General Administrative Records | Office of General Counsel | Kent State University

General Administrative Records

Title of Series Description Retention
Academic / Non-Academic Personnel Inventory - Contract Staff (University specific) 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
Accreditation Files University, college or department files documenting accreditation review by accrediting agencies. 4 Years
Bicycle Registration Forms (University specific) Records decal number and issued to bicycle registered.  1 Year
Blueprints (University specific)   Active + 6 Years 
Bookstore Management Documentation Including buy-back records, cash drawer sign-out sheets, cashier balancing forms, charge forms, mark-up/mark-down sheets, merchandise return records, and special orders. 4 Years
Department Assistance File - Classified Staff (University specific) Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions.  1 Year
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.  Until Superseded
Organizational Charts   Active + 10 Years
Records Destruction Records   10 Years 
Subject Files - General Administrative Files of correspondence, reports, memoranda, etc., documenting activities of general administrative offices [Note: excludes President, Vice President, Director of a School and/or Program, Dean, or Chair and other upper level administrative officers.] 1 Year
Subject Files - President, Vice President, Director of a School and/or Program, Dean, or Chair Files of correspondence, reports, memoranda, etc., documenting activities of these upper level administrative offices. 3 Years
Surplus Property Records   Active + 6 Years
University Governance Files Files of minutes of boards / committees / governance groups documenting official actions of governing bodies. 3 Years