Section 2: Authorization

Policy for University Archives and Records*

  1. For the purposes of these policies, "university records" are defined as all records, regardless of their form, prepared, owned, used, in the possession of, or retained by administrators, faculty acting in administrative capacities, and staff of university units in the performance of an official function.
  2. Executive officers and staff of central administrative offices, deans, other administrators, and staff of the respective colleges and schools, and departmental, center, institute, library, museum, and program administrators and staff create and maintain university records in the course of their duties. It is the responsibility of the aforementioned administrators and staff, in cooperation with the Bentley Historical Library's University Archives and Records Program (UARP), to ensure that these records are maintained appropriately and that those records that document the history and activities of the university community are transferred to the archives for retention.
  3. The retention and disposition of records generated by university units shall be in accordance with procedures outlined in this Records Policy and Procedures Manual and in the Standard Practice Guide.
  4. University records are public records and once fully processed are generally open to research use. Specific records that contain personally identifiable information will be closed to protect individual privacy. University records generated by the University's Executive Officers, Deans, Directors and their support offices are restricted for a period of twenty years from their date of accession by the Bentley Historical Library. Restrictions and closures of university records are subject to compliance with applicable laws.

* This policy is not to be used in interpreting the University's obligations under the Michigan Freedom of Information Act, the Family Educational Rights and Privacy Act, or any other laws. Questions concerning the application of these laws should be directed to the Office of the General Counsel.

Effective June 1, 1992. Issued by the Office of the Provost and the Office of the Chief Financial Officer as Standard Practice Guide 601.8.

UARP Records Policy and Procedures Manual - January 1993, 1st ed.,
September 2002, 2nd ed.