State of Illinois Records Management Resources
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Why retain documents?
Illinois requires state institutions to retain records according to a schedule negotiated between the agency and the State Records Commission. Series of records are evaluated according to administrative, fiscal, legal, and historical criteria and a period of time determined for which these records must be retained.
In some cases of large accumulated volume or a lengthy retention periods, files can be stored off-site accommodate space.
Getting Started with Managing Records
How is a series created?
A GSU administrative unit (office, department, etc.) realizes that they have documents or files for which there is nothing in the GSU records retention schedules.
Someone in that unit consults with the GSU Records Retention Officer to determine the physical and contextual characteristics of a series of records.
A draft "Inventory Worksheet" is drawn up and a recommended retention period is assigned.
Once the language in the draft is agreed upon by the department contact, the records retention officer, and the state archivist, it is then sent for approval by the University President.
This signed application is then proposed before the State Records Commission for final approval.
An authorized copy is then sent to the university outlining the scope, content, and life of the series.
If a series changes format, is discontinued or moved, or in any other way deviates from the current described item in the records schedule, please contact the Records Retention Officer to make updates or amendments to the policy.
Records Retention Officer