The Senior Operating Team has approved a new policy for records retention and disposal that can be found at on the Policies web page, along with a document retention schedule. This policy is intended to ensure that the college:
1. Meets legal standards;
2. Optimizes the use of electronic and physical storage space;
3. Minimizes the cost of record retention;
4. Preserves the history of the college;
5. Destroys outdated and useless records.
Electronic records on your office computer are subject to the document retention schedule. Note that the document retention schedule calls for email to be deleted after 120 days unless you copy email from your Inbox or Sent folder to another folder(s). For now, please comply with this email policy voluntarily. There will be more announcements forthcoming from ITS on email compliance.
Note that in the event of a pending or expected lawsuit, claim, audit, program review or administrative charge, all relevant records, regardless of physical format, including emails, must be preserved and safeguarded until the litigation or proceeding has terminated and the time for all appeals has expired. You should contact the appropriate vice president immediately if you have questions about this information.
When culling your records, please preserve documents of historical significance. If you have questions about this, call Canisius College Archivist Kathleen DeLaney at Ext. 8421.
The Facilities Management Department is the single point of contact for confidential document shredding and information destruction services for the college. Call Ext. 2250 to arrange for a confidential information management company to deliver a secured tote for confidential document disposal.
Questions about this policy should be directed to Patrick Richey, vice president for business and finance at Ext. 2480.
Submitted by: Joel A. Cohen, PhD, associate vice president, library & information services
