Memorandum from the General Counsel

MEMORANDUM

TO: All University Employees
THROUGH: Office of General Counsel, Clemson University
FROM: Dennis, Taylor, University Archivist and Records Officer
SUBJECT: University Records Retention
DATE: August 4, 2017

Please be reminded that the South Carolina Public Records Act (South Carolina Code of Laws Title 30) requires all public institutions to comply with records retention schedules approved for Clemson University and in accordance with the South Carolina Department of Archives and History. All records—regardless of media or characteristics—created, received or maintained by departments in the course of their operations are the property of Clemson University and must be retained and disposed of in accordance with approved records retention guidelines. For further details, please see http://www.clemson.edu/cfo/businessmanual/as41pol.html .
All colleges and administrative units are required to adhere to the guidelines for records retention. To monitor compliance, the Office of Internal Auditing will periodically conduct audits of records.
Also, University offices that generate publications in either print or electronic format are required by law (SC State Code Section 60-2-30), to send their publications to the South Carolina State Library. Examples of such publications include University catalogs, bulletins, annual reports, alumni publications, research reports, county extension reports, and bulletins.
Publications in electronic format should be emailed to: documents@nullstatelibrary.sc.gov.
Print publications (fifteen of each title) should be mailed to:
South Carolina State Library
P. O. Box 11469
Columbia, SC 29211
To learn more about records management at Clemson University, please go to
http://libraries.clemson.edu/services/records-management. For questions about records policies, records audits, and use of retention schedules, contact Dennis Taylor, University Archivist, 656-4751; for questions about storage of and access to records, contact Michelle Voyles, Records Coordinator, 656-0680.