Individual Record Retention Series: Administrative
Individual Record Retention Series: Administrative
| Title of Series | Description | Retention | Disposition | Retention Group |
| Academic / Non-Academic Personnel Inventory - Contract Staff | Annual printout required by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents. | 1 Year | Archives. Review for historical value. | ADM9900 |
| Accreditation Files | University, college or department files documenting accreditation review by accrediting agencies. | 10 Years | Archives. Review for continuing administrative or historical value. | ADM3020 |
| Audit Trail Files | Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle. | 3 Database/Master File Backup Cycles | Destroy | ADM9900 |
| Automated Program Listing/Source Code | Automated program code, which generates the machine-language instructions used to operate an automated information system. | 3 system update cycles after code is superseded or replaced. | Destroy. | ADM9900 |
| Automated Tape Library System Files | Automated records used to control the location, maintenance, and disposition or magnetic media in a tape library. | Active | Destroy | ADM9900 |
| Bicycle Registration Forms | Records decal number and issued to bicycle registered. | 1 Year | Destroy | ADM9900 |
| Blueprints | Active + 6 Years | Archives. Review for continuing historical value. | ADM2030 | |
| Book Buy-Back Records | Records of purchases of used books bought from students. | 4 Years | Destroy | ADM3010 |
| Bookstore Cash Drawer Sign-Out Sheets | Record of cash drawers signed out to cashiers at the beginning of each shift. | 4 Years | Destroy | ADM3010 |
| Bookstore Cashier Balancing Form | Used for daily balancing of each cash drawer. | 4 Years | Destroy | ADM3010 |
| Bookstore Charge Forms | Forms used in completing MasterCard or VISA transactions. Information posted to daily cash register tapes and summarized on monthly statements. | 4 Years | Destroy | ADM3010 |
| Bookstore Mark-Up / Mark-Down Sheets | Monthly record of price changes of goods already in stock at the bookstore. Used in annual inventory. | 4 Years | Destroy | ADM3010 |
| Bookstore Merchandise Return Record | Record of returns by bookstore to vendors in order to receive credit. | 4 Years | Destroy | ADM3010 |
| Bookstore Special Orders | Documentation of special orders made for individuals by the bookstore. Does not document a financial transaction. | 4 Years | Destroy | ADM3010 |
| Computer Run Scheduling Records | Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run. | Active | Destroy | ADM9900 |
| Computer Usage Files | Electronic files or automated logs created to monitor computer system usage including but not limited to login files, system usage files, data entry logs, and records of individual computer program usage. | 3 System Backup Cycles | Destroy | ADM9900 |
| Construction Projects - Construction Designs and Specifications | Written requirements and standards for materials, equipment, construction systems and workmanship as applied to the work and certain administrative details applicable thereto. | Active + 6 Years | Archives | ADM2030 |
| Construction Projects - Construction Documents | Collectively, the Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Form, Contract and Attachments, Bond, Bulletins, Shop Drawings, Change Orders, Change Order Procedure and Pricing Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special). | Active + 6 years | Archives | ADM2030 |
| Construction Projects - Design Development | Design of project is fully described with regard to the basic building systems and materials as well as all specialty systems needed to support the program. | Active + 6 Years | Archives | ADM2030 |
| Construction Projects - Design Review Committee | Minutes, agendas, correspondence and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master Plan. | Active + 6 Years | Archives | ADM2030 |
| Construction Projects - Project Request/Program Statement | A request from the University community to initiate a project. | Active + 6 Years | Archives | ADM2030 |
| Construction Projects - Schematic Design | Analysis of site impact and volumetric formation, circulation patterns and infrastructure servicing to illustrate client and architect’s design vision in a definitive way. | Active + 6 Years | Archives | ADM2030 |
| Data Documentation/Data Dictionary Records | Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of the data elements. | 3 Years | Destroy If system is discontinued or data is migrated; review for historical value. | ADM9910 |
| Data Processing Disaster Preparedness and Recovery Plans | Records related to the protection and reestablishment of data processing services, equipment and data (back-up files) in case of a disaster. | SUP | Destroy when revised. | ADM9900 |
| Data Processing Hardware Documentation | Records documenting the use, operation, and maintenance of the university’s data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems. | Active | Destroy when no longer used and all data is migrated to new hardware. | ADM9900 |
| Data Processing Operating Procedures | Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation. | Active. | Destroy. Review for historical value. | ADM9910 |
| Data Processing Policies | Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership. | Active + 10 years | Destroy. Review for historical value. | ADM3000 |
| Data Systems Specifications | Records necessary for using the system including user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications. | 3 Years | Destroy if system is discontinued or data is migrated; review for historical value. | ADM9910 |
| Department Assistance File - Classified Staff | Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. | 1 Year | Destroy | ADM9900 |
| Dispatch Audio Logs | Record of phone and radio transmissions from the police dispatcher. | 1 Year | Destroy | ADM9900 |
| Dispatch Logs | Records of request for service received by the dispatcher. | 1 Year | Destroy | ADM9900 |
| Employment Printouts - Student | Stipend list, updated social security number reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earnings report, time cards by sequence number. | 1 Year | Destroy | ADM9900 |
| Health Insurance Waivers | Signed waiver indicating student’s acceptance or waiver of university student health insurance. | 1 Year | Destroy | ADM9910 |
| Help Desk Telephone Logs and Reports | Records used to document requests for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes. | Active | Destroy | ADM9900 |
| Information Resources Management and Data Processing Services Plans | University IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision, or related areas. | Active | Destroy | ADM9910 |
| Input Documents | Copies of records or forms designed and used solely for data input and control when the data processing unit provides centralized data input services and the program unit retains original records. | Active | Destroy after entered into system. | ADM9900 |
| Maintenance Contracts Files - Data Processing Equipment | Includes copies of contracts, service histories, and work orders. | Active + 6 Years | Destroy | ADM9900 |
| Monthly Standardized Report Files - Classified Staff | Periodic reports including designation by: active classified employee in alphabetical order; pay range; department listing; social security number for active employees; social security number for inactive employees; employees whose hourly wage is above a certain level. | 1 Year | Destroy | ADM9900 |
| Motor Vehicle Maintenance Records | Active + 6 Years | Destroy | ADM2020 | |
| Motor Vehicle Records | Active + 6 Years | Destroy | ADM2020 | |
| Network Usage Reports | Summary reports and other records created to document computer usage for reporting or other purposes. | Active | Destroy | ADM9900 |
| Operating System and Hardware Conversion Plans | Records relating to the replacement of equipment or computer operating systems. | Conversion + 1 Year | Destroy | ADM9900 |
| Organizational Charts | Active + 10 Years | Archives. Review for historical value. | ADM3000 | |
| Parking Permit Applications | Application for parking permit/decal-non-fee. | 1 Year | Destroy | ADM9900 |
| Police Daily Activity Report | 1 Year | Destroy | ADM9900 | |
| President / Vice President / Director / Dean / Chair Subject Files | Files of correspondence, reports, memoranda, etc., documenting activities of these offices. | 3 Years | Archives. Review for continuing administrative or historical value. | ADM9910 |
| Promotion and Tenure Policy – Faculty | Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty. | 10 Years | Archives. Review for historical value. | ADM3020 |
| Records Destruction Records | 10 Years | Destroy | ADM3020 | |
| Reports (Administrative - State - Civil Service – Personnel- Accounting) - Classified Staff | Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range / step, suspensions, terminations, etc. | 1 Year | Destroy | ADM9900 |
| Research Protocol Committee Files | Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. | Permanent | Archives | ADM9910 |
| Site/Equipment Support Files | Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda. | Active + 6 Years | Destroy | ADM2030 |
| Summary Computer Usage Reports | Summary reports and other paper records created to document computer usage. | Active | Destroy | ADM9900 |
| Surplus Property Records | 6 Years | Destroy | ADM2020 | |
| System Backup Files | Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction. | 3 System Backup Cycles | Destroy | ADM9900 |
| System Users Access Records | Electronic or textual records created to control or monitor individual access to a system and data created for security purposes, including but not limited to user account records, security logs, and password files. | Active | Destroy | ADM9900 |
| Technical Program Documentation | Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs. | Retain until migrated or destroyed. | Destroy. Review for historical value. | ADM9910 |
| Test Database/Files | Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system. | Active | Destroy | ADM9900 |
| Training Course Information | Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit. | SUP | Destroy | ADM9900 |
| Transportation Logs | Record of rides given by student transport service or campus police officers. | 1Year | Destroy | ADM9900 |
| Unawarded Grants Files | Applications and proposals by faculty for grants that were not funded. | 1 Year | Destroy | ADM9900 |
| University Governance Files | Files of minutes of boards / committees / governance groups documenting official actions of governing bodies. | 3 Years | Archives. Review for continuing administrative or historical value. | ADM9910 |