Retention Schedule
This record schedule includes some of the records common in most university offices and departments.
The Office of Record (originating or creating office) will retain original records according to a predetermined schedule. Therefore, it is not necessary to keep duplicate records in other departments.
| Academic Records | Personal Records |
| Administrative | Photographs |
| Annual Reports | Publications (University Only) |
| Budget Records | Purchase Orders |
| Course Syllabi | Requisitions |
| Faculty Records | Search Committee Records |
| Invoices | Student Files |
| Minutes | Travel |
| Payroll Records |
| Academic Records | |
Description: |
Departmental Files Consisting of, but not limited to, Student grades, class schedules, financial aid records, transcript requests, or other academic information. |
Retention: |
5 years after departure. |
Disposition: |
Destroy. |
Notes: |
Academic Affairs, Financial Aid, Registrar's Office house and schedule student academic files. |
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| Annual Reports | |
Description: |
Annual reports from originating departments, offices, and organizations |
Retention: |
Permanent |
Disposition: |
Transfer to Archives Send 3 copies for permanent retention in the Archives |
Notes: |
|
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| Budget Reports | |
Description: |
Consists of, but not limited to, correspondence, requisitions, purchase orders, final payments, bills and invoices, vouchers claims, and travel |
Retention: |
2 Years |
Disposition: |
Destroy |
Notes: |
The office of the Controller houses and schedules for retention the financial records of the university. |
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| Correspondence - General | |
Description: |
Consists of non-policy general operations of the department |
Retention: |
2 years |
Disposition: |
Destroy |
Notes: |
Retain any documents that may have historical value for the department |
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| Correspondence - Official/Administrative | |
Description: |
Retain documents that relate to major activities, functions, and programs of the university and important historical events |
Retention: |
Permanent |
Disposition: |
Transfer to the Archives after administrative usefulness has ended |
Notes: |
Files should be culled for permanent documents |
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| Course Syllabi | |
Description: |
Course Descriptions |
Retention: |
Retain while active plus 4 years |
Disposition: |
Destroy |
Notes: |
Archives retains course descriptions published in catalogs and bulletins |
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| Faculty Files | |
Description: |
Office or department files consisting of, but not limited to, correspondence, evaluations, recommendations, vitae, professional development, travel, sabbatical, leave, and publications |
Retention: |
Permanent |
Disposition: |
Transfer to Archives. These files will be housed with the department record group. |
Notes: |
Office of Academic Affairs houses and schedules faculty records but office records help to supplement the information |
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| General Files | |
Description: |
Consists of, but not limited to, correspondence, reports, and publications of other departments |
Retention: |
General Office Files, 1 year. Upper Administration, 3 years. |
Disposition: |
Destroy |
Notes: |
Documents pertaining to a significant action or interaction should be retained and transferred to Archives |
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| Inter-Departmental Billing - IV Voucher | |
Description: |
Budget Records |
Retention: |
2 Years |
Disposition: |
Destroy |
Notes: |
The office of the controller houses and schedules for retention of the financial records if the university |
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| Inventory Records | |
Description: |
Inventory forms, lists which contain name of unit, inventory numbers |
Retention: |
Until Superseded |
Disposition: |
Destroy Outdated Lists |
Notes: |
|
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| Invoices | |
Description: |
Budget Records |
Retention: |
2 years |
Disposition: |
Destroy |
Notes: |
The office of the controller houses and schedules for retention of the financial records of the university |
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| Minutes | |
Description: |
Consists of, but not limited to, minutes from departmental office, organizational, appointed committee or task force meetings. |
Retention: |
2 years |
Disposition: |
Transfer one copy to the Archvies |
Notes: |
Approved and finalized minutes only! |
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| Payroll Records | |
Description: |
Consists of, but not limited to, correspondence, time recap, time sheets, and service reports, pay notifications |
Retention: |
3 years after termination |
Disposition: |
Destroy |
Notes: |
The payroll office houses and schedules all records pertaining to the payment of salary and benefits to university employees. |
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| Payroll Records(Student Payroll) | |
Description: |
Department files that may consist of, but not limited to, correspondence, evaluations, recommendations, pay notifications, time sheets, work-study awards |
Retention: |
3 years after Departure |
Disposition: |
Destroy |
Notes: |
The Payroll office houses and schedules all records pertaining to student payroll. Office student files are considered satellite files and should not be send to Archives |
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| Personnel Records (Administrative/Professional - Monthly) | |
Description: |
Consists of, but not limited to, correspondence, appointments, salary, promotion, evaluations, recommendations, and leaves |
Retention: |
Permanent |
Disposition: |
Transfer to Archives after termination or retirement. These files will be kept with the department record group. |
Notes: |
Chairs, Deans, and VPs are to maintain and retain for permanent retention all administrative personnel files created within their jurisdiction. |
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| Personnel Records (Faculty) | |
Description: |
Department files that may consist of, but not limited to, photographs, correspondence, appointment, vitae, professional activities, sabbaticals, promotions, recommendations, and tenure |
Retention: |
Permanent |
Disposition: |
Transfer to Archives after termination or retirement. These files will be kept with the department record group. |
Notes: |
The office of Academic Affairs houses and permanently retains in Archives faculty personnel files. |
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| Personnel Records (Support Staff - Bi-Weekly) | |
Description: |
Department files that may consist of, but not limited to, correspondence, evaluations, recommendations, service reports, time sheets, w-4, vacation and leave |
Retention: |
3 years after departure |
Disposition: |
Destroy |
Notes: |
The payroll office houses and schedules for permanent retention support staff personnel files. |
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| Policies and Procedures | |
Description: |
Departmental/Office policies and procedures |
Retention: |
Permanent |
Disposition: |
Transfer one copy to Archives |
Notes: |
Retain one copy of each revision |
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| Photographs | |
Description: |
Any negatives, photos, or slides |
Retention: |
Permanent |
Disposition: |
Transfer to Archives |
Notes: |
Send 3 Copies to archives |
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| Purchase Orders | |
Description: |
Budget Records |
Retention: |
2 years |
Disposition: |
Destroy |
Notes: |
Office of the Controller houses and schedules all budget records for the University |
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| Requisitions | |
Description: |
Budget Records |
Retention: |
2 years |
Disposition: |
Destroy |
Notes: |
Office of the Controller houses and schedules all budget records for the University. |
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| Search Committee Records | |
Description: |
Consists of, but not limited to, cover letter, vita, resume, references etc. |
Retention: |
3 years |
Disposition: |
Destroy |
Notes: |
May retain the candidate file that was awarded the position |
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| Student Files | |
Description: |
Department files consisting of, but not limited to, pay notifications, admissions information, course change, and correspondence |
Retention: |
5 years after departure |
Disposition: |
Destroy |
Notes: |
Registrars Office and Payroll keep the appropriate records |
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| Travel | |
Description: |
Budget Records |
Retention: |
2 years |
Disposition: |
Destroy |
Notes: |
Office of the controller houses and schedules all budget records of the university. |