UCR

Materiel Management



Records Management


Effective February 1 2015, please contact Bergis Jules (Bergis.jules@ucr.edu or (951) 827-3254) regarding any UCR Records Management matters.

Effective August 1st 2013 an extensive update has been made to the system-wide UC Records Retention Schedule. The updated sections of the schedule reflect new legal requirements, evolving business practices, and current data privacy standards, and also acknowledge the increasing use of technology for records management. Adherence to the schedule will help UCR personnel reduce risk, manage costs, and increase administrative efficiency.


The updated schedule has been published and is available online at the UCOP website: UC Records Retention Schedule. This change includes updated retention periods for the following records:

  • Compliance records
  • Financial and procurement records
  • General routine office transitory records
  • Human resources records
  • Payroll and benefits records
  • Program administration records

Additional sections of the schedule will be updated over the next year.

The retention periods apply system-wide and have been established by the Records Management Committee through extensive collaboration with functional area experts at the campuses and the Office of the President, as well as the Office of the General Counsel.

Maintenance of the schedule is an ongoing process, with retention periods revised as necessitated by law and evolving business practices.

For additional information please visit the following UCOP records management websites:


Records Related to Research

The UC Contract and Grant Manual contains a comprehensive chapter on Records/Paperwork Access and Management. A matrix of retention and disposition requirements for Administrative Records Related to Research has been compiled by the UC Vice Provost for Research. In all instances, contracts associated with extramural funding should be consulted for specific retention and disposition requirements applicable to an individual award.

Roles and Responsibilities

University Archivist

UCR’s Archivist located in Rivera Library, Special Collections, is responsible for the preservation of UC Riverside's administrative records that deal with the decision-making process and essential cultural history of the campus. Access to these records is managed by the University Libraries.
Records Proprietor
The Records Proprietor has management responsibility for the records associated with an administrative function. Considered the "office of record" for audit and legal purposes, the Proprietor determines which records will be created, gathered and maintained. The Proprietor also serves as the Electronic Information Resource Proprietor for their respective function, but may or may not be in custody of the records. For example, electronic records may be entrusted to the Records Custodians or contracted to a non-university records service provider who must meet all university record requirements.
Records Custodian
The Records Custodian has responsibility for a repository of records. This is the customary role for units who may also act as the Records Proprietor, when designated, for certain electronic records, but not for other general accounting, purchasing or payroll records. All university administrative records are owned by the Regents of the University of California regardless of their physical location, even when they are in the possession of individuals.

Electronic Records

Electronic records(data in raw, summary, or interpreted form) shall be managed according to Business and Finance Bulletin, IS-3, which outlines requirements for data backup and retention, data privacy, transferring and downloading, encryption, storage, and other matters related to the security of electronic information resources.

Discovery

Discovery is the process of identifying, locating, securing and producing information and materials for the purpose of obtaining evidence for utilization in the legal process. The term is also used to describe the process of reviewing all materials that may be potentially relevant to the issues at hand and/or that may need to be disclosed to other parties, and of evaluating evidence to prove or disprove facts, theories or allegations. UCR’s Records Proprietors, Custodians and Archivist have responsibility to assist upon request during University Counsel or Risk Management directed discovery process.

Electronic Discovery

Electronic Discovery (“E-Discovery”) is the process of collecting, preparing, reviewing, and producing electronically stored information (“ESI”) in the context of the legal process. ESI is different from paper information because of its intangible form, volume, transience, and persistence. ESI is usually accompanied by metadata, which is not present in paper documents. Metadata is defined as data providing information about one or more other pieces of data, such as the means of creation of the data, purpose of the data, time and date of creation, creator or author of data, and placement on a computer network where the data was created. However, paper documents can be scanned into electronic format and then manually coded with metadata. The preservation of metadata from electronic documents creates special challenges to prevent spoliation.

E-Discovery was the subject of amendments to the Federal Rules of Civil Procedure, effective December 1, 2006. The California E-Discovery Act, which parallels the federal rules, took effect on June 29, 2009. Examples of the types of data included in e-discovery are e-mail, instant messaging chats, documents (such as MS Office files), enterprise and departmental databases, web pages and web sites, voicemail, digital photos, and any other ESI which could be relevant evidence in a law suit. Also included in e-discovery is "raw data" which forensic investigators can review for hidden evidence. The original file format is known as the “native” format. Litigators may review material from e-discovery in one of several formats: printed paper, native file, PDF format, or as single-page graphic images.

Shredding of Records

Document shredding service is provided by Equipment Management to serve the Campus. For details regarding this service please reference campus procedure 750-45 at the following link: Campus Policy Number 750-45: Document Shredding

Warning

No record may be destroyed while audit, investigation, or legal action is pending. Retaining records beyond their retention period may lead to unwarranted storage and maintenance costs. For guidance regarding when and how to dispose of administrative records upon expiration of a retention period, see UC Business and Finance Bulletin RMP-2.

Public Records Requests

Information practices aspects of the University Records Management Program are handled by UCR Labor Relations Department’s, Information Practices Coordinator. Further information regarding Public Records Request is available at the following site: Public Records Requests

Reference Sites

University of California Policy Statement

State Laws

UC Business and Finance Bulletins

  • RMP-1 University Records Management Program
  • RMP-2 Records Disposition Program and Procedures
  • RMP-4 Vital Records Protection
  • RMP-7 Privacy of and Access to Information Responsibilities
  • RMP-8 Legal Requirements on Privacy of and Access to Information
  • IS-3 Electronic Information Security
  • IS-10 Systems Development Standards

Record Management Contact

Effective February 1 2015, please contact Bergis Jules (Bergis.jules@ucr.edu or (951) 827-3254) regarding any UCR Records Management matters.


More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

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Department Information

Materiel Management
3401 Watkins Drive

Tel: (951) 827-3009
Fax: (951) 827-5392
E-mail: Russell.Lewis@ucr.edu

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