I. Policy Information 

Policy Title: Destruction or Transfer of University Records and Non-Records 
Policy Owner: Records and Information Management Services (RIMS) 
Responsible Official: Information Governance Coordinator, RIMS, AITS 
Approved by: UIS Chancellor 
Date Approved: 10.13.26 
Effective Date: 11.1.26 
Targeted Review Date: 11.1.29 
Contact: Records and Information Management Services, RIMSGroup@uillinois.edu

II. Scope 

This policy applies to faculty, staff, and all University units 

III. Definitions 

University Records 

“Records shall be defined as ‘all books, papers, born-digital electronic material, digitized electronic material, electronic material with a combination of digitized and born-digital material, maps, photographs, databases, or other official documentary materials, regardless of physical form or characteristics, made, produced, executed, or received'" by any unit of the university in pursuance of state law or in connection with the transaction of university or system business and preserved or appropriate for preservation by the university or system as evidence of its organization, function, policies, decisions, procedures, operations, or other activities or because of the informational data contained therein. (The General Rules Concerning University Organization and Procedure, Article VI, section 3; also see Illinois State Records Act) 

Non-Records 

Materials created by the University or non-University entities that are duplicates and/or drafts of University Records (including but not limited to printouts from electronic Authoritative sources of information), used solely for reference purposes, or communicate information of short-term value (see RIMS Communication 003). 

Over-Retention 

The act of keeping materials beyond the periods outline in the appropriate State-approved retention schedules (University Records) or beyond their usefulness (Non-Records). 

Record Retention Schedule 

A document detailing the type of materials covered by the schedule, minimum length of time the materials must be kept, event that starts the retention period, and each material’s final destination. State-approved Record Retention Schedules are agreements between the university and the State on how long the university will retain their records. 

IV. Purpose 

The university is committed to efficient management of non-current records and the optimal use of storage space—both physical and digital. This policy supports this commitment and fulfills the requirements set forth by The General Rules Concerning University Organization and Procedure, Article VI, Section 3 and the Illinois State Records Act (5 ILCS 160/) pertaining to the systematic destruction or transfer of non-current records. 

V. Statement of Policy 

Each faculty, staff, and university unit is responsible for a) adhering to the State-approved Records Retention Schedules for University Records, b) complying with all university policies and procedures, c) ensuring the records under their control and oversight reach the appropriate end destination as per the State-approved Records Retention Schedules and d) properly discarding or destroying records only after obtaining proper prior approval of the State as notified by the Records and Information Management Services (RIMS) Team. 

VI. Procedures 

1. Units should be familiar with the State-approved Records Retention Schedules that are available on RIMS’s website. 
2. Units are responsible for seeking State disposal approval by following the disposal process described on RIMS’s website. 
3. Over-Retention of University Records, Non-Records, and other information assets is not recommended for several reasons including increasing the risks and costs of e-discovery associated with litigation and worsening response time to Freedom of Information Act inquiries. Units are responsible for documenting extended retention periods. (See RIMS Communication 005). 

VII. Related Policies 

• Information Security Policy
• Protection of Electronic Information 
• UIS IT Policies, Procedures & Guidelines 

VIII. Contact 

All records related inquiries including retention, disposal, and administration questions should be addressed to Records and Information Management Services (RIMS). 

• Email: RIMSgroup@uillinois.edu