2.18 | Record Retention and Disposition Policy

2.18.1 | Purpose of Policy

This Policy is about the Sampoerna University’s Records Retention and disposal as described in the section below.

The University Record should be retained for specific periods and consider legal and other institutional requirements. The retention period specified in Section 5 (Record Retention and Disposal Schedule) is the lowest requirement set by Sampoerna University. Records must be properly disposed of at the end of the retention period. Requests to make an exception to this Policy should be addressed to the related executives. This policy determines the methods for managing the University’s record retention and disposal and is aimed to:

• Meet the applicable authorized requirements.
• Appropriately direct the usage of physical and electronic storage space.
• Maintainthe University history; and
• Dispose of the Records that have been outdated.

At Sampoerna University, there is no single person and unit that is directly in charge for the whole university records. Hence, each department or unit that manages university’s records is in charge for:

• Applying records management processes that refers to this Policy.
• Training staff into the process of records management.
• Recording preservation as needed in this Policy.
• Disposing the inactive records appropriately at the end of the applicable retention period.
• Providing protective records contrary to misuse, damage, misplacement, theft or destruction; and
• Checking compliance.

The University owns the University Records and not employees, faculty members, or officers who make or to whom they are delegated.

2.18.2 | University Records Type

1. Record: Every record produced or collected during University business, including, but not limited to, electronic file, video/audio recordings, paper, drawings, plans, email, still photographs, etc.
2. Active Record: Every record that is presently inactive used by a unit or function of the University.
3. Electronic Record: A record that exists in an electronic format, such as a word processing document, scanned or imaged document, database, and any other forms of the file kept on a computer, server, mainframe/cloud storage facility, or with a third party working as the University’s vendor. Retention periods of electronic records are like other tangible Records (printed).
4. Inactive Record: Records that are no longer an active record but should still be preserved under the schedule of retention of the records described below.
5. Personal Information: A record with personal information that contains an individual’s name; financial or credit account information; the government-issued number of identification; or number or code which might use alone / in combination with another part of the information to undertake the identity of another person, get personally sensitive information, or access financial resources. This record is highly restricted and must always be secured.

2.18.3 | Retention of Records

1. The Records Retention Schedule describes the various categories of records and the period they should be retained as no document listing covers all conditions. Inquiries about the retention period for a particular document or class of documents that is not mentioned in the Retention and Disposal Schedule should be delivered to the related executives.
2. Even if the retention date of the records has expired, documents concerning ongoing or undecided audits or lawsuits must not be destroyed, damaged, or changed until the matter is resolved.

2.18.4 | Disposal of Records

2.18.5 | Record Retention Schedule

For further information about the Records Retention Schedule, please click Schedule