Current through all regulations passed and filed through September 16, 2024
(A)
Policy
statement
(1)
In accordance with division (B) of section
149.33
of the Revised Code, the board of trustees has full responsibility for
establishing and administering a records management program, applying efficient
and economical management methods to the creation, utilization, maintenance,
retention, preservation, and disposition of records of the university of
Toledo.
(2)
Pursuant to paragraph (B)(9) of rule
3364-1-07
of the Administrative Code, the president hereby adopts the records retention
for public colleges and universities: a manual as developed by the
inter-university council (IUC) of ohio as it may be amended, or superseded by
law, as the model for the retention of the university's non-medical records.
The president hereby designates university libraries office of records
management as the office and the records management librarian as the officer
responsible for administering the university records retention and management
program.
(3)
Under division (G) of section
149.011
of the Revised Code, a record is defined as: any document, device, or item
regardless of physical form or characteristic, including an electronic record
as defined in section
1306.01 of the
Revised Code that is created or received by or coming under the jurisdiction of
a public office, which documents the organization, functions, policies,
decisions, procedures, operations, or other activities of the office. Records
not subject to retention requirements include extra copies of original
documents or copies for departmental convenience or reference copies that are
maintained for no other substantial purpose. Non-records and convenience copies
may be destroyed as the need for the documents no longer
exists.
(4)
All records are the property of the university of
Toledo and may not be removed, destroyed, mutilated, transferred, or otherwise
damaged or disposed of, in whole or in part, except as provided by university
policy. Outgoing officials and employees must not remove any records that are
the property of the university of Toledo.
(B)
Purpose of
policy
To ensure compliance with section
149.33
of the Revised Code for the establishment and administration of efficient and
economical management methods applied to the creation, utilization,
maintenance, retention, preservation, and disposition of the university's
records.
(C)
Scope
This policy applies to records from all
campus offices in all formats including electronic.
(D)
Procedures for
establishing and ensuring compliance (for more information, see the records
management sharepoint site at
https://rocketsutoledo.sharepoint.com/sites/recordsmgmt/SitePages/Home.aspx
(UTAD login required)
(1)
Except for
medical records, each department head having custody of university records,
will designate a records liaison responsible for consulting the records
management librarian to establish and ensure compliance with an on-going
records retention schedule specific to that office or by using the general
schedule created by the office of records management. University records shall
be retained for such periods as are required by the retention schedules and may
be disposed of only in accordance with disposition instructions issued by
university libraries office of records management. When records are destroyed
in accordance with the records schedules, a certificate of records disposal
must be filed with university libraries office of records
management.
(2)
Records judged by the university archivist to have
permanent, historical value, shall be transferred to university archives once
inactive. The university archives is the university's official repository for
records of enduring historical value.
(3)
Electronic
records are records in machine-readable form. Electronic records that document
the organization, functions, policies, decisions, procedures, operations, or
other activities of the office must be retained as any other record in
accordance with established records retention schedules based on the content of
the document. See rule
3364-65-07
of the Administrative Code (electronic communication policy) for more
information about electronic communications.
(4)
Voicemail that
documents the organization, functions, policies, decisions, procedures,
operations, or other activities of the office must be retained in accordance
with a records retention schedule.
(5)
Text messages
that document the organization, functions, policies, decisions, procedures,
operations, or other activities of the office must be retained in accordance
with a records retention schedule regardless of whether the messages are on
publicly issued or privately-owned devices.
(6)
Medical records
mean any document or combination of documents (except births and deaths) that
pertain to the medical history, diagnosis, prognosis, or medical condition of a
patient and are generated and maintained in the process of medical treatment,
either as an inpatient or outpatient. Medical records also include records
which are transmitted to or received by the university of Toledo medical center
(UTMC) from another health care provider and used for medical treatment by
health care providers at UTMC.
Medical records are managed by the
health information management department. See rule 3364-90-16 of the
Administrative Code (medical record retention and destruction: disposal of
protected health information). The director of health information management is
responsible for the enforcement of the retention schedules for medical
records.
(E)
References
Division (G) of section
149.011
of the Revised Code
Division (B) of section
149.33
of the Revised Code
Rule
3364-65-07
of the Administrative Code (electronic communications)
Rule 3364-90-16 of the Administrative
Code (medical record retention and destruction: disposal of protected health
information)
Rule
3364-1-07
of the Administrative Code
University libraries records
management website
Replaces: 3364-5-05
