Records Assessment Checklists

The information below covers both physical and digital records. Contact Records Management at RecordsManagement@psu.edu for assistance.

Physical Records Assessment Checklist

Step 1:  Assign Responsibility

  • Identify the person responsible:  creator, creating office, OVPCC/Chancellor/Campus Records Management, or designee.
  • Clarify the OVPCC point-of-contact for records requiring review if not already known.

Step 2:  Review Against Retention Requirements

  • Compare records agains the General Records Retention Schedule.
  • Identify transitory/disposable records as defined in Policy AD35 - destroy once no longer needed.
  • Examples of transitory records:
    • photocopies
    • printed copies held outside the system of record
    • exported spreadsheets
    • personal or mass emails unrelated to University business.

Step 3:  Choose Disposition Path

Destroy

Records confirmed past retention period - no further hold or review needed. 
Do this:

Archive

Disposition is marked "Transfer to Archives," "Review by Archives," or "Permanent in Archives."
Do this:

Transfer

Records must be retained beyond campus closure.
Do this:

  • Fill our Box Contents Form for each box including:  originating campus and office, name of reviewer, inventory of records, and destruction date.
  • Transfer to a continuing campus location and secure with the responsible unit, or
  • Send to the Inactive Records Center.

 Note:  If sending to the Inactive Records Center:

  • Designate a main contact person for ongoing maintenance and destruction requests.
  • Contact RecordsManagement@psu.edu to register and arrange storage.
  • Request free recycled boxes - pick up at University Park or ship via HFS.

Resources

Digital Records Assessment Checklist

Step 1:  Assign Responsibility

  • Identify the person responsible:  creator, creating office, OVPCC/Chancellor/Campus Records Management, or designee.
  • Clarify the OVPCC point-of-contact for records requiring review if not already known.

Step 2:  Review Against Retention Requirements

  • Compare records agains the General Records Retention Schedule.
  • Identify transitory/disposable records as defined in Policy AD35 - destroy once no longer needed.
  • Examples of transitory records:
    • photocopies
    • printed copies held outside the system of record
    • exported spreadsheets
    • personal or mass emails unrelated to University business.

Step 3:  Choose Disposition Path

Delete/Destroy

Digital records have met or exceeded the retention period.
Do this:

  • Delete files directory or arrange physical media breakdown.
  • Request assistance from the Penn State IT Service Desk or external database administrator as appropriate.

Archive

Disposition is marked "Transfer to Archives," "Review by Archives," or "Permanent in Archives."
Do this:

Transfer

Digital records must be retained beyond campus closure.
Do this:

  • Store in a Microsoft SharePoint or Teams site monitored by the responsible unit. Reassign ownership of an existing site as needed.
  • Share permissions appropriately to ensure security and prevent loss of access.
  • For help setting up SharePoint or Teams, contact the Penn State IT Service Desk.

Naming Files/Folders

  • Use names that reflect the originating campus and office, and record type.
  • Include destruction date in file/folder name if feasible.
  • Consider adding a document with records context and destruction info. alongside files.

Kaltura Video Recordings

  • Share appropriate permissions to allow future transfer.
  • Bulk transfer to SharePoint or Teams is not recommended due to file size.
  • Visit the Data Storage Finder website for guidance.

Websites/Social Media

Share appropriate permissions with the responsible unit to allow future review/transfer.