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Ward M. Canaday Center for Special Collections: Records Management

The Ward M. Canaday Center for Special Collections acquires, preserves, organizes, and makes available for research the institutional memory of the University of Toledo as well as the personal and organizational records of the people and industries of Tol

Records Management

The University Libraries Office of Records Management is the office designated by the University President with the responsibility for administering the Utoledo records management program in accordance with the records retention manual. The University of Toledo’s records management program provides internal services to multiple departments and offices throughout the campus. Refer to University Policy 3364-5-05 for the policy details. The records management services include

  • Developing and managing retention schedules.
  • Establishing and maintaining policies and procedures for the systematic management of Utoledo records.  
  • Demonstrating regulatory compliance, especially with Ohio Revised code and federal law.  
  • Providing litigation support.  

Offices wishing to establish a retention schedule or dispose of records should contact the Records Management Librarian, Christine Rigda at 419.530.2333 or at RecordsManagement@utoledo.edu. To arrange the transfer of records with historical value to the archives, contact Sara Mouch, Curator/University Archivist, at 419.530.5578 or sara.mouch@utoledo.edu. For access to existing retention schedules, document templates, certificates of disposal, procedures, and other general records management information please visit the link below.

University of Toledo Records Management SharePoint

RECORDS RETENTION MANUAL

The University of Toledo uses the document “Records Retention for Public Colleges and Universities in the State of Ohio: A Manual“ created by the Inter-University Council of Ohio. The purpose of this manual is the determination of minimum guidelines for the retention of records as required by law and sensible practice. It gives broad guidelines for various record types. The Office of Records Management of the University of Toledo has created a General Retention Schedule based on the IUC manual which gives more specific types of documents you might have in your offices. Please consult the General Schedule first.

General Retention Schedule for Utoledo (consult this first)
IUC Records Retention Manual