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> Forms for Data Access
> Data Management and Retention
> FM Data Retention Policy
> Record Categories

Forms for Data Access

User Access to Data - Authorization Form (formerly IS Request form) Complete this form, save it to your local drive and e-mail it to (usitss@umn.edu) to authorize your staff member to gain access to network resources.	WORD
Department Authorization to Create New Data Group (create access groups like Energy, BSAC) Complete this form, save it to your local drive and e-mail it to (usitss@umn.edu) to authorize creation of new resources.	WORD
Department Authorization to Create New Top Level Directory (create folders for the access groups) Complete this form, save it to your local drive and e-mail it to (usitss@umn.edu) to authorize creation of new top level folders.	WORD

Data Management and Retention

It is Facilities Management policy that each department within the organization be responsible for and maintain their own data space (space located on FM servers). This includes determining the overall size needed to store departmental data and data retention policies.

Facilities Management has a finite amount of data space available.  This space must be divided across all of the departments. Although, more disk space could be made available through the addition of disk drives to our Storage system, this is not without cost, both for equipment and employee. A department should be aware of costs that may be incurred due to the request for more data space.

Data space calculation is [Current usage + Anticipated immediate growth] + 10%

Example:  Records has a current usage value of 10GB. They are told that we have new disk space available to accommodate them, so they opt to add what they have been storing on their desktops to the network; a total of 15GB. That total is 25GB add 10 percent and you get a total of 27.5GB. 27.5GB will be the capacity made available for records’ data files.

The business unit manager will be assigned to determine who will be granted access to their departmental data and a designated resource from each department will be assigned with the responsibility of maintaining the space through the FM Data Retention Policy.

FM Data Retention Policy

Retention periods may result from legal requirements, uniform business code or prudent business practice. Noncompliance could result in penalties and fines.

This policy addresses the retention period for records common to most Facility Management departments. Almost all departments will have records not covered by this policy. Departments are advised to develop retention schedules in accordance with legal or statutory requirements for their specific records.

Departments are responsible for retaining records according to the retention schedule.

• Active Files
  Files needed to support the current business activity of a department. The active period may be determined by record category (see the Record Category Section), frequency of use, fiscal year, etc.
• Inactive Files
  Files for which the active period has passed and are being held for the remainder of the specified retention period. These may be located in the department data storage area.
• Archival Files
  Files which have long-term value to the Facilities Management as a whole or to individual departments.

When the departmental retention period has expired, determine which documents meet the criteria for archiving. Verify the date and/or category.

If the documents do not meet the criteria for archiving, follow Destruction procedures.

Check with the University Attorney's office for more information.

Record Categories - General Retention Period

• Accident Reports-5 Years  
• Accounting System Documentation-Permanent  
• Accounts Payable-7 Years  
• Accounts Receivable and Internal Charges-7 Years  
• Audit Reports-Contact Audits  
• Budget-2 Years  
• Capital Items-Permanent  
• Cash-7 Years  
• Contracts and Agreements-7 Years  
• Correspondence and Internally Printed Materials-Contact Archives  
• Financial Statements-Contact Archives  
• Legal Actions, Claims and Lawsuits-Contact Archives  
• Minnesota Employee Right-to-Know Act (MERTKA)-7 Years  
• Organizational Charts-Contact Archives  
• Payroll-15 Years  
• Personnel-Permanent  
• Policy and Operating Procedure Manuals-Contact Archives  
• Purchases-7 Years  
• Research-Permanent  
• Student Accounts Receivable-3 Years  
• Student Employment-Permanent  
• Student Financial Aid-5 Years  
• Student Records-Contact Registrar  
• Travel-7 Years  
• Vehicle-5 Years

See University Services Retention information for more details.

Please review the Data Ownership Policy and the FM Retention Schedule if you would like further information.

Data Ownership Policy	WORD
FM Retention Schedule	WORD