1.Records Management
The Office of the Registrar follows normal storage, retention and disposal procedures as
established by the American Association for Collegiate Registrar's and Admissions Officers
(AACRAO).
In addition, the Office of Business Services at ASU has contracted with the Augusta
Data Storage Center for the purpose of restructuring Augusta State University's records
management program. In the past, many departments had to be responsible for their own records
storage and retention schedule. With the services provided by ADCS, the storage, retention and
disposal needs of all departments are addressed.
Augusta Storage Center is affiliated with Data Storage Centers, the largest records management
network in the US, with headquarters in Jacksonville, FL. Their new modern storage facility and
trained personnel offer security, safety, and flexibility when accessing, delivering or picking
up records.
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2. Transferring records to and from storage
Requests to transfer records to storage should be made on the Request for Moving Services form,
which is available from Central Supply. The Central Supply Manager serves as the principal liaison
between ASU and ADSC and coordinates all pick-ups from the sites. Beginning July 1, 1997, each
department will be responsible for its' own charges, which will appear on the monthly statement
under Rentals. The accompanying service/rate schedule provides each department with the
information they need to initiate or continue this service.
Documentation of the records that are sent to Data Storage Center is kept in the file cabinet
located in the office of the Registrar File Room.
If a record must be retrieved from Data Storage Center, refer to the Data Storage Manual
located in the office of the student records' specialist.
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3. Procedures for Purging Student Records
Students who are currently enrolled or have been enrolled within the past year are housed
in the filing system in the Office of the Registrar.
Records of students who have not attended Augusta State University from one to six years
are housed in a vault maintained by the Office of the Registrar.
Students who have not attended ASU for more than seven years are housed in the Data
Storage Center for three years and are then destroyed upon request of the Office of the
Registrar.
Students' permanent record cards are maintained on a continuous basis. These cards contain
a record of courses taken, grades received, credits awarded, scores on standardized tests,
degrees conferred, and transcripts issued. Other record items are maintained according to
the above schedule.
Old permanent record cards are always removed from any file before it is sent to Data
Storage Center and they are filed in the vault maintained by the Office of the Registrar.
Purging of records takes place once a year (usually January).
If you have any questions about this policy, contact
Katherine Sweeney, Registrar and Director of Admissions.
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