POLICY TITLE: Document Retention and Disposal

APPLIES TO: All Divisions and Departments

ADMINISTRATIVE AUTHORITY: Library Office of the Registrar Office of General Counsel Division of Finance & Administration

APPROVED BY: Kentucky State University Board of Regents

EFFECTIVE DATE: August 8, 2025

NEXT REVIEW DATE: August 8, 2028

State and federal laws mandate the retention and prohibit the premature destruction of certain documents. The purpose of this policy is to establish a systematic process for the retention and disposal of Kentucky State University (KSU) records. This policy ensures that records are maintained for the required legal, fiscal, and administrative periods and are disposed of in a timely and appropriate manner thereafter.

The final action for a record after its retention period has expired, which may include secure destruction or transfer to University Archives for permanent preservation.