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University Records Management

This guide, hosted by the Brandeis University Records Management (URM) program, provides information on records management best practices, URM services, and Brandeis responsibilities.


What are records?frequently asked questions

What is records management?

Who is responsible for managing Brandeis records?

What are the benefits of records management?

What is the office of record?

How long do I need to keep my office records?

How do I destroy my paper records?

How do I know what to recycle and what to shred?

Where can I find help with records management?


What are records? Records are any information, regardless of format or location, made or received in connection with Brandeis activity and documenting University functions, policies, decisions, procedures, and research. Examples of records include student transcripts, invoices, reports, deeds of gift, research data, and licensing agreements. Back to top

What is records management? Records management is the responsible and consistent management of an institution’s records throughout their lifecycle (creation, use, preservation, destruction) using professional best practices, such as legal and regulatory compliance, and according to legitimate internal informational and operational needs. Back to top

Who is responsible for records management? All Brandeis employees share a responsibility to practice good records management and ensure that confidential, sensitive, and Personally Identifiable Information (PII) are handled appropriately. Records management guidance and services are available through University Records Management. Back to top

What are the benefits of records management? Records management promotes legal compliance and readiness in the event of audits or litigation. It reduces the legal and regulatory risk that can occur when personal or sensitive data is retained too long. It reduces costs by matching good record keeping practices with organizational needs and increasing access to needed information. Back to top

 What is the office of record? Generally there is only one office of record. That is the office that is responsible for the official copy of a record series (whether the records are paper or electronic). The office of record is not always the office of origin. When multiple departments or offices have copies of the same record, the office of record is the one department that maintains the official copy until it is destroyed or sent to the Archives. Back to top

How long do I need to keep my office records? It depends on the type of record. The Brandeis Records Retention Schedule can be found on the Library's website. Please contact with questions about retention requirements. Back to top

How do I destroy my paper records? University Records Management provides secure document destruction through our vendor. There are over 40 shred bins and consoles located across campus, including at 515 South Street and 51 Sawyer Road. URM also coordinates the delivery of larger bins for special projects, such as office clean outs. Please contact URM at or 781-736-8759 for assistance with shredding services. Back to top

How do I know what to recycle and what to shred? In general, documents that contain sensitive or confidential information and records that contain PII (personally identifiable information) should be shredded, as long as the office of record (e.g. Human Resources or Financial Aid) has a copy. For more information, see What to recycle, delete, or shred (the short list). Back to top

Where can I find help with records management? Contact University Records Management at or 781-736-8759 to schedule a consultation with our staff. Back to top