Records Management
UC's Records Management program is responsible for the administrative procedures and guidelines for university records, including disposition and transfer of historical records to University Archives. The Records Management program is administered by the University Archives in compliance with UC Rule 10-43-10.
The purpose of the University's records management program is:
- To promote the administrative efficiency at the University by removing inactive or obsolete records from offices.
- To protect the University by ensuring compliance with all internal, state, and federal policies regarding the creation and disposition of University records.
- To ensure that all documents of administrative or historical value are rightfully preserved through transfer to the University Archives.
For more information on the scope and basis for records management at UC, please see the Records Management section on Beatcats Landing and the links below.
The program is directed by the University Records Manager with approval and guidance by the University Archivist.
Jonathan Kirkwood | Records Manager
Email: kirkwojp@ucmail.uc.edu Phone: 513-556-1958
Christopher Harter | Head of the Archives and Rare Books Library and University Archivist
Email: christopher.harter@uc.edu Phone: 513-556-1959
The University of Cincinnati General Records Retention Schedule (GRS) applies to common records created and maintained by university colleges, divisions, departments, and offices. The GRS is intended to reduce the need for individual department or college-based record retention schedules, and to provide consistent guidance for records maintenance and disposition across the University.
Some areas of the University will continue to use unique local retention schedules in combination with the GRS. For more information on this, please see the FAQ or see Records Management on Bearcats Landing.
The Archives and Rare Books Library maintains a pdf version of the GRS for consultation. It contains an introduction, information on using the GRS, and retention definitions and schedules. The schedule was last updated in June 2024.
This FAQ has been prepared to answer basic questions regarding the GRS and the University of Cincinnati's Records Management Program. More detailed inquiries can be sent to the University Archivist and Records Manager.
Do you have questions about transferring or disposing of records? Information on this, as well as the appropriate forms are available on Bearcats Landing.
Information on submitting public records requests and certain other records requests, such as those for student and health records, can be found on the University of Cincinnati's Office of General Counsel webpage.