Corporate Records
Official corporate records should be maintained by the responsible department. Corporate records include electronic documents, digital images, audio and video media, email and instant messages, as well as paper and other physical records.
Each UCAR department should retain and dispose of records according to the laws that govern such records. Retaining records beyond their retention period may lead to unwarranted storage and maintenance costs. Disposal should be in a manner that protects the privacy of confidential data, typically through shredding.
No records should be destroyed or altered while audits, investigations, lawsuits (or even reasonably anticipated lawsuits) or misconduct action is pending. Subject records may not be altered until the issue is resolved and one is specifically advised that such records may be destroyed.
Electronic Records
Email that falls within the scope of any business record retention regulations and contractual terms should be treated consistent with those requirements. Otherwise, email should be deleted as soon as practicable.
Archives
UCAR maintains a formal archive to preserve and make accessible records judged to have historical value. Those placing records into archives, in consultation with UCAR's Archivist, must ensure that the materials meet criteria as described on UCAR's Archives web site.
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