Record Retention Series - Indexed by Record
Click on an item below to see information about the retention of records for that item
Collective Bargaining Agreements
1099 Forms
Academic / Non-Academic Personnel Inventory - Contract Staff
Academic Action Notifications
Academic Grievance Files
Academic Records (includes grades, course evaluations, competency assessments, etc.
Acceptance Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate
Acceptance Letters for Applicants Who Do Not Matriculate
Accident Reports
Accounts Payable
Accounts Payable Invoices
Accounts Payable Ledgers
Accounts Payable Vouchers
Accounts Receivable
Accreditation Files
Admission Correspondence for Applicants Who Do Matriculate
Advanced Placement Records for Applicants Who Do Matriculate
Advanced Placement Records for Applicants Who Do Not Matriculate
Advertising
Affirmative Action Plan Files
Affirmative Action Position Applicant Files
Alien Certification Files
Annual Interim Fiscal Operations Reports
Annuity Records
Applicant Flow Data File
Applicants Card File - Classified Staff
Application File - Classified Staff
Application File: Non-Hires - Faculty
Applications for Admission or Readmission (Reentry) for Applicants Who Do Matriculate
Applications for Admission or Readmission (Reentry) for Applicants Who Do Not Matriculate
Applications for Graduation
Arrest Reports
Audit Authorizations
Audit Report
Audit Trail Files
Automated Program Listing/Source Code
Automated Tape Library System Files
Award Letters
Awarded Grants Files
Bad Debt Actions
Balance Sheets
Bank Deposits
Bank Reconciliations
Bank Statements
Basic Education Opportunity Grant (Pell) Files
Bicycle Registration Forms
Bids Accepted
Bids Rejected
Blueprints
Bond Registers
Book Buy-Back Records
Bookstore Cash Drawer Sign-Out Sheets
Bookstore Cashier Balancing Form
Bookstore Charge Forms
Bookstore Mark-Up / Mark-Down Sheets
Bookstore Merchandise Return Record
Bookstore Special Orders
Budget - Institutional
Budget Planning Documents
Budget Printout - Periodic
Campus Security Act Reports and Uniform Crime Reports
Canceled Checks
Canceled Position File - Classified Staff
Canceled Registration Files
Cash Books
Cash Disbursement Journals
Cash Journal
Cash Receipts
Cash Register Tapes
Catalogs
Category Summary - Classified Staff
Certification File - Classified Staff
Change in Meal Plan
Change of Course Schedule (Add/Drop)
Change of Grade Forms (Update Documents)
Chart of Accounts
Check Register
Check Registers for Federal Loans
Child Care Licensing Files
Civil Service Examinations File - Classified Staff
Class Schedules (Students)
College / Department Office Student Files
Commencement Programs
Complaint Files
Computer Center Time Billing Records
Computer Run Scheduling Records
Computer Usage Files
Construction Projects - Construction Designs and Specifications
Construction Projects - Construction Documents
Construction Projects - Design Development
Construction Projects - Design Review Committee
Construction Projects - Project Request/Program Statement
Construction Projects - Schematic Design
Continuing Education Student Records
Contracts - General
Correspondence for Applicants Who Do Not Matriculate
Correspondence, Relevant
Cost Accounting
Credit by Examination Form
Credit/No Credit Approvals
Crime Reports
Curriculum Development Files
Data Documentation/Data Dictionary Records
Data Processing Disaster Preparedness and Recovery Plans
Data Processing Hardware Documentation
Data Processing Operating Procedures
Data Processing Policies
Data Processing Procurement Files
Data Processing Product/Vendor and Contracts Reference Files
Data Systems Specifications
Declinations File - Faculty
Degree Statistics
Delinquent Accounts Report
Delivery Slips
Department Assistance File - Classified Staff
Dispatch Audio Logs
Dispatch Logs
Dorm Contract Release Files
Draft Registration Compliance Record
EE-06 Report [EEOC]
Elevator Certifications
Employment Files - Students
Employment Printouts - Student
Endowment Fund Reports - Annual
Endowment Fund Reports - Periodic
Enrollment Statistics
Entrance Examination & Placement Test Reports (ACT, CEEB Test Scores) for Applicants Who Do Matriculate
Entrance Examination & Placement Test Reports (ACT, CEEB, Test Scores) for Applicants Who Do Not Matriculate
Environmental Impact Assessment-Construction Projects
Environmental Monitoring Records
Faculty Grade Report (Grade or narrative)
Financial Aid Award Disbursement Records
Financial Aid Canceled Check Records
Financial Report - Annual
Foreign Student Forms (I-20, etc.) for Applicants Who Do Matriculate
Garnishment File-Classified Staff
Garnishment Files- Faculty
Garnishment File-Staff
General Applicant Files - Contract Staff
General Ledgers
Grade Reports (Registrar's Copies)
Grade Statistics
Graduate Scholarship / Assistantship Awards
Graduation Authorizations
Graduation Lists
Grants Awarded
Grants-In-Aid Records
Guaranteed Student Loan Applications
Hazardous Exposure Records
Head Start
Health Insurance Waivers
Health Profession Loan Student Files
Help Desk Telephone Logs and Reports
HUD Reports
I - 9 Forms - Student
Index System - Faculty
Information Resources Management and Data Processing Services Plans
Injury / Ill Person Reports
Input Documents
Inventory Control Record
Invoices
IPEDS Reports (Integrated Postsecondary Education Data System)
Job Cards - Student
Job Description File - Classified Staff
Job Descriptions
Journal Entries
Journals
Laboratory Inspection Reports
Land Purchase Records
Layoff File - Classified Staff
Leave Record – Classified Staff
Leave Record – Faculty
Letters of Recommendation for Applicants Who Do Matriculate
Letters of Recommendation for Applicants Who Do Not Matriculate
Maintenance Contracts Files - Data Processing Equipment
Medical Records for Applicants Who Do Matriculate
Medical Records for Applicants who Do Not Matriculate
Monthly Standardized Report Files - Classified Staff
Motor Vehicle Maintenance Records
Motor Vehicle Records
National Guard Scholarship Rosters
National Merit Scholarship Files
Network Usage Reports
News Releases
Newsletters
Non-Recipient Financial Aid Files
Nursing Loan Student Files
OBOR Reports (Ohio Board of Regents)
Official Class Roster
Ohio Academic Scholarship Rosters
Ohio Bureau of Vocational Rehabilitation Files
Ohio Instructional Grant Files
Ohio Instructional Grant Rosters
On-The-Job Training Records - Classified Staff
Operating System and Hardware Conversion Plans
Organizational Charts
Parking Permit Applications
Parking Tickets - Paid
Parking Tickets - Unpaid
Pass/Fail Request
Patents
Payroll Change Report - Classified Staff
Payroll Checks
Payroll Deduction Authorizations
Performance Evaluation Forms - Classified Staff
Personalized Recruitment Materials for Applicants Who Do Matriculate
Personalized Recruitment Materials for Applicants Who Do Not Matriculate
Personnel Card File - Classified Staff
Personnel File - Faculty
Personnel Files - Classified Staff
Personnel Files (Active & Inactive) - Contract Staff
Personnel Requisition for Classified Staff
Petty Cash Records
Placement Files
Police Daily Activity Report
Police Reports
Position Description File - Faculty
Position Vacancy Announcement - Classified Staff
Pre-School Attendance Records
Pre-School Children’s Files
President / Vice President / Director / Dean / Chair Subject Files
Program Requirement Modification
Promotion and Tenure File - Faculty
Promotion and Tenure Policy – Faculty
Public Employees Retirement System File - Contract Staff
Public Employees Retirement System Files - Classified Staff
Public Employees Retirement System Log - Classified Staff
Public Employees Retirement System Log - Contract Staff
Publicity Photographs
Purchase Orders
Purchase Requisitions, Orders, and Billing Records for Data Processing Services
Racial/Ethnic Statistics
Radiation Safety Workers
Radioactive Materials - Exposure Records
Radioactive Materials - Incident Report
Radioactive Materials Transportation Records
Radioactive Materials Waste Records
Radioactive Materials-Authorized Users Files
Real Estate Records
Receipts
Reclassification Files - Classified Staff
Records Destruction Records
Records of Chargebacks to Computer Services Users
Recruitment / Search Files - Contract Staff
Recruitment Materials, General
Registers
Registration/Enrollment Forms
Reports (Administrative - State - Civil Service – Personnel- Accounting) - Classified Staff
Requests and Disclosures of Personally Identifiable Information
Requests for Formal Hearings
Requisitions
Research Protocol Committee Files
Research Protocol Records
Residence Hall Advisor Files
Residence Hall Advisors-Unselected
Residency Status Documents for Applicants Who Do Matriculate
Royalty Payments
Sales Receipts
Schedule of Classes (Institutional)
Scholarships
Search Committee Files - Faculty
Selection Criteria Form - Classified Staff
Service Reports / Activity Reports-Faculty
Site/Equipment Support Files
Sponsored Student Account Files
State Classification File - Classified Staff
Statement of Educational Progress
Student Account Files
Student Aid Accounting Billing Letters
Student Disciplinary Files
Student Dorm Contracts
Student Financial Aid Files
Student Insurance Records
Student Requests for Nondisclosure of Directory Information
Student Statements on Content of Records Regarding Hearing Panel Decisions
Student Time Reports
Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants Who Do Matriculate
Student's Written Consent for Records Disclosure
Subsidiary Ledgers
Summary Computer Usage Reports
Summer Contracts - Student
Summer Employment File - Classified Staff
Super Bill Files
Surplus Property Records
Suspension File-Classified Staff
System Backup Files
System Users Access Records
Tax Files
Teacher Evaluations
Teaching Evaluations
Technical Program Documentation
Telephone Expense Records
Test Database/Files
Testing Reports-Construction
Time Cards
Trade Mark Registrations
Training Course Information
Transcript Requests -- Other Than Student Requested
Transcripts - High School for Applicants Who Do Matriculate
Transcripts - High School for Applicants Who Do Not Matriculate
Transcripts - Other Colleges for Applicants Who Do Matriculate
Transcripts - Other Colleges for Applicants Who Do Not Matriculate
Transfer Credit Evaluations
Transportation Logs
Travel Expenses
Tuition and Fee Schedule
Tuition Remission Applications
Unawarded Grants Files
Unemployment Compensation Files
Unemployment Compensation Log
Unemployment Insurance Payments
Union Dues Membership List - Classified Staff
University Governance Files
University Medical Records
Vending Commission Income Records
Veterans Administration Records and Correspondence
Viewbooks
Voucher Register
Vouchers
W-2 Forms
W-4 Forms
Wage and Fringe Benefit Surveys - Classified Staff
Withdrawal Authorizations
Workers Compensation Payments
Work-Study Student Files
Written Decisions of Hearing Panels