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EIU Office of Internal Auditing

#136 - Records Management Program

Approved: December 21, 2009

Monitor: Vice President for Business Affairs

University departments and offices are required to obtain the approval of the State Records Commission prior to the disposal of official University records as stated in the State Records Act, 5 ILCS 160 et seq.

Each University department has a records retention schedule which is approved by the State Records Commission. Department officials are responsible for submitting additions and corrections to the University Records Manager. All requests for destruction of records must be sent to the University Records Manager for processing with the State Records Commission.

Specific procedures for the University Records Management program can be found at the Records Management website:

All records must be stored on campus, unless otherwise approved. Only recognized professional records storage facilities will be allowed for off-site storage. The department must contact the University Records Manager to request approval for off-site storage, and the department is responsible for associated costs.

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