A directive issued by the Office of General Counsel to suspend the normal disposition of specific records due to pending or anticipated litigation, investigation, or audit.
The official State University Model Records Retention Schedule promulgated by the Kentucky Department for Libraries and Archives (KDLA), which dictates the minimum time university records must be kept.
As defined by Kentucky law, any documentary materials, regardless of physical form or characteristics, which are prepared, owned, used, or retained by KSU.
Kentucky State University hereby adopts the State University Model Records Retention Schedule promulgated by the KDLA and incorporates its provisions by reference. This schedule serves as the official authority for all university records retention periods.
All KSU employees are responsible for managing the university records in their control in accordance with this policy, whether those records are in paper or electronic format.
Information must be maintained in a manner that ensures it is accessible to appropriate parties for its entire retention period.
Each department head shall designate a departmental records coordinator to oversee compliance with this policy within their unit.
No university record, whether paper or electronic, will be destroyed or deleted if it is pertinent to any ongoing or anticipated government investigation, proceeding, or private litigation.
The Office of General Counsel is the only office with the authority to issue or release a legal hold.
All employees must comply immediately with any legal hold notification and must check with the Office of General Counsel for any current or foreseen litigation before disposing of any documents that may be relevant.
When a record's retention period has expired and it is not subject to a legal hold, it must be disposed of in accordance with this policy.