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Information on Records Retention Schedules

Records Retention Schedules establish minimum retention periods for University records in a manner described by the UNIVERSITY RECORDS RETENTION AND DISPOSITION POLICY. In accordance with state law, Schedules are approved by the State Records Committee and also follow the related guidelines and procedures provided by the Mississippi Department of Archives and History (MDAH). Definitions of University Records, State Records, and Public Records are also contained in the Policy. Approved Schedules are in two formats: 1) Schedules specifically transmitted to an office or department; 2) General Records Retention Schedules (see below).

General Records Retention Schedules cover records and copies of records common to many offices and departments. The General Schedules listed below reflect items approved by the State Records Committee (SRC) as of October 2015. There will be updates to General Schedules listed below whenever additional Schedules are approved in the future (ref. USM Policy ACAF-LIB-013, Part 3.5: "The University Libraries may directly issue General Schedules regarding frequent, normal disposal of certain routine internal records and copies of records common to many University offices and departments."). The following General Schedules provide the minimum retention periods for the records listed and may be revised or updated after each quarterly meeting of the SRC:

 

ADMINISTRATIVE RECORDS

FINANCIAL RECORDS

PERSONNEL RECORDS

STUDENT RECORDS

ADDITIONAL RECORDS MAY BE ADDED IN 2016

Contact the Curator of Historical Manuscripts & Archives about records specific to offices and departments that are not listed on General Records Retention Schedules (or with any other questions).