SFSU is transitioning from DocuSign to Adobe Sign as the campus‑approved electronic signature solution. As part of this migration, all completed DocuSign transactions must be properly downloaded and retained before June 30, 2026.
The campus‑approved electronic signature solution (i.e., DocuSign and Adobe Sign) is not a records repository. Records custodians are responsible for downloading all existing documentation—including completed documents, supporting materials, and certificates of completion—and storing them in an approved university file‑storage solution. All records must be stored in accordance with the CSU's Records Retention and Disposition Schedule (see the policy by area of focus below for additional details).
QUESTIONS?
For help determining whether records retention policies apply, please contact Melinda Latas, Chief Compliance Officer for the CSU System, or refer to the CSU's Frequently Asked Questions page.
For guidance on campus electronic templates or this page please contact the Audit & Policy Coordinator at policies@sfsu.edu.
What is a Records Custodian?
A "records custodian” is the campus-designated department head who maintains the official/original copy of the record/information. Retention schedules should specifically identify the campus-designated custodian responsible for identified records/ information.1
As a record custodian (or previously worked with Quality Assurance (QA) to create a DocuSign business process), you are likely responsible for retention requirements associated with that process. Managers and staff should not retain duplicate records that are already maintained by the designated records custodian, unless a documented business need requires it.
1This information was gathered from the CSU's Frequently Asked Questions page.
Requested Actions
Before June 30, 2026, the records custodian must complete the following tasks:
- Download and securely store all materials in an approved university file‑storage solution.
- Identify the transaction date for each document.
- NOTE | This date determines the retention period under the CSU's Records Retention and Disposition Schedules.
- Confirm the contact/ department owner responsible for each process.
- Confirm additional or related template processes that may require retention.
Electronic Template Spreadsheets by Cabinet
In collaboration with QA, Audit Services reviewed 600+ electronic signature templates. The team then compiled reference spreadsheets for each Cabinet Area—each spreadsheet outlines the templates, identifies the custodians, and defines potential retention schedules. Departments should also review the CSU's Record Retention Schedule Policy relevant to the services they provide.
Note | These spreadsheets are intended as a guide. Custodians are responsible for verifying all details against current conditions.
Electronic Templates and Retention Schedules – Academic Affairs | Powered by Box).
Electronic Templates and Retention Schedules - Administration and Finance | Powered by Box
Links to individual spreadsheets:
| Department | Link |
| Accounting and Fiscal Services | https://sfsu.box.com/s/cz4im38znrc1a86dkfm12mpw09xpib4r |
| Accounts Payable | https://sfsu.box.com/s/5cbwpct7mvb8b2ac0l7c8cy1yf3et10i |
| Budget, Administration, and Operations | https://sfsu.box.com/s/vvh8ozm4rfhe8nv8bnyg9kkr1187mb64 |
| Bursar's Office | https://sfsu.box.com/s/2kfhby71gt33i4cld69p0lt88uxk8vab |
| Enterprise Risk Management | https://sfsu.box.com/s/mygmw3aip3x0eo72ndwv9zdkcdsffxh4 |
| Housing, Dining, & Conference Services - Financial Services | https://sfsu.box.com/s/l1q707r9he8afu3eeg7ldpwko3wyvzho |
| Human Resources | https://sfsu.box.com/s/3lbd2cnzwe4xqqze753lhva1ohb7ew8r |
| Information Technology Services | https://sfsu.box.com/s/ooowqdrvc6ritdfcayd8swov4yivbehd |
| Office of Emergency Services | https://sfsu.box.com/s/4wxyfvll79vcq6z1t4taaiwg2hx3nx1l |
| Procurement & Support Services | https://sfsu.box.com/s/e5i7pn3ocxh3l0yllhydjht19pw5anna |
| University Corporation | https://sfsu.box.com/s/5s3dkgwl1l7ngx4wu4mb1kzt0jq40i6n |
Electronic Templates and Retention Schedules - Student Affairs & Enrollment | Powered by Box
https://sfsu.app.box.com/folder/337650407029
Links to individual spreadsheets:
| Department | Link |
| Associated Students | https://sfsu.box.com/s/5prh6akqyhw82oe94a26v0jgp057i92n |
| Athletics | https://sfsu.box.com/s/hcnzmq74y8tddzl0vjdvyz31rov4vv6p |
| Campus Recreation | https://sfsu.box.com/s/ikc3rt80ye78geox049h8w4g1z2094ot |
| Division of Campus Safety | https://sfsu.box.com/s/286sqy75p4hqz4tcfzf8p2e3yq7epor9 |
| Division of Disability Access Student Wellbeing | https://sfsu.box.com/s/wnrmvo0ac6mhkljwehf5mdgt4r3sv4sz |
| Division of International Education | https://sfsu.box.com/s/wmyhhum8244o6hxry42hn61pcro697vp |
| Division of Student Life | https://sfsu.box.com/s/17ffie5j5g5b2muiohznakdfvh3g1u7o |
| Office of Student Financial Aid | https://sfsu.box.com/s/k3ke0acja2t280746mkrxthrc3usax42 |
| Parking & Transportation | https://sfsu.box.com/s/6fo4zht2t5seomhx72p40ze585nwr0wb |
| Registrar’s Office | https://sfsu.box.com/s/8tcwnyt6wp74dc6jzo1k760uxlqe79qj |
| Student Activities & Events | https://sfsu.box.com/s/qc4kx6b7rwo25nrdt4z814aaunviky1n |
<p>
University Advancement spreadsheet:
</p>
<p>
<a href="https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsfsu…" title="https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsfsu…">https://sfsu.box.com/s/x7aotn1y48d6psqwr6nehf8i338ytiu0</a>
</p>
CSU's Record Retention Schedule Policy
Area of Focus |
Department Examples (Not limited to) |
|---|---|
| Academic Personnel |
|
| Curriculum and Accreditation |
|
| Environmental Health and Safety |
|
| Capital Planning, Construction and Facilities Management |
|
| Fiscal |
|
| Institutional Records |
|
| Personnel/Payroll |
|
| Research and Sponsored Programs |
|
| Student Records |
|
| University Advancement |
|
| University Police |
|
Value of University Records
For more information, please refer to the CSU System Continuity Program page.