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 accomodate space.
How is a series created?
A department consults with the Records Management Officer to determine the physical and contextual characteristics of a series of records.
A draft 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 management 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 Management Officer to make updates or amendments to the policy.