Records Retention and Disposition Requirements

In February 2008, the Office of the Chancellor issued CSU Executive Order (EO) 1031 –Systemwide Records/Information Retention and Disposition Schedules. EO 1031 is designed to assist campuses in implementing appropriate operational best practices to meet their commitment to an effective records management program.

EO 1031 also requires each campus to develop and implement a Records Retention and Disposition Policy. The CSU Long Beach policy is currently under development. In the meantime, should you have any questions, please do not hesitate to contact the office of Information Security Management and Compliance.

What exactly is the CSU records retention schedule?

A records retention schedule is a document that lists and governs the retention period and disposition of identified records that are common across the CSU. The CSU Records Retention and Disposition Schedules are published online and are accessible to any university employee. Current schedules can be found at the CSU Records/Information Retention and Disposition website, www.calstate.edu/recordsretention.

Not all schedules have been finalized; however, the following table provides the current status of the CSU schedules:

Identity Theft Workshop Scheduled

Information Security Management and Compliance will be hosting another identity theft workshop, Identity Theft: The Crime that Keeps on Taking! The workshop will be held Monday, July 21, 9:00-11:00a.m., in the Facilities Management Training Room, FM/SRM Building, Room 103. Gene Wohlgezogen of Information Security Management and Compliance will be facilitating this informal workshop and will review the common methods of identity theft, how to protect yourself, and what to do should you become a victim. Space is limited, so reservations are required. Please contact Berta Hanson at 5-8798, Staff Human Resources, in BH 335 for more information, or register on-line at http://www.csulb.edu/stafftraining.

Scam Watch

The pitch: “We’re calling to ask if you can help the poor victims of flooding and tornadoes in the Midwest.”

The scam: What’s sure to follow in the wake of natural disasters, besides visits by politicians? Charity scams. The Federal Trade Commission has issued a consumer alert to warn about the types of scams that have sprung up in the past after tragedies affecting large numbers of people. Many of these scams are perpetrated by telephone. Phone numbers on the national do-not-call list do not present a major obstacle to fraudsters because charities aren’t covered by the ban. By pretending to be soliciting for a real charity, they have a better chance of striking up a conversation.

Prevention: The FTC has prepared a list of precautions to take if solicited by phone, mail or in person. Among the suggestions: Ask for the name of the charity if a telemarketer doesn’t provide it promptly, call the main office of the charity before donating to make sure it’s soliciting, don’t provide credit card or bank account numbers before checking out a charity (especially one you haven’t heard of before) and don’t make cash gifts.

Info: The FTC checklist is at www.ftc.gov/bcp/edu/pubs/consumer/alerts/alt114.shtm

David Colker; Los Angeles Times, June 22, 2008.