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Subject: Re: University Records Retention Clarification
From: "Schulz, Janice (schulzjm)" <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Tue, 6 Apr 2010 10:06:21 -0400
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My reaction would be to define "obsolescence" of a course as when the course itself is no longer being offered by the university. That being said, the individual records within the series can become obsolete before the course itself. Syllabi, handouts, descriptions, etc. are constantly being changed and updated. In my case, I would like to see the complete package come to the Archives documenting the evolution of the course rather than individual records being transferred as they are superseded. Unfortunately this rarely happens. 
 
Janice 
 
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 
Janice Schulz, CRM 
University Records Manager and Archives Specialist 
Archives & Rare Books Library 
University of Cincinnati 
P.O. Box 210113 
Cincinnati, OH  45221-0113 
513-556-1958 
Campus Location: 806 Blegen 
[log in to unmask] 
http://www.libraries.uc.edu/libraries/arb/records_management/index.html 
 
 
-----Original Message----- 
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Tamara Livingston 
Sent: Tuesday, April 06, 2010 9:50 AM 
To: [log in to unmask] 
Subject: University Records Retention Clarification 
 
Hello Listers, 
 
According to the Records Retention Guidelines set for the University System of Georgia by the Board of Regents, we are to retain "Course Records" for "7 years after obsolescence." The full citation is: 
 
"Course Records: This series provides a record of departmental course offerings and individual course contents. This series may include but is not limited to: syllabi; course descriptions; course outlines; course summaries; course requests and proposals; curriculum approval lists; lists of classes by term; bibliographies; readings lists; course announcements; handout materials; and related documentation and correspondence." 
 
The legal citation is : O.C.G.A. 9-3-24 (Actions on simple written contracts; exceptions: "All actions upon simple contracts in writing shall be brought within six years after the same becomes due and payable.") 
 
The question I have is a practical one - how does one determine "obsolescence" of a course/sylllabus? 
 
I had a faculty member stump me on this one, so I'd love to hear from any university records managers out there...! 
 
-Tamara 
 
Tamara E. Livingston, Ph.D., C.A. 
Director of Archives, Special Collections and Records Management 
Kennesaw State University 
1000 Chastain Road, MD #1704 
Kennesaw, GA 30144 
[log in to unmask] 
770-423-6289 (p) 
678-797-2586 (fax) 
www.kennesaw.edu/archives 
www.kennesaw.edu/library/bentley/BRBG.htm 
 
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