Records Management - Edmon Low Library
Getting Started With Records Management
Not sure where to begin? Start here.
If your office manages files, documents, or data created as part of university business, you are responsible for managing those records appropriately. Use the steps below to get started:
- Identify the type of records your office creates or maintains.
- Find the matching record series in the General Records Disposition Schedule.
- Confirm how long the records must be kept and what happens at the end of the retention period.
- Decide whether records should be retained, destroyed with approval, or transferred to University Archives.
- Contact the Records Management Coordinator if you need guidance.
This process helps protect the university, supports transparency and accountability, and ensures records of long-term value are preserved.
Know What the Archives Can and Cannot Accept
University Archives preserves university records of permanent value, including records of administrative, legal, fiscal, and historical significance.
University Archives does not accept confidential records or information.
Confidential student and personnel records are retained by:
- Office of the Registrar
- Bursar
- Student Services
- OSU Human Resources
Learn more about student records and privacy from the Office of the Registrar.
Use the General Records Disposition Schedule
The General Records Disposition Schedule provides retention and disposition guidance for university records.
Use this document to:
- Identify your record series
- Confirm retention periods
- Determine whether records should be retained, destroyed, or transferred to the archives
Important: Unless otherwise stated, retention periods are calculated from the most recent Single Audit for the State of Oklahoma, not the current fiscal year. Most recent Single Audit: June 2024
Decide What to Do With Your Records
Once you have identified your record series and confirmed retention requirements, use the guidance below to determine your next step.
Which Form Do I Use?
Destroy paper or born-digital records
Use ARC-Form 4: Agency Notice of Intent to Destroy Records
Example of a correctly submitted ARC-Form for the Records Management Coordinator
Destroy records that have been imaged or digitized
Use ARC-Form 12: Agency Notice of Intent to Destroy Records That Have Been Imaged
Transfer records for permanent preservation
Use the Records Transfer to University Archives form
All destruction requests require approval from the Records Management Coordinator and final approval from the Oklahoma Department of Libraries before records may be destroyed.
Destroy Records the Right Way
Records may only be destroyed after retention requirements have been met and approval has been granted.
- Confirm the retention period has been met
- Submit the appropriate destruction form
- Estimate the cubic feet of records to be destroyed
Duplicate copies may be destroyed when no longer needed for departmental use.
Transfer Records to University Archives
If a record series requires permanent preservation, submit a Records Transfer form before sending materials to University Archives.
To support efficient processing and long-term access:
- Clearly label and date folders
- Identify people, locations, and events in photographs
- Include brief descriptions when possible
Clear labeling helps preserve institutional history and supports future research.
Contact the Records Management Coordinator
Benjamin Hedges
Assistant Professor and University Records Archivist
Email Records Destruction and Transfer Forms to:
benjamin.hedges@okstate.edu
Campus mail:
University Archives, Edmon Low Library
ATTN: Benjamin Hedges
Oklahoma State University
Stillwater, OK 74078
Phone: 405-744-6076