STATE UNIVERSITY OF NEW YORK AT BINGHAMTON

OFFICE OF THE VICE PRESIDENT FOR ADMINISTRATION

Policy Type:
Business Affairs

Policy Number:
206

Last Date Revised:
10/10/12
Policy Title:
Record Retention Guidelines
The following office is responsible for the accuracy of the information contained in this policy:

Records Management Officer
A. SUNY Specific Record Retention

The University uses the 2010 SUNY Records Retention and Disposition Schedule for records specific to SUNY, notably student records and hospital records.  This information can be found at

http://www.suny.edu/sunypp/documents.cfm?doc_id=650

For information regarding these records, please contact the Library, Head of Special Collections, 777-3912.

B. General Record Retention

The General Record Retention and Disposition Schedule for New York State Government Records (2008) contains guidelines for complying with legal, fiscal, and administrative requirements for records retention and provides advice on cost-effective management of records commonly found in all State agencies.  The schedule provides legal authorization to dispose of common records on a regularly scheduled basis.

General Record Retention and Disposition Schedule guidelines are available on-line at:

http://www.archives.nysed.gov/a/records/mr_pub_genschedule.shtml

The agency-specific schedules (SUNY) supersede the General Records Retention and Disposition Schedule for New York State Government Records. If the item is not in the SUNY-Specific Schedule, but is in the General Records Retention and Disposition Schedule for New York State Government Records, then this schedule is used.

If there is a duplication of any record series between the General Records Retention and Disposition Schedule and the SUNY Specific Record Retention and Disposition Schedule, the provisions of the agency specific (SUNY) schedule shall prevail.

Management Procedures
100 - Budget and Finance 600 - Personnel and Payroll
200 - Business Affairs 700 - Binghamton University Foundation
300 - Information Technology and Information Security 750 - Research Foundation
400 - Facilities and Property 800 - Security and Safety
500 - Institutional Services 900 - Office of the Provost