Record Retention Schedule | Kent State University

Pursuant to University Policy 3342-5-15, the Office of General Counsel has created this site to assist faculty, staff and University departments in managing University records for which they are responsible.

Overview of Kent State University Record Retention

As a public institution in the State of Ohio, Kent State University is required to comply with Ohio Public Records law, which requires the university to establish and administer a program to manage the creation, utilization, maintenance, retention, preservation, and disposition of our institution's records.

Kent State University has adopted the Inter-University Council Record Retention Manual as its guideline for developing University policies and procedures concerning records retention.

For more information regarding record retention, contact the office of General Counsel at:

Email: legal@kent.edu  
Phone: 330-672-2982
Fax: 330-672-7821

The Department of Special Collections and Archives acquires, preserves, and provides access to primary sources and rare materials that support the teaching and research programs of Kent State University.  The University Archivist plays an important role in the University's records retention program.

specialcollections@kent.edu
Phone: 330-672-1639
Fax: 330-672-9318

What is a University Record?

The Ohio Revised Code Section 149.011(G) and University Policy 5-15.1(B)(1) describe a record as follows:

  • any document, device, or item, regardless of physical form or characteristic;
  • created or received by, or coming under the jurisdiction of, any public office of the state or its political subdivisions;
  • which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office.

non-record is any document, device, or item that does not meet the definition above.  Non-records may be destroyed at any time. The following are unlikely to be considered records:

  • personal correspondence
  • non-university publications
  • Listserv® materials
  • junk mail/spam
  • catalogs
  • journals, books, other library materials
  • faculty papers (Faculty papers are generally the property of the faculty member and not the university; as such, they are not university records.  However, in some cases, the archivist may be interested in collecting faculty papers.)*

How Long Do I Have to Keep a University Record?

Non-records (defined above) may be destroyed at any time, without following the destruction process below.

Transient or transitory records have a very short-lived administrative, legal or fiscal value and should be disposed in an appropriate manner once that administrative, legal or fiscal use has expired (providing there is no legal hold), and may be disposed of without following the destruction process below. Typically, the retention is not a fixed period of time and is event driven; it may be as short as a few hours and could be as long as several days or weeks. Transient/transitory records may include, but are not limited to:

  • preliminary drafts (when superseded)
  • memoranda (paper-based or email) pertaining to scheduling an event
  • documents designated as superseded or as-updated
  • user copies (not original document)*
  • post-its, phone messages

All other records should be retained in accordance with the University Retention Schedule in the menu on the bottom of this page.  For questions specific to e-mail retention, please read the FAQs.

How Do I Destroy a University Record?

When a record reaches the end of its schedule, the Record Destruction form is to be used to request permission for destruction.                

Once a destruction form has been submitted, your request will be reviewed by University Archives to determine if the records have archival value.  If it does not, the request will be forwarded to the Office of General Counsel to determine if it has met the proper retention period.  If it has, you will receive an email instructing you to destroy the records.  If University Archives wishes to collect the record, or if the record has not reached its retention period, you will be notified of such by email with further instructions.  Because the record destruction approval process involves more than one layer of review, please allow at least five business days for approval of your request.  To check on the status of a request, please call the Office of General Counsel at 330-672-2982.

When destroying records containing sensitive information, please be sure to utilize a secure method of destruction.

* These definitions and examples are provided by the 2009 IUC Model Retention Schedule.

**The retention schedule has changed effective July 1, 2017. You can reference a list of changes here.

Accounting & Financial Records
Title of Series Description Retention Disposition
Accounts Payable Amounts owed on open account for goods or services received.  4 Years Destroy
Accounts Payable Invoices Bill for goods or services received  4 Years Destroy
Accounts Payable Ledgers   4 Years Destroy
Accounts Payable Vouchers   4 Years Destroy
Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services.  4 Years Destroy
Annuity Records Statement of payroll deduction for employees annuity plans. 4 Years Destroy
Bad Debt Actions Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 Years Destroy
Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report.  4 Years Destroy
Cash Books A record of institution s cash transactions showing a running balance.  4 Years Destroy
Cash Disbursement Journals A record of institution s cash transactions showing a running balance. 4 Years Destroy
Cash Journal Journal of cash received.  4 Years Destroy
Cash Receipts Receipts for cash sales or cash received.  4 Years Destroy
Cash Register Tapes   4 Years Destroy
Chart of Accounts A list of the accounts used by an organization with each account usually assigned a number or code.  4 Years Destroy
Computer Center Time Billing Records (University specific) Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills.  4 Years Destroy
Credit Card Statements Periodic statements detailing card transactions  4 Years  Destroy
Data Processing Procurement Files (University specific) Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line.  Active + 6 Years  Destroy
Data Processing Product/Vendor and Contracts Reference Files (University specific) Information on data processing equipment, software, and other products and their vendors.  Active + 6 Years Destroy
Dorm Contract Release Files (University specific) Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board.  4 Years Destroy
Expenditure Report Periodic reports of expenditures, usually by department or account 4 Years Destroy
Financial Aid Award Disbursement Records (University specific) Statement by individual of award amounts disbursed. Contains name, type, and amount of award.  4 Years Destroy
Financial Aid Canceled Check Records (University specific) Canceled checks, check stubs, and check journals showing payments for financial aid made to students.  4 Years Destroy
Fixed Assets Records Inventory and other information maintained on capitalized assets (structures, site improvements, machinery & equipment, information systems, furniture and fixtures, and vehicles Active + 6 Years Destroy
General Ledgers A book containing a summary or detail of all transactions affecting the accounts of an institution.  6 Years Archives. Review for historical value. 
Inter-Departmental Charge (IDC) Records Forms and supporting documentation for IDC's 4 Years Destroy 
Inventory Control Record (University specific)   Active + 6 Years Destroy
Invoices Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment.  4 Years Destroy
Journal Entries The means of entering details of a transaction into the accounting system. Journal entries are made in a journal and later posted to a ledger. Entry also includes a brief explanation.  4 Years Destroy
Journals The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions.  4 Years Destroy
Parking Tickets - Paid   4 Years Destroy
Payroll Change Report - Classified Staff Bi-weekly listings of payroll adjustments processed through Personnel Services concerning full-time or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period.  4 Years Destroy
Payroll Checks Checks paid employees for services they perform 4 Years Destroy
Petty Cash Records   4 Years Destroy
Promissory Notes Student Loan Contracts 6 Years After Paid in Full Destroy
Purchase Requisitions, Orders, and Billing Records for Data Processing Services (University specific) Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents. 4 Years Destroy
Receipts   4 Years Destroy
Records of Chargebacks to Computer Services Users (University specific) Electronic and manual records used to document, calculate costs and bill program units for computer usage and data processing services.  4 Years Destroy
Registers   4 Years Destroy
Requisitions Forms used to order goods and services.  4 Years Destroy
Return to Title IV (R2T4) Federal funding such as the Pell grant and federal Student loans like, Perkins and Parent PLUS loans.  Students that have officially or unofficially withdrawn from the University R2T4. 4 Years After Award Year Destroy
Royalty Payments   4 Years Destroy
Sales Receipts   4 Years Destroy
Sales Tax Records Active = date due Active + 4 years Destroy 
Student Account Departmental Exemption Requests Request to process exemptions from departments for student accounts. 4 Years After End Academic Year Destroy
Student Account Files Files on individual students paid and unpaid accounts, including loan applications, correspondence, account activity record, etc. Also includes overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 Years after paid in full Destroy
Student Account Final Payment Contract (FPC) Legal Payment agreement for student accounts Until Paid in Full Destroy
Student Accounting Records - Insurance Record of students enrolled in university or college health program. 4 Years  Destroy
Student Accounting Records - Tuition Remission Application Record of tuition waiver for employees and dependents 4 Years Destroy
Student Award/Advance File (Perkins, Nursing, HPSL, Institutional Loans) Award/advance files uploaded to 3rd party loan servicer. Active + 6 Years Destroy
Student Dorm Contracts/ Release Files Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations. Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board. 4 Years Destroy
Student Financial Aid Accounting Records - Billing Letters Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money.  4 Years Destroy
Student Financial Aid Accounting Records - Canceled Check Records Canceled checks, check stubs, and check journals showing payments for financial aid made to students. 4 Years Destroy
Student Financial Aid Accounting Records - Disbursement Records Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 Years Destroy
Subsidiary Ledgers A book of accounts of an institution. 4 Years Destroy
Super Bill Files (University specific) Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims. 4 Years Destroy
Tax Returns Federal, State, and local tax returns and supporting documents.  Active = Date of filing. Active + 3 Years Destroy
Telephone Expense Records Periodic reports of long distance and local phone charges and cell phone records, including authorization records. 4 Years Destroy
Travel Expenses Record of expenses incurred on official travel. Used to receive reimbursement.  4 Years Destroy
Unemployment Insurance Payments   4 Years Destroy
Union Dues Membership List - Classified Staff (University specific) Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department.  4 Years Destroy
Vending Commission Income Records Record of money received as commission on vending contracts.  4 Years Destroy
Voucher Register A journal in which accounts payable and their payments are recorded.  4 Years Destroy
Vouchers A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction.  4 Years Destroy
Workers Compensation Payments   4 Years Destroy
Annual Financial Report Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area, such as academic and student services areas. May include audit report. 4 Years Review for continuing historical value and potential transfer to institutional archives.
Audit Report - External Final report of state or independent auditor.  4 Years Archives. Review for historical value. 
Audit Report - Internal Final report of the internal auditor 4 Years Destroy
Bad Debt Actions (University specific) Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered.  4 Years Destroy
Bank Deposits Record of deposits in banking institutions.  4 Years Destroy
Bank Reconciliations Explanation of differences between bank statement balance and actual balance.  4 Years Destroy
Bank Statements Periodic statement of bank balances.  4 Years Destroy
Bids Accepted For purchases.  Active + 5 Years  Destroy
Bids Rejected For purchases.  3 Years Destroy
Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Active = Life of bond. Active + 6 Years Destroy
Budget Planning Documents Budget requests, including program plans for coming year, usually by cost center.  Active + 1 Year  Archives. Review for historical value.
Budget - Institutional Final, approved, yearly budget for institution, usually in printed form.  Active + 1 Year  Archives. Review for historical value.
Canceled Checks   4 Years  Destroy
Check Register (University specific) Book or original entry for all cash disbursements paid by check.  4 Years Destroy
Cost Accounting (University specific) Record analyzing cost for producing certain items or performing certain tasks.  4 Years Destroy
Delinquent Accounts Report (University specific) Listing of students who owe money to university or college. 4 Years Destroy
Delivery Slips Documents sent with purchased goods indicating item(s) shipped.  3 Years Destroy
Endowment Fund Reports - Annual Annual report of funds received and expended by endowment accounts. May be in form of report to donors.  Active + 6 Years  Archives. Review for historical value.
Endowment Fund Reports - Periodic Periodic report of funds collected or expended by endowment accounts.  Active + 6 Years Destroy
Parking Tickets - Unpaid (University specific)   4 Years Destroy
Purchase Orders Purchasing Office's copy of order to a supplier authorizing purchase of goods. Active + 5 Years  Destroy
Educational & Student Records
Title of Series Description Retention  
Academic Grievance Files Files documenting grievances by students against faculty members Active + 6 Years Destroy. Review for continuing administrative and historical value and potential transfer to Institutional Archives
Admissions - Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex. ect. 6 Years Destroy
Admissions - Applicants who do matriculate - advanced placement records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. Active + 1 Year  Destroy 
Admissions - Applicants who do matriculate - applications for admission or readmission Forms requesting admission or readmission to the institution Active + 1 Year  Destroy 
Admissions - Applicants who do Matriculate Correspondence Form letters regarding admission and/or enrollment at the institution.  Active + 1 Year  Destroy 
Admissions - Applicants who do Matriculate - Entrance Examination & Placement Test Reports Standardized test scores related to admission to the institution and placement test scores Active + 1 Year. Destroy 
Admissions - Applicants who do matriculate - Letters of Recommendation Letters of reference supporting application to the institution Active + 1 Year  Destroy 
Admissions - Applicants who do matriculate - Medical Records Medical records related to application to the institution Active + 1 Year Destroy
Admissions - Applicants who do matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution Active + 3 Years Destroy
Admissions - Applicants who do matriculate - High School Transcripts Note: Some documents in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant Active + 1 Year Destroy
Admissions - Applicants who do matriculate - Transcripts, Other Institutions of Higher Learning Records of course taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. See note above. Active + 1 Year Destroy
Admissions - Applicants who do matriculate - Transfer Credit Evaluations   Active + 1 Year Destroy
Admissions - Applicants who do not matriculate - Acceptance Letters Student-specific correspondence relating to admission and enrollment at the institution Active + 1 Year Destroy
Admissions - Applicants who do not matriculate - Acceptance Letters Letters notifying students of acceptance or non-acceptance to the institution 1 Year Destroy
Admissions - Applicants who do not matriculate - Access to See Letters of Recommendation Waiver Student waivers for rights of access to see Letters of Recommendation for Admission Active + 3 Years Destroy
Admissions - Applicants who do not matriculate - Advanced Placement Records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted 1 Year Destroy
Admissions - Applicants who do not matriculate - Applications for Admission or Readmission Forms requesting admission or readmission to the institution. 1 Year Destroy
Admissions - Applicants who do not matriculate - Correspondence Forms requesting admission or readmission to the institution. 1 Year Destroy
Admissions - Applicants who do not matriculate - Entrance examination & Placement Test Reports Standardized test scores related to admission to the institution and placement test scores. 1 Year Destroy
Admissions - Applicants who do not matriculate - Foreign Student Forms I-20s and other forms. Note: Since many items included in foreign students' records are to be retained for at least five years. It is recommended that Immigration and Naturalization Service documentation also be retained five years Active + 3. Destroy
Admissions - Applicants who do not matriculate - letters of recommendation Letters of reference supporting application to the institution. 1 Year Destroy
Admissions - Applicants who do not matriculate - medical records Medical records related to application to the institution. 1 Year Destroy
Admissions - Applicants who do not matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution. Note: VA regulations require that all recruitment materials be retained 3 years. Active + 3 Destroy
Admissions - Applicants who do not matriculate - Residency Status Documents Documents supporting determination of legal domicile (residency) 6 Years Destroy
Admissions - Applicants who do not matriculate - Transcripts High School Note: Some document from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. 1 Year Destroy
Admissions - Applicants who do not matriculate - Transcripts, Other institutions of higher learning Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. 1  Year Destroy
Annual Interim Fiscal Operations Reports (University specific) Reports to federal government on expenditures for federal programs.  Active + 6 Years  Archives. Review for historical value. 
Classes - Audit Authorizations Approval forms to audit a class Active + 3 Year Destroy 
Classes - Change of Course Schedule (Add/Drop)   Active + 1 Year Destroy 
Classes - Class Schedules (Students) List of classes student took a given term Active + 1 Year Destroy 
Classes - Credit by Examination Form   Indefinite Permanent
Classes - Credit/No Credit Approvals Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 3 Years Destroy
Classes - Graded Coursework Graded papers, exams and other coursework not picked up by the student 1 year Destroy
Classes - Official Class Roster Lists of students enrolled for individual classes Active + 3 Years Destroy
Classes - Pass/Fail Request   Active + 1 Year Destroy
Classes - Registration/Enrollment Forms   Active + 3 Years Destroy
Classes - Withdrawal Authorizations   Active + 3 Years Destroy
Curriculum - Catalogs Official course bulletins of the institution. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Permanent
Curriculum - Development Files Files documenting approval of new programs and degrees. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Permanent
Curriculum - Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Permanent
Financial Aid - General - Non-Recipient Files Copy of FAF for students who did not receive aid or enter the university or college 1 Year Destroy
Financial Aid - Non U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. Active + 6 Years Destroy
Financial Aid - Non U.S. Dept. of Education Funding - National Guard Scholarship Rosters List of students receiving scholarships from the Ohio National Guard. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 1 Year Destroy
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Academic Scholarship Rosters Lists of students receiving scholarships for current academic year Active + 1 Years Destroy
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Bureau of Vocational Rehab Grants Files Record of awards by state agency for students with disabilities Active + 6 Years Destroy
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Files Record submitted by student for payment of fees. Eventually sent to OBOR for payment. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 1 Year Destroy
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Rosters List of students receiving grants for current academic year. Academic + 6 Years Destroy
Financial Aid - Non U.S. Dept. of Education Funding - Student Files Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, National Merit Scholarships, graduate assistantships, sponsored student accounts Active + 6 Years Destroy
Financial Aid - Non U.S. Dept. of Education Funding - Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program Active + 6 Years Destroy
Financial Aid - U.S. Dept. of Education Funding - Federal Loan Check Registers Records of checks sent to students for National Direct Student Loans and Health Education Assistance Loans Active + 3 Years Destroy
Financial Aid - U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. Active + 3 Years Destroy
Financial Aid - U.S. Dept of Education Funding - Student Files Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, State of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored student accounts. Active + 3 Years Destroy
Financial Aid - U.S. Dept. of Education Funding - Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study program. Active + 3 Years Destroy
Grades - Change of Grade Forms (Update Documents)   Indefinite Permanent
Grades - Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty Indefinite Permanent
Grades - Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative Active + 1 Year Destroy
Grades - Grade Statistics Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent
Graduation - Application for Graduation   Active + 1 Year Destroy
Graduation - Commencement Programs Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent
Graduation - Graduation Authorizations Documents certifying completion of degree requirements Active + 5 Years Destroy
Graduation - Graduation Lists Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent
Grants-In-Aid Records (University specific) Authorizations from Athletic Department including copies of quarterly billings and payments. Active + 6 Years Destroy
Head Start Documents of Head Start meetings and grantee level matters. Active + 5 Years Destroy
Health Profession Loan Student Files (University specific) Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. Active + 6 Years Destroy
IPEDS Reports (Integrated Postsecondary Education Data System)   Indefinite Archives
OBOR Reports (Ohio Board of Regents)   Indefinite Archives
Ohio Academic Scholarship Rosters (University specific) Lists of students receiving scholarships for current academic year. Active Destroy. Review for continuing administrative or historical value.
Requests - Disclosures of Personally Identifiable Information   Active + 3 Years Destroy
Requests - Health Insurance Waivers Signed waiver indicating student's acceptance or waiver of university student health insurance. 1 Year Destroy
Requests - Student Requests for Nondisclosure of Directory Information   Active + 3 Years Destroy
Requests - Student's Written Consent for Records Disclosure   Active + 3 Years Destroy
Research - Grants Files - Awarded Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 5 Years Destroy
Research - Grants Files - Not Awarded Applications are proposals by faculty for rants that were not funded. 1 Year Destroy
Research - Research Protocol Committee Files Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 10 Years Destroy
Research - Research Protocol Records Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file. Active + 3 Years Destroy
Sponsored Student Account Files Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc.  Active + 6 Years Destroy
Statement of Educational Progress (University specific) Confirms individual student's progress toward degree to maintain federal financial aid. Active + 6 Years Destroy
Statistics - Degree   Indefinite Archives
Statistics - Enrollment   Indefinite Archives
Statistics - Racial/Ethnic   Indefinite Archives
Student Accessibility Services Student Files Files maintained by Student Accessibility Services regarding services provided to specific students.  Active = period during which services are requested and or received. Active + 7 years Archives
Student Disciplinary Files Files maintained by student affairs on students who have been accused of disciplinary violations Active + 6 Years Destroy
Student Disciplinary Files - Academic Action Notifications Communications notifying students of dismissal, academic probation, etc. Active + 1 Year Destroy
Student Disciplinary Files - Requests for Formal Hearings   Active + 3 Years Destroy
Student Disciplinary Files - Student Statements Regarding Hearing Panel Decisions Student statements on content of records regarding hearing panel decisions Active + 3 Years Destroy
Student Disciplinary Files - Written Decisions of Hearing Panels   Active + 3 Years Destroy
Student Records - Academic Records Record of academic work pursued, including: grades, course evaluations, competency assessments, etc. Indefinite Archive
Student Records - College or Departmental Office Files Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. Active + 1 Year Destroy
Student Records - Continuing Education Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. Active + 3 Years Destroy
Student Records - Correspondence Student-specific correspondence relating to student records (other than admissions) Active + 1 Year Destroy
Student Records - Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization Active + 1 Year Destroy
Student Records - Transcript Requests (other than student requested)   Active + 3 Years Destroy
Student Records - Veterans Administration Records and Correspondence   Active + 3 Years Destroy
Student's Written Consent for Records Disclosure (University specific)   Active + 3 Years Destroy
Transfer Credit Evaluations (University specific)   Active + 1 Year Destroy
Tuition and Fee Schedule Listing of fee charges for each term by an institution. Indefinite Archives
Tuition Refund Appeals All relevant documentation considered in the deliberation and decision of the Committee, including: Completed appeal applications, letter of appeal, supporting documents, and email communication of the Committee's decision, regardless of the outcome.   4 Years after paid in full Destroy
Environmental Records
Title of Series Description Retention Disposition
Environmental Monitoring Records   5 Years Destroy
Radioactive Materials Transportation Records DOT transfer record; Authorization for shipment of RAM; and Off-site transfers.  Indefinite Archives
Radioactive Materials Waste Records RAM use cards, specific use, and disposal information Active + 3 Years Destroy
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

 

Human Resources Records
Title of Series Description Retention Disposition
Affirmative Action - Complaint Files Record of staff or student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically. Active + 6 Years Destroy
Affirmative Action - EE-06 Report [EEOC] Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees. 6 Years Destroy
Affirmative Action - Plan Files Procedures and regulations to be followed, work force analysis, goals, timetables, statistics. 6 Years Destroy. Review for continuing historical value and potential transfer to institution Archives
Affirmative Action - Position Applicant Files Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Human Resources. Under these headings, files are arranged alphabetically by department or office. 6 Years Destroy
Classified Staff Report 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 
Classified Staff Report - Categorical Summary Listing of civil service employees categorized by race and sex. 6 Years Review for continuing administrative or historical value and potential transfer to institutional archives.
Classified Staff Report - Surveys, Wage and Fringe Benefits Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs. 3 Years Destroy
Classified Staff Report - Suspension Files Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation. 5 Years Destroy
Classified Staff Report - Union Dues Membership List Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department. 4 Years Destroy
Collective Bargaining Agreements   Active + 5 Review for continuing administrative or historical value and potential transfer to institutional archives.
Department Assistance File - Classified Staff Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 year Destroy
Employment - Immigration Files Public Access File required by 20 CFR 655.760(c) for filing of the I-129 petition for H-1B status. Active +1 Destroy
Employment - Classified Staff - Applicant Card Files Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. 3 Years Destroy
Employment  - Classified Staff - Application Files Includes application form, resume, test results, referral and interview data. 3 Years Destroy
Employment - Classified Staff - Canceled Position File Application forms, correspondence sent and received concerning positions that have been canceled. 3 Years Destroy
Employment - Classified Staff - Certification Files Record of employees who have attained certification in their classification. May include log book and printouts. Active + 3 Years Destroy
Employment - Classified Staff - Personnel Requisitions Department request placed whenever a position within the department becomes vacant. 3 Years Destroy
Employment - Classified Staff -Selection Criteria Form Form providing an explanation as to why a person was or was not hired for a university or college position. 3 Years Destroy
Employment - Faculty - Application Files - Non-hires Contains application, correspondence, resumes, etc. from applicants for positions 3 Years Destroy
Employment - Faculty - Declinations Files Contracts, recommendations, letters of people who have declined positions. 3 Years Destroy
Employment - Faculty - Search Committee Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms. 3 Years Destroy
Employment - Residence Hall Advisers - Not selected Files on candidates not selected as residence hall advisors 3 Years Destroy
Employment - Residence Hall Advisers - Selected Files on candidates selected for employment as residence hall advisors Active + 6 Destroy
Employment - Staff - Applicant Files Resumes on file. 3 Years Destroy
Employment - Staff - Recruitment/Search Staff search files. May contain position authorization forms, job descriptions, minutes, applicants' credentials, search chronologies, authorization to hire forms, correspondence. 3 Years Destroy
Employment - Student - Summer Contracts Flyers for on- and off-campus employment opportunities Active Destroy
Employment - 1099 Federal form used to report salaries, wages, and tips of temporary employees. 6 Years Destroy
Employment Forms - I-9 (student) Federal employment eligibility verification for on-campus student employees Active + 3 Years Destroy
Employment Forms - Payroll Deduction Authorizations All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. Active + 6 Years Destroy
Employment Forms - W-2 Federal form reporting salaries, wages, and tips for each employee to the IRS. 6 Years Destroy
Employment Forms - W-4 Forms completed by employee showing federal tax withholding exemptions. Active + 6 Years Destroy
Faculty Employment Reports - Activity & Service Records for the academic years and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department. Active + 6 Years Review for continuing administrative or historical value and potential transfer to institutional archives
Faculty Employment Reports - Index System Cards or other reference list for all active and inactive faculty. Active + 6 Years Review for continuing administrative or historical value and potential transfer to institutional archives
Garnishment Documentation - Classified Staff Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 Years Destroy
Garnishment Documentation - Faculty Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 Years Destroy
Garnishment Documentation - Staff Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 Years Destroy
Hazardous Materials - Exposure Documentation   Indefinite Archives
Hazardous Materials - Exposure Documentation - Radioactive Materials Files of monthly reports of persons exposure to Radioactive Materials. Indefinite Archives
Hazardous Materials - Exposure Documentation - Radioactive Materials Incident Report Report of Radioactive Materials incident Indefinite  Archives
Hazardous Materials - Radiation Safety Workers Includes training records, exposure records, applications and authorizations, documents of Authorized Users Lab; Specific RW Training/Interview; Emergency Notification, and Declaration of Pregnancy forms. Indefinite Archives
Hazardous Materials - Radioactive Materials Authorized Users Includes applications for non-human use of RM; Statement of prior Training and Experience; Authorization of Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM. Indefinite Archives
Layoff Documentation - Classified Staff File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. 5 Years Destroy
Leave Record – Classified Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued.  5 Years  Destroy 
Leave Record – Faculty Vacation and sick leave earned and used.  Active + 6 Years  Destroy 
Leave Record - Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 Years Destroy
Ohio Board of Regents Annual FTE Report 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 Review for continuing administrative or historical value and potential transfer to institutional archives
Performance Evaluation - Classified Staff File contains annual printouts and log books, with such information as name, SSN, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluations 5 Years Destroy
Performance Evaluation - Classified Staff - Reclassification Files Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation 5 Years Destroy
Performance Evaluation - Faculty - Promotion & Tenure Files Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent positions file. 5 Years Review for continuing administrative or historical value and potential transfer to institutional archives
Performance Evaluation - Faculty - Promotion & Tenure Policy Copy of departmental guidelines, policies, procedures, notice of guidelines, administrative memos, lists of eligible faculty 10 Years Review for continuing administrative or historical value and potential transfer to institutional archives
Performance Evaluation - Faculty - Teaching Evaluations Student evaluations of teacher's performance. Used for Reappointment, Promotion and Tenure. 5 Years OR, 1 Year if summaries are made based upon Records Retention Rules MIS1010.
Performance Evaluation - Staff Files contains annual printouts and log books, with such information as name, SSN, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluations. 5 Years Destroy
Performance Evaluation - Staff - Reclassification Files Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence, and final decision documentation. 5 Years Destroy
Personnel Files - Classified Staff Employment record maintained for full-time and part-time classified employees. Files may contain applications, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions, step increases, longevity, P.E.R.S. forms, employee's inspection of personnel file form, personnel card, etc.  Active + 6 Years  Destroy. Review for administrative value. 
Personnel Files - Classified Staff - Card Files File card coordinated to classified personnel files. Includes names, SSN, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. Active + 6 years Destroy
Personnel Files - Classified Staff - Summer Employment Record of employees with alternative summer job responsibilities usually in dining halls, union, health center, residence halls and custodial 5 Years Destroy
Personnel Files - Faculty Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, supervisor/department evaluation forms, STRS forms, promotion and tenure decisions. Includes part-time and adjunct faculty files. Active + 6 Years Review for continuing administrative value
Personnel Files (Active & Inactive) - Unclassified Staff Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate, annual contracts, performance evaluations, P.E.R.S. forms, previous state service forms, Social Security card, reclassification notices, letters of commendation or reprimand, publications, evidence of continuing education, transfers, leave of absence requests, payroll forms, vacation and sick leave reports, resignations, termination notices.  Active + 6 Years  Destroy. Review for administrative value. 
Personnel Files - Student Employee Active and inactive files. Student authorization forms, state and federal withholdings, PERS, step increases, termination notices, reclassification forms, exemptions Active + 6 Years  Archives. Review for historical value. 
Personnel Files - Student Employee - Summary Report Stipend list, updated SSN 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
Position descriptions - Classified Staff Master file of classified job descriptions. Retained for pay-range classification purposes. Active Destroy
Position descriptions - Faculty Description of current positions Active Destroy
Position descriptions - General   3 Years Destroy
Position descriptions - Student Job Cards Job descriptions for campus and off-campus positions which have been filled or are no longer offered. Active Destroy
Position Vacancy Announcement - Classified Staff Job descriptions for each university or college position posted.  3 Years  Destroy 
Public Employees Retirement System Files - Classified Staff Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included.  Active + 6 Years  Destroy 
Public Employees Retirement System File - Contract Staff Includes copies of retirement applications documenting pertinent personal, spouse and beneficiary data. Working papers and correspondence are included.  Active + 6 Years  Destroy 
Public Employees Retirement System File - Independent Contractor Forms for PERS (PEDACKN) Record of form completed and received by university within 30 days of the date of which the independent contractor commences services, a copy of which must be sent to OPERS at the time of receipt. Indefinitely N/A
Public Employees Retirement System Log - Classified Staff Record of university or college classified employees and their date of retirement and address.  Active + 6 Years  Destroy 
Public Employees Retirement System Log - Contract Staff Record of university or college employees, address and date of retirement.  Active + 6 Years  Destroy 
State Classification File - Classified Staff List of classification by pay range as directed by the State DAS Until superseded Destroy
Super Bill Files Record given to each person who visits university health services. Records diagnostics, treatment, and charges or lack of charges. Used for insurance claims. 4 Years Destroy
Time Cards Record of time worked by employees. 5 Years Destroy
Time Cards - Student Employees Record of hours worked by student employees 5 Years Destroy
Training Documentation - Classified Staff - Civil Service Examinations Files Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing. Active Destroy
Training Documentation - Classified Staff - On-the-Job Training Records Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. Active + 3 Years Destroy
Training Documentation - Training Courses 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. 1 Year Destroy
Unemployment Compensation Log Record of unemployment compensation cases Until Superceded Destroy
Unemployment Compensation Documentation Consolidated listing all employees (classified, contract and faculty) for whom an unemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution and amount of unemployment compensation paid. Active + 6 Years Destroy
University Medical Records Files of medical charts for students, university employees and their spouses. Includes medical histories, medical exams, progress sheets, x-rays, lab work, and related correspondence. 6 Years Review for continuing administrative or historical value and potential transfer to institutional archives.
Information Technology Records

Title of Series

Description

Retention

Disposition

Information Systems - 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 Cycles

Destroy 

Information Systems - 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 destructions.

3 Cycles

Destroy 

Information Systems - Computer Run Scheduling Reports

Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.

Until Superceded

Destroy 

Information Systems - Computer Usage - Chargeback Billing Records

Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills

4 Years

Destroy 

Information Systems - Computer Usage - Files

Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files, data entry logo, and records of individual computer program usage.

3 Cycles

Destroy 

Information System - Computer Usage - Files - Summary

Summary reports created to document computer usage

Until Superceded

Destroy 

Information Systems - 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, 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.

Active + 3 Years

Review for continuing historical value if not all data migrated or destroyed.

Information Systems - Disaster Preparedness and Recovery Plans

Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster.

Active + 3 Years

Destroy

Information Systems - Hardware & Software Conversion Plans

Records relating to the replacement of equipment or computer operating systems

Active + 3 Years

Destroy

Information Systems - 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 + 3 Years

Destroy

Information Systems - Help Desk 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.

1 Year

Destroy

Information Systems - 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 + 3 Years

Review for continuing historical value and potential transfer to institutional archives

Information Systems - Maintenance Contract 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

Information Systems - 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 + 3 Years

Review for continuing historical value and potential transfer to institutional archives

Information Systems - Policies

Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.

Active + 10 Years

Review for continuing historical value and potential transfer to institutional archives

Information Systems - Procurement Records - Hardware & Software

Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line.

Active + 6 Years

Destroy

Information Systems - Procurement Records - Services

Records created to initiate the purchasing process, authorize, and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchasing orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents.

4 Years

Destroy

Information Systems - Software 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.

Active + 4 Years

Review for continuing historical value if not all data migrated or destroyed

Information Systems - Tape Library Control Records

Records used to control disposition of magnetic media in a tape library

Until Superceded

Destroy

Information Systems - Test Database and Files

Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.

Active + 3 Years

Destroy

Information Systems - Users Access Records

Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files.

Active + 3 years

Destroy

Legal Records
Title of Series Description Retention Disposition
Contracts - General   Active + 5 Years Destroy
Litigation Files   Active + 6 Years  Destroy
HIPAA Compliance Records Department policies, compliance and complaint records  Active + 6 Years Destroy 
Patents   Active + 6 Years Archives. Review for continuing administrative or historical value. 
Public Records Request Files   3 Years Destroy
Trademark Registrations   Active + 6 Years Archives. Review for continuing administrative or historical value. 
Waivers, "Hold Harmless Forms"(Class/Activity)   Active + 3 Years  Destroy
Plant Operations & Maintenance Records
Title of Series Description Retention Disposition
Plant Operations & Maintenance - Blueprints The As-Built construction drawings. Life of Building + 6 Years Destroy
Plant Operations & Maintenance - Child Care Licensing Files Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License. Active + 5 Years Destroy
Plant Operations & Maintenance - 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, including: Analysis of site impact and volumetric formation, circulation patterns and infrastructural servicing to illustrate client and architect s design vision in a definitive way; 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 Active + 6 Years Review for continuing historical value and potential transfer to institutional archives.
Plant Operations & Maintenance - 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 Review for continuing historical value and potential transfer to institutional archives.
Plant Operations & Maintenance - Construction Projects - Environmental Impact Assessment Used to determine potential environmental concerns existing at site prior to demolition and construction Life of Building + 6 Years Review for continuing historical value and potential transfer to institutional archives.
Plant Operations & Maintenance - Construction Projects - Project Request & Program Statement A request from the University community to initiate a project. Active + 6 Years Review for continuing historical value and potential transfer to institutional archives.
Plant Operations & Maintenance - Elevator Certifications   Active + 3 Years Destroy
Plant Operations & Maintenance - Laboratory Inspection Reports Periodic inspections of laboratories Active + 3 Years Destroy
Plant Operations & Maintenance - Real Estate Records Copies of deeds, leases, purchase agreements, appraisals, etc. documenting real property purchased or leased by the institution. Original deed maintained by Auditor of the State. Active + 5 Years Review for continuing historical value and potential transfer to institutional archives
Plant Operations & Maintenance - Residence Halls - Change in Meal Plan Records of changes on board contracts. Active + 5 Years Destroy
Publicity & Marketing
Titles of Series Description Retention Disposition
Publicity - Advertising   5 Years Review for continuing historical value and potential transfer to institutional archives
Publicity - News Releases   Indefinite Review for continuing historical value and potential transfer to institutional archives
Publicity - Newsletters   Indefinite Review for continuing historical value and potential transfer to institutional archives
Publicity - Photographs   Indefinite Review for continuing historical value and potential transfer to institutional archives
Publicity - Recruitment Materials Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution 5 Years Review for continuing historical value and potential transfer to institutional archives
Publicity - Viewbooks Document utilized for Recruitment 5 Years Review for continuing historical value and potential transfer to institutional archives
Security & Police Records
Title of Series Description Retention Disposition
Accreditation CALEA documentation, proofs, applications, inspections, audits 4 years +current Accreditation cycle Destroy
Alarm Information Alarm account and server records  Active + 1 year Destroy
Arrest Warrants Arrest warrants issued by Portage Courts Until served or recalled by court  Return to Court 
Bond Receipt Book  Court rovided bond receipt book  Until full  Return to Court 
Breathtesting Instrument Documents  All records associated with Departmental Breathtesting instruments Current + 3 years  Destroy
Clery Records  Crime statistics and documentation, Daily Crime and Fire Logs Current + 7 years  Historical or destroy 
Confidential Files  CI and drug investigation files  Active + 4 years  Destroy
Complaint Files  Complaints against the department or its employees 6 weeks after employee separation from department  Destroy
Dispatch Activity Logs Form for recording Dispatch Activity when CAD system is inoperable  Destroy when no longer in use Destroy
Expunged Records Case records expunged/sealed by court order  Current + 4 years Destroy
LEADS - Other Leads logs, audit and validation documents  According to LEADS schedule Destroy
LEADS Printouts  Printouts of LEADS responses to inquiries  Destroy when no longer in use Destroy
Logs Signout sheets (EX: key equipment, records, supervisor, Etc), call off sheets 4 years + current  Destroy 
OPOTA Certification OPOTA forms documenting sworn status of LE personnel  Active + 1 year Destroy
Personnel Training Records  Training certificates, training summaries, unapproved training requests 1 year after separation  Hard copy offered to employee then destroyed 
Property Records  Sign in/out logs for evidence storage, Property sheets  Indefinite  Destroy
Police Reports - Felony Felony reports and arrests, cases involving possible DNA evidence retained pursuant to Ohio SB 77 Indefinite Destroy
Police Reports - Misdemeanor Misdemeanor reports and arrests  10 years after disposition  Destroy
Police Reports - non-criminal  Non-criminal reports; Accident reports with no associated charges  Current + 4 years Destroy
Report Review Forms  Documenting reports returned for completion Current + 4 years Destroy 
Selection Records Classified staff hiring records, examination results, backgrounds, interview data, summary spread sheets  4 years + Current  Destroy
Shift Requests and employee schedules  Annual selection of shift preference documents, monthly work schedules  4 years + current  Destroy
Training Course Records Requests for internal and external training, course descriptions, Course attendance records and course payment records  4 years + current  Destroy 
Unsecured Building Cards  Cards for recording broken or unsecured doors or windows on campus Current + 1 year Destroy
Written Directives General Commmunications, Personnel and Special Orders, Training Bulletins; Order Approvals Active + 4 years  Destroy Hard Copies 
Transportation & Parking Record
Title of Series Description Retention Disposition
Motor Vehicle Records Includes title, insurance, and maintenance documentation Active + 6 Years Destroy
Parking - Permit Applications Application for parking permit/decal-non-fee 1 Year Destroy
Parking - Tickets - Paid   4 Years Destroy
Parking - Tickets -Unpaid   4 Years Destroy
Student Life Records
Title of Series Description Retention Disposition
Fraternities and Sororities Correspondence, charters, organizational reports (membership and activities), social media sites  1 Year Review for continuing historical value and potential transfer to institutional archives
Student Association and Organizations Constitutions, by-laws, newlstters, minutes, brochures, announcements, reports, social media sites 1 Year Review for continuing historical value and potential transfer to institutional archives
Undergraduate Student Government Association Constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports, socila media sites 1 Year Review for continuing historical value and potential transfer to institutional archives
Graduate Student Senate Constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports, social media sites 1 year Review for continuing historical value and potential transfer to institutional archives