Page 150 - Flipbook New Admin Staff

important, and only fair, that actively using the document, or
you understand that the work whether there are any pending
you perform and the things you public record requests for the
create at UF do not really belong document. It can get complicated
to you. In some ways, these pretty quickly.
things do not solely belong to
UF either. The University of Florida primarily
“The best fish in the relies upon two of the published
We already talked about public world are of course retention schedules:
records, so you know that the those one catches
public is entitled to most UF oneself.”—Marjorie General Schedule 1-SL State
emails, voicemails, phone logs, Kinnan Rawlings, and Local Government Agencies
documents, and pretty much Pulitzer Prize-winning contains business functions
anything else that is produced at author, University of common to most Florida
UF. Additionally, we sometimes Florida donor, Rawlings state agencies. This schedule
receive subpoenas (or, on rare Hall namesake addresses, among other
occasions, warrants) in which a things, financial transactions,
judge may require the university pay and attendance items,
to share information as part of an investigation correspondence, and personnel
or a lawsuit. We have to comply with a variety documents (spreadsheet format).
of regulations, and we are subject to random, General Schedule 5 - Universities and
scheduled and complaint-driven audits and Community Colleges contains items specific
reviews as well. Sometimes the university to higher education. This schedule addresses,
also has to conduct internal investigations— among other things, admissions documents,
which may focus on financial fraud, employee financial aid and scholarship documents, and
misconduct, research misconduct, or a variety academic course information (spreadsheet
of other concerning behaviors. format).

The point is, the number and type of people who aProTip: Talk to your immediate
can obtain UF documents and data comprise a supervisor about best practices for properly
pretty long list. So, be mindful of what you put in retaining UF records. If you are new to UF,
emails, how you use your computer, the content ask for insight into the types of records you
of your voicemails, how you are accessing the routinely generate, handle, and keep for the
internet, etc. You are not acting as a private purposes of your job. Honestly, you do not
citizen—you are acting as a UF employee and need to know how long every type of document
that makes this information more or less fair needs to be retained—only those that you
game.
have the power to throw away, shred, delete,
Record Retention or otherwise discard. Once you understand
the expectations of the records in your work-
How long we have to retain a university record universe, be sure to comply.
depends on the record’s content and what
the state’s record retention schedules require.
Other factors can come into play, like whether
there is an ongoing audit related to the record,
whether a lawsuit is underway, whether we are

TEAMS/USPS Employee Handbook (Sept. 2018) 28