading dock area Identify departments owning those records Contact Departments for records retrieval and disposition Roll-out Records Retention Program in accordance with BOT Policy, Records Management Guidelines and UMass Boston Record Retention Policies and Procedures Next Step

Presentation Title | May 4, 2009 Questions?