General Administrative Records | Kent State University

General Administrative Records

Title of Series Description Retention Disposition Retention Group
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 Archives. Review for historical value.  ADM9900
Accreditation Files University, college or department files documenting accreditation review by accrediting agencies. 4 Years Archives. Review for continuing administrative or historical value.  ADM3010
Bicycle Registration Forms (University specific) Records decal number and issued to bicycle registered.  1 Year Destroy ADM9900
Blueprints (University specific)   Active + 6 Years  Archives. Review for continuing historical value.  ADM2030
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 Destroy ADM3010
Department Assistance File - Classified Staff (University specific) Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions.  1 Year Destroy ADM9900
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  Until Superseded Destroy after entered into system.  ADM9900
Organizational Charts   Active + 10 Years Review for continuing historical value and potential transfer to institutional Archives. ADM9900
Records Destruction Records   10 Years  Destroy ADM3020
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 Destroy ADM9900
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 Review for continuing historical value and potential transfer to institutional Archives ADM9910
Surplus Property Records   Active + 6 Years Destroy ADM2020
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