Student Records

Student Records

POLICY STATEMENT

Ottawa University is committed to the retention of its records in order to meet legal requirements, optimize use of space, minimize cost, preserve the history of the University and destroy outdated and useless records. This policy identifies certain records that must be retained for specific periods of time and designates official repositories for their maintenance.

All University records are the property of Ottawa University regardless of their physical location, even when they are in the possession of individuals, and, as such, may not be permanently removed from the University nor destroyed except in accordance with this Policy.

University record means any tangible recording of information, regardless of the means of recording, relating to the conduct of University business that is prepared, owned, used, or retained by an operating unit or employee of the University, including all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials recorded by handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and any record thereby created, regardless of the manner in which the record has been stored.