Records Disposition Schedule

Introduction
The Consolidated General Records Disposition Schedule (CGRDS) for State Universities and Colleges is mandated by the State of Oklahoma, with the most recent update noted on July 16, 2009. Each institution is responsible for following the CGRDS.

Jeanne Prince, Archivist for the Oklahoma Higher Education Heritage Society modified and completed this grid in October 2010. The State of Oklahoma Archives and Records Commission has not officially approved the grid. Direct any questions about the information contained in the grid to the State of Oklahoma Archives and Records Commission or by checking online at official website for the Records Disposition Schedule:  http://www.odl.state.ok.us/oar/docs/ucgrds-schedule.pdf

This grid is designed to be used by specific departments within Oklahoma’s State Universities and Colleges when following the General Records Disposition Schedule. Some sections have been highlighted to emphasize their final disposition. Footnotes at the bottom of each page refer to the original document at the above website, and include a brief notation about legal action. The final section, “Records to Transfer to the Institutional Archives,” is a listing of all materials that should be transferred to the archives from all departments.

Please note that this document is not be used as the final Records Disposition Schedule. All decisions should be based on the official Consolidated General Records Disposition Schedule for Universities and Colleges.

For further details view the Introduction to the Consolidated General Records Disposition Schedule for State Universities and Colleges by the State of Oklahoma Archives and Records Commission.

View the CGRDS grid by section (PDF):

  1. Administration
  2. Athletics Departments
  3. Bookstore
  4. Curriculum
  5. Finance Accounting/Business Affairs
  6. Library
  7. Maintenance
  8. Medical
  9. Personnel
  10. Public Relations
  11. Security
  12. Student Personnel
  13. Student Records
  14. Hospitality Services
  15. Legal Counsel
  16. Printing Services
  17. Archives

View forms to transfer to the Institutional Archives

August 2, 2011
Jeanne Prince, CA
Archivist
Oklahoma Higher Education Heritage Society