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Developing Records Retention and Disposition Schedules

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Custodian

The Office of Primary Responsibility (OPR) is the office that is the official custodian of a specific records series. Since the records in the records series maintained by the OPR are the main or most complete versions, normally they will be the official versions.

Custodian

  • The Records Custodian is the person responsible for keeping records in the ordinary course of business with accountability;
  • The Custodian should also be the Liaison to the University Records Officer.
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Security and Access

Security Classification and Access Permissions

  • Understand the type of information that is being managed and that it has the proper safeguards applied;
  • The information owner should identify information as public, internal or confidential in order to determine what security controls should be considered;
  • Only the minimum necessary rights should be assigned to a person to access, modify or delete information. Those rights should be in effect for the shortest time necessary.

KAUST's Data Classification Procedure outlines three security classification levels during the maintenance, storage, and disposition of records and data records. As such, it is vital to analyze the levels of confidentiality when inventorying records and developing records schedules. KAUST's three part classification levels includes (1) Public, (2) Internal and (3) Confidential. The Procedure defines "confidential" as private, proprietary or otherwise sensitive records and data records that must be secured at all times, including disposition. Refer to Section 2(a) in the Data Classification Procedure for further details.

Note further that KAUST's University Records Policy mandates that all offices manage their records effectively and efficiently, including their retention, disposition and classification.

Consult with the University Archivist if unsure about the correct level of security classification.

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