Records Retention

Records retention overview

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).

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:

1. Download and securely store all materials in an approved university file‑storage solution.
2. Identify the transaction date for each document.
   1. NOTE | This date determines the retention period under the CSU's Records Retention and Disposition Schedules.
3. Confirm the contact/ department owner responsible for each process.
4. Confirm additional or related template processes that may require retention.