Disposition of University Records

Records Retention & Management at SWOSU

All SWOSU offices and departments are responsible for ensuring the appropriate retention, maintenance, and secure storage of records in accordance with the retention schedules established by the Oklahoma Department of Libraries, Records Management Division, and the General Records Disposition Schedule for State Universities and Colleges.
In compliance with state requirements, SWOSU must obtain formal authorization from the State prior to the destruction of any agency records. The destruction of any public records requires advance approval, which must be requested no fewer than thirty (30) days before the proposed destruction date as required by OAC 60:10-3-2(b).

Why Records Retention Matters

Proper records retention ensures SWOSU:

• Meets Oklahoma legal compliance standards
• Protects student, employee, and institutional records
• Preserves historically significant university documents
• Reduces storage and data risks
• Supports audits, accreditation, and legal requests
• Ensures consistent document destruction procedures

This includes both:

• Paper records
• Digital files
• Email records
• Departmental reports
• Financial documentation
• Personnel files
• Student academic records
• Historical university materials

SWOSU’s long institutional history makes archival stewardship especially important.

Downloadable Forms

• General Records Disposition Schedule
• Notice of Intent to Destroy Records Form
• Notice of intent to Destroy Records that have been Imaged
• FILLED FORM EXAMPLE
• State Agency Records Transfer Procedure for The State Records Center

Process and Who to Contact

The Department of Human Resources serves as SWOSU’s Records Management Coordinator. Prior to the destruction of any agency record, the requesting department must complete a Notice of Intent to Destroy Records Form (example available in the downloadable forms). The form must include a detailed description of the records, including the record type, inclusive date(s), the total volume in cubic feet, and whether the records are original documents or duplicate copies.
Once submitted, the request for records disposition will be forwarded to the Oklahoma Department of Libraries, Records Management Division, for review and approval or denial. The requesting department will be notified of the State’s decision as soon as the response is returned to the Department of Human Resources.

Upon approval, the requesting department is responsible for coordinating record destruction in alignment with the university’s scheduled shred truck services. For large-scale destruction requests, departments should notify Human Resources so that a dedicated shred event can be coordinated. *Routine recycling and day-to-day shredding responsibilities remain the responsibility of each individual office and department.

Resources

Oklahoma Department of Libraries
Records Management
200 NE 18 Street
Oklahoma City, OK 73105
(405) 522-3580
records@libraries.ok.gov
 
SWOSU Human Resources                                                                 
100 Campus Drive, HAB 101
Weatherford, OK 73096
(580) 774-3275
hr@swosu.edu