About

What is records management?

Simply, records management is the intentional and systematic control of records throughout their lifecycle. Michigan State University must abide by federal legislation and Michigan laws which govern minimum retention requirements for certain types of records. (For examples of policies and procedures which apply to MSU records, learn more on the Policies and Procedures page.)

BOT 302 (Retention of Records and University Archives), last updated in September 2024, more specifically outlines the requirements for the retention and disposition of records at MSU. As part of this policy, units are required to submit a Record Destruction Form for review and approval prior to destroying any official university records. For more on the record destruction process, please see the Record Destruction page. 

As a reminder, all records created, maintained, or received during the course of official university business are the property of Michigan State University.    

Who oversees records management activities now?

The records management program was created in 1969 and was overseen by University Archives & Historical Collections (UAHC). Beginning in summer 2024, all records management related activities were transferred to the Office of Audit, Risk and Compliance and a new University Records Manager was hired to oversee the program. OARC now manages the approval of record destruction requests, storage of temporary records off-site, updating and maintaining the record retention schedules, providing training, and consulting with units individually on records management concerns they may have.

Where do permanent or archival records go?

UAHC still oversees the transfer and preservation of university records deemed permanent or as potentially having archival value. The University Records Manager works closely with UAHC faculty and staff to ensure university records are preserved and transferred as appropriate. For more information on permanent records or records with archival value, learn more on the Archival Records page or visit UAHC's website.