Records retention

The University of Nevada, Reno complies with the NSHE Records Retention and Disposition Schedule. To assist faculty and staff in meeting the requirements of the NSHE Records Retention and Disposition Schedule, the University of Nevada, Reno is adding a new default folder to faculty and staff email accounts. Your current email folder structure will not be disrupted by this addition. One main folder will be added called "Records Retention"; it will have seven sub-folders. The university encourages use of these folders for records retention, but will not monitor or enforce them.

For more information on what data should be stored in each folder please contact the Records Retention Officer, Jill Heaton, at recordsretentionofficer@unr.edu.

Records retention email folders

The records retention folders include the following:

Administration

  • Example: Business related emails from administrators

Contracts

  • Example 1: An email with content or an attachment relating to activity with a bid process such as a question/reply from a bidder
  • Example 2: A Scope of Work attached or embedded in the email between a contractor and university employee

Fiscal

  • Example 1: An email between a donor and the university concerning details of the donation
  • Example 2: An email concerning a lost inventoried piece of equipment

Legal

  • Example: An email concerning obtaining a patent for a product or process developed by a university researcher

Personnel

  • Example 1: An email between an employee and supervisor or other administrator regarding details of a work related accident
  • Example 2: An email between employee and supervisor regarding specific duties and due dates for employee work assignments
  • Example 3: An email requesting accommodation for a disability

Research

  • Example 1: An email concerning details of an export transaction
  • Example 2: An email concerning care of animals in a lab

Student

  • Example: Email exchanges regarding a formal hearing, decision, or appeal concerning FERPA

If you have additional technical questions please contact the Office of Information Technology.

Frequently asked questions about records retention