Records Retention

Records created using DocuSign are considered university records and should be managed according to CSU policies and executive orders related to record retention and disposition. While DocuSign was introduced to the campus in 2018, most users were onboarded in 2019. DocuSign should not be used as a file storage solution or repository for university records. Instead, business process owners should store their documents in a file storage solution that aligns with university guidelines for records management. 

Record Retention Schedules

As we transition from DocuSign to Adobe Sign, the first step for the university is for business process owners to ensure that all relevant university records are preserved in accordance with CSU policies and executive orders related to records retention. Business process owners are responsible for downloading completed documents, any supporting materials, and the accompanying certificates of completion. To determine the appropriate records retention and disposition schedule, business process owners must first identify the date when the document or form was transacted in DocuSign. This date is crucial as it determines the applicable retention period according to the CSU’s Systemwide Records Information Retention and Disposition Schedules Implementation Policy. 

If you have questions about whether the records retention policy applies to your business process, please submit a Support ticket to Quality Assurance using the DocuSign ServiceNow catalog and we will be happy to provide further guidance. 

The table below is sourced from the CSU’s retention schedules website, which offers guidance on specific record types across various areas. Departments should review the schedules based on the services they provide.

Area of Focus Department Examples (Not limited to) Files Last Revised
Academic Personnel
  • Academic Technology
  • Faculty Affairs
  • Human Resources
  • Office of Research & Sponsored Programs
 .xlsx | .pdf 10/02/2023
Curriculum & Accreditation
  • Academic Resources
  • Academic Senate
  • College of Professional & Global Education
  • Division of Graduate Studies
  • Undergraduate Education and Academic Planning
 .xls | .pdf 10/02/2023
Environmental Health & Safety
  • Environmental Health & Safety
  • Risk & Safety Services
 .xls | .pdf 01/24/2023
Facilities
  • Capital Planning, Design, & Construction
  • Facilities Services
  • Financial Services
  • Housing, Dining, & Conference Services
  • Risk & Safety Services
 .xls | .pdf 03/15/2023
Fiscal
  • Associated Students
  • Financial Services
  • University Corporation
 .xlsx | .pdf 3/13/2023
Institutional Records
  • Associated Students
  • Financial Services
  • Institutional Analytics
  • University Advancement
 .xls | .pdf 02/04/2021
Personnel/Payroll
  • Faculty Affairs
  • Human Resources
  • Risk & Safety Services
 .xlsx | .pdf 03/01/2024
Research & Sponsored Programs
  • Financial Services
  • Office of Research & Sponsored Programs
 .xlsx | .pdf 10/02/2023
Student Records
  • College of Professional and Global Education
  • Division of Enrollment Management
  • Division of Graduate Studies
  • Division of International Education
  • Office of Student Financial Aid
  • Registrar's Office
 .xls | .pdf 05/19/2021
University Advancement
  • Associated Students
  • University Advancement
 .xlsx | .pdf 10/04/2023
University Police
  • Human Resources
  • Office of Emergency Services
  • Parking & Transportation
  • University Police
 .xlsx | .pdf 03/17/2023