Skip to main content

Records Management: Home

This guide, hosted by the University Records Management (URM) program, provides information on records management best practices, trends and news in the records discipline, and records communications specific to URM and Brandeis.

NEW! URM Services and Awareness Video!

The following four and a half minute video will quickly provide you with background on the program and services that we offer and the responsibilities that all Brandeis staff and faculty have with respect to Brandeis records.

URM Storage, Shredding, and Scanning Services

Records Management FAQs

Records Management at Brandeis

Contact to receive our program and services brochure.

Knowledge Management Guidelines

ROT: Keeping our Information Clean

Records Management (RM) General Guidance

What is Records Management?

Records: All documentary and data information, regardless of format, made or received in connection with Brandeis activity and reflecting University functions, policies, decisions, procedures, and research. Examples of records include student transcripts, invoices, reports, deeds of gift, research data, and licensing agreements.
Records Management (RM): The responsible and consistent management of an institution’s records according to a retention policy that determines how long different records are kept, based on outside laws and regulations and legitimate internal needs, as well as the implementation of records management best practices. 
Why Manage Records?
Because, to quote Randy Kahn:
"We can’t keep everything forever."
  • We assume legal & reputational risk by keeping obsolete personal information.
  • It costs the institution to store, manage & backup unnecessary information.
  • E-Storage may be “cheap,” but the rapidly growing scale of information drives total costs of ownership.
  • Abandoning old files fills up search results with “garbage,” and it takes longer to find what we need.
  • “Just in case” is not a legitimate retention need by itself.
"We can’t destroy everything tomorrow."
  • Regulations require us to keep some records for a long time - think tax forms and the IRS.
  • In the event of litigation or audit, we have a responsibility to produce certain records promptly and efficiently.
  • We have ongoing operational needs for some older documents.
  • We need to keep a record of our products for reaching back into the institutional knowledge base: Memory and history.
                          Recordkeeping Principles







Cleaning Out Your Collections


IMPORTANT : Do not place documents with personal information (e.g. social security numbers, home addresses) in recycling bins.  These documents must be shredded or placed in secure, locked shredding bins, which can be provided by URM. 

Selected College & University Retention Schedules

Document Management 101

Archival Resources at Brandeis