Division of Finance and Administration

Records Management

Section 1

UCOP Records Management Policies

University records management policy is found in the Business and Finance Bulletins in the Records Management and Privacy (RMP) series. The Associate Vice President – Information Technology Services in the UC Office of the President is delegated universitywide responsibility for records management and information practices policy.

View UCOP Records Management Policies


UCOP Records Retention Schedule

A records retention schedule defines the period of time that records should be retained and when they should be destroyed. Various requirements based in law and university policy govern the retention of administrative records. A retention schedule is critical for promoting responsible records management, mitigating risk, and ensuring consistent compliance across UC.

View UCOP Records Retention Schedule


Personnel Records Online System (PROS)

The purpose of the Personnel Records Online System is to create a consolidated, complete employee file that is accessible to those who require access; reduce institutional risks related to unauthorized access to employee records; streamline the process of responding to subpoenas; and manage the retention and disposition of employee records in accordance with UC guidelines.

View Personnel Records Online System (PROS)


Scanning, Storage & Shredding

Record Scanning:

  • UCI’s Scanning team can provide scanning services right here in campus.
    Go to Document Management
  • Spectrum Information Services is another option and a UCI-preferred vendor for records scanning.
    Go to Spectrum


Records Storage:

  • Iron Mountain is the University's preferred vendor for offsite records storage.
    Go to Iron Mountain


Shredding Services: 


UCI University Archives

The University Archives preserves UCI's historically significant records. Beginning with the founding of UCI in 1965, the University Archives holds materials that document the planning and growth of the campus, the development and administration of academic and administrative programs and services, faculty concerns, student life, and community relations.

View UCI University Archives


Public Records Office

The Public Records Office (PRO) coordinates the University’s response to requests for records made under the California Public Records Act (CPRA) and the Information Practices Act of 1977 (IPA).

Go to the Public Records Office