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Business and Financial Policies and Procedures

Keeping Identity Management Records


Records - Records are official and trustworthy documents used for accountability and transparency. Requirements for retaining records are mandated by federal and state laws and regulations. Identity Management Records consist of monthly and annual reports and log files related to the issuance or termination of identification cards to University students, staff, and faculty and to services offered through the identity cards, such as meal plans.

Working Documents - Working documents are unofficial yet trustworthy documents used to support business activities. Examples include copies of official records retained for your convenience or preliminary planning documents.

Temporary Documents - Temporary documents are transitory and not records or working documents. Examples include drafts, reference materials, and routine correspondence.

OBFS Responsibilities

OBFS retains identity management records for the current fiscal year and 5 previous fiscal years after the termination of the identity card or service.

Unit Responsibilities

Your unit has no responsibilities for retaining identity management records.

For assistance, consult your unit Records Liaison or records contact, if you have one, or the Records and Information Management Services team.

Additional Resources

Records and Information Management Services
Urbana - University Archives
Chicago - University Archives
Springfield - Archives/Special Collections

Last Updated: April 11, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: October 2011

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