Tamara,
Generally, I'd answer that by saying the course/syllabus is obsolete after it is cancelled or superseded by an updated course/syllabus. But since your retention is based on a citation for contracts, I'd suggest that each time the course is offered & given, that is a new "contract" with the specific group of people who've taken the course that term. And so each term's course records would be a "set" that is obsolete after term's end and should be kept for seven years.
However, I do not work at a university, and so my opinion is not as informed as some on this list who do work at universities. And so I would defer to them.
Gary Link, CRM
Pittsburgh, PA
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Tamara Livingston
Sent: Tuesday, April 06, 2010 9:50 AM
To: [log in to unmask]
Subject: University Records Retention Clarification
Hello Listers,
According to the Records Retention Guidelines set for the University System of Georgia by the Board of Regents, we are to retain "Course Records" for "7 years after obsolescence." The full citation is:
"Course Records: This series provides a record of departmental course offerings and individual course contents. This series may include but is not limited to: syllabi; course descriptions; course outlines; course summaries; course requests and proposals; curriculum approval lists; lists of classes by term; bibliographies; readings lists; course announcements; handout materials; and related documentation and correspondence."
The legal citation is : O.C.G.A. 9-3-24 (Actions on simple written contracts; exceptions: "All actions upon simple contracts in writing shall be brought within six years after the same becomes due and payable.")
The question I have is a practical one - how does one determine "obsolescence" of a course/sylllabus?
I had a faculty member stump me on this one, so I'd love to hear from any university records managers out there...!
-Tamara
Tamara E. Livingston, Ph.D., C.A.
Director of Archives, Special Collections and Records Management
Kennesaw State University
1000 Chastain Road, MD #1704
Kennesaw, GA 30144
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770-423-6289 (p)
678-797-2586 (fax)
www.kennesaw.edu/archives
www.kennesaw.edu/library/bentley/BRBG.htm
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