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.

Accounting Records
Title of Series Description Retention Disposition Retention Group
Accounts Payable Amounts owed on open account for goods or services received.  4 Years Destroy ACC1000 
Accounts Payable Invoices Bill for goods or services received  4 Years Destroy ACC1000
Accounts Payable Ledgers   4 Years Destroy ACC1000
Accounts Payable Vouchers   4 Years Destroy ACC1000
Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services.  4 Years Destroy ACC1000
Annuity Records Statement of payroll deduction for employees annuity plans. 4 Years Destroy ACC1000
Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report.  4 Years Destroy ACC3000
Bad Debt Actions Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 Years Destroy FIN6000
Cash Books A record of institution s cash transactions showing a running balance.  4 Years Destroy ACC1000
Cash Disbursement Journals A record of institution s cash transactions showing a running balance. 4 Years Destroy ACC1000
Cash Journal Journal of cash received.  4 Years Destroy ACC1000
Cash Register Tapes   4 Years Destroy ACC1000
Cash Receipts Receipts for cash sales or cash received.  4 Years Destroy ACC1000
Chart of Accounts A list of the accounts used by an organization with each account usually assigned a number or code.  4 Years Destroy ACC3000
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 ACC1000
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 ACC2000
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 ACC2000
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 ACC1000
Expenditure Report Periodic reports of expenditures, usually by department or account 4 Years Destroy ACC3000
Financial Aid Award Disbursement Records (University specific) Statement by individual of award amounts disbursed. Contains name, type, and amount of award.  4 Years Destroy ACC1000
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 ACC1000
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 ACC2000
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.  ACC1010
Inventory Control Record (University specific)   Active + 6 Years Destroy ACC2000
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 ACC1000
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 ACC3000
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 ACC3000
Parking Tickets - Paid   4 Years Destroy ACC1000
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 ACC1000
Payroll Checks Checks paid employees for services they perform 4 Years Destroy FIN1000
Petty Cash Records   4 Years Destroy ACC1000
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 ACC1000
Receipts   4 Years Destroy ACC1000
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 ACC1000
Registers   4 Years Destroy ACC1000
Requisitions Forms used to order goods and services.  4 Years Destroy ACC1000
Royalty Payments   4 Years Destroy ACC1000
Sales Receipts   4 Years Destroy ACC1000
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 ACC1000
Student Account Files Files on individual students paid and unpaid accounts, including loan applications, correspondence, account activity record, etc.  4 Years Destroy ACC1000
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 ACC1000
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 ACC1000
Student Financial Aid Accounting Records - Disbursement Records Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 Years Destroy ACC1000
Student Accounting Records - Insurance Record of students enrolled in university or college health program. 4 Years Destroy ACC1000
Student Accounting Records - Tuition Remission Application Record of tuition waiver for employees and dependents 4 Years Destroy ACC1000
Subsidiary Ledgers A book of accounts of an institution. 4 Years Destroy ACC1000
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 ACC1000
Telephone Expense Records Periodic reports of long distance and local phone charges.  4 Years Destroy ACC1000
Travel Expenses Record of expenses incurred on official travel. Used to receive reimbursement.  4 Years Destroy ACC1000
Unemployment Insurance Payments   4 Years Destroy ACC1000
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 ACC1000
Vending Commission Income Records Record of money received as commission on vending contracts.  4 Years Destroy ACC1000
Voucher Register A journal in which accounts payable and their payments are recorded.  4 Years Destroy ACC1000
Vouchers A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction.  4 Years Destroy ACC1000
Workers Compensation Payments   4 Years Destroy ACC1000

 

Educational & Student Records
Title of Series Description Retention Disposition Retention Group
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 LEG4000
Admissions - Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex. ect. 6 Destroy LEG5000
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  EDU1010 
Admissions - Applicants who do matriculate - applications for admission or readmission Forms requesting admission or readmission to the institution Active + 1 Year  Destroy  EDU1100 
Admissions - Applicants who do Matriculate Correspondence Form letters regarding admission and/or enrollment at the institution.  Active + 1 Year  Destroy  EDU1010 
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  EDU1010 
Admissions - Applicants who do matriculate - Letters of Recommendation Letters of reference supporting application to the institution Active + 1 Year  Destroy  EDU1010
Admissions - Applicants who do matriculate - Medical Records Medical records related to application to the institution Active + 1 Year Destroy EDU1010
Admissions - Applicants who do matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution Active + 3 Years Destroy EDU1020
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 EDU1010
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 EDU1010
Admissions - Applicants who do matriculate - Transfer Credit Evaluations   Active + 1 Year Destroy EDU1010
Admissions - Applicants who do not matriculate - Acceptance Letters Student-specific correspondence relating to admission and enrollment at the institution Active + 1 Year Destroy EDU 1010
Admissions - Applicants who do not matriculate - Acceptance Letters Letters notifying students of acceptance or non-acceptance to the institution 1 Year Destroy EDU1100
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 EDU1030
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 EDU1100
Admissions - Applicants who do not matriculate - Applications for Admission or Readmission Forms requesting admission or readmission to the institution. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Correspondence Forms requesting admission or readmission to the institution. 1 Year Destroy EDU 1100
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 EDU1100
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 LEG5040
Admissions - Applicants who do not matriculate - letters of recommendation Letters of reference supporting application to the institution. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - medical records Medical records related to application to the institution. 1 Year Destroy EDU1100
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 EDU1020
Admissions - Applicants who do not matriculate - Residency Status Documents Documents supporting determination of legal domicile (residency) 6 Years Destroy LEG5000
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 EDU1100
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 EDU1100
Annual Interim Fiscal Operations Reports (University specific) Reports to federal government on expenditures for federal programs.  Active + 6 Years  Archives. Review for historical value.  EDU2000 (See Note 3) 
Classes - Audit Authorizations Approval forms to audit a class Active + 3 Year Destroy  EDU1015
Classes - Change of Course Schedule (Add/Drop)   Active + 1 Year Destroy  EDU1010 
Classes - Class Schedules (Students) List of classes student took a given term Active + 1 Year Destroy  EDU1010
Classes - Credit by Examination Form   Indefinite Permanent EDU1000
Classes - Credit/No Credit Approvals Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 3 Years    
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 EDU1015
Classes - Pass/Fail Request Active + 1 Year   Destroy EDU1010
Classes - Registration/Enrollment Forms Active + 3 Years   Destroy EDU1015
Classes - Withdrawal Authorizations Active + 3 Years   Destroy EDU3000
Curriculum - Catalogs Official course bulletins of the institution. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
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 EDU3000
Curriculum - Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Permanent EDU3000
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 EDU1100
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 EDU2000
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 EDU1010
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 EDU1010
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 EDU2000
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 EDU1010
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 EDU2000
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 EDU2000
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 EDU2000
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 EDU2100
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 EDU2100
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 EDU2100
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 EDU2100
Grades - Change of Grade Forms (Update Documents)   Indefinite Permanent EDU1000
Grades - Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty Indefinite Permanent EDU1000
Grades - Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative Active + 1 Year Destroy EDU1010
Grades - Grade Statistics Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Graduation - Application for Graduation   Active + 1 Year Destroy EDU1010
Graduation - Commencement Programs Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Graduation - Graduation Authorizations Documents certifying completion of degree requirements Active + 1 Year Destroy EDU1010
Graduation - Graduation Lists Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Grants-In-Aid Records (University specific) Authorizations from Athletic Department including copies of quarterly billings and payments. Active + 6 Years Destroy EDU2000 (See Note 3)
Head Start Documents of Head Start meetings and grantee level matters. Active + 5 Years Destroy LEG2000
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 EDU2000 (See Note 3)
IPEDS Reports (Integrated Postsecondary Education Data System)   Indefinite Archives EDU3000
OBOR Reports (Ohio Board of Regents)   Indefinite Archives EDU3000
Ohio Academic Scholarship Rosters (University specific) Lists of students receiving scholarships for current academic year. Active Destroy. Review for continuing administrative or historical value. EDU3010
Placement Files Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained. Active + 1 Year Destroy EDU1010
Requests - Disclosures of Personally Identifiable Information Active + 3 Years   Destroy EDU1030
Requests - Health Insurance Waivers Signed waiver indicating student's acceptance or waiver of university student health insurance. 1 Year Destroy ADM9900
Requests - Student Requests for Nondisclosure of Directory Information   Active + 3 Years Destroy EDU1030
Requests - Student's Written Consent for Records Disclosure   Active + 3 Years Destroy EDU1030
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 LEG2000
Research - Grants Files - Not Awarded Applications are proposals by faculty for rants that were not funded. 1 Year Destroy ADM9900
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 ADM3000
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 LEG5020
Sponsored Student Account Files Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc.  Active + 6 Years Destroy EDU2000 (See Note 3)
Statement of Educational Progress (University specific) Confirms individual student's progress toward degree to maintain federal financial aid. Active + 6 Years Destroy EDU2000 (See Note 3)
Statistics - Degree   Indefinite Archives EDU3000
Statistics - Enrollment   Indefinite Archives EDU3000
Statistics - Racial/Ethnic   Indefinite Archives EDU3000
Student Disciplinary Files Files maintained by student affairs on students who have been accused of disciplinary violations Active + 6 Years Destroy LEG4000
Student Disciplinary Files - Academic Action Notifications Communications notifying students of dismissal, academic probation, etc. Active + 1 Year Destroy EDU1010
Student Disciplinary Files - Requests for Formal Hearings   Active + 3 Years Destroy EDU1030
Student Disciplinary Files - Student Statements Regarding Hearing Panel Decisions Student statements on content of records regarding hearing panel decisions Active + 3 Years Destroy EDU1030
Student Disciplinary Files - Written Decisions of Hearing Panels   Active + 3 Years Destroy EDU1030
Student Records - Academic Records Record of academic work pursued, including: grades, course evaluations, competency assessments, etc. Indefinite Archive EDU1000
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 EDU1010
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 EDU1015
Student Records - Correspondence Student-specific correspondence relating to student records (other than admissions) Active + 1 Year Destroy EDU1010
Student Records - Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization Active + 1 Year Destroy EDU1010
Student Records - Transcript Requests (other than student requested)   Active + 3 Years Destroy EDU1030
Student Records - Veterans Administration Records and Correspondence   Active + 3 Years Destroy EDU1020
Student's Written Consent for Records Disclosure (University specific)   Active + 3 Years Destroy EDU1030
Transfer Credit Evaluations (University specific)   Active + 1 Year Destroy EDU1010
Tuition and Fee Schedule Listing of fee charges for each term by an institution. Indefinite Archives EDU3000
Environmental Records
Title Of Series Description Retention Disposition Retention Group
Environmental Monitoring Records   5 Years Destroy ENV1000
Radioactive Materials Transportation Records DOT transfer record; Authorization for shipment of RAM; and Off-site transfers.  Indefinite Archives ENV2010
Radioactive Materials Waste Records RAM use cards, specific use, and disposal information Active + 3 Years Destroy LEG5020

 

Financial Records
Title of Series Description Retention Disposition Retention Group
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. FIN7000
Audit Report - External Final report of state or independent auditor.  4 Years Archives. Review for historical value.  FIN7010
Audit Report - Internal Final report of the internal auditor 4 Years Destroy ADM3010
Bad Debt Actions (University specific) Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered.  4 Years Destroy FIN6000
Bank Deposits Record of deposits in banking institutions.  4 Years Destroy FIN1000
Bank Reconciliations Explanation of differences between bank statement balance and actual balance.  4 Years Destroy FIN1000
Bank Statements Periodic statement of bank balances.  4 Years Destroy FIN1000
Bids Accepted For purchases.  Active + 5 Years  Destroy FIN8010
Bids Rejected For purchases.  3 Years Destroy FIN8000
Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc.  Active + 6 Years Destroy FIN5000
Budget Planning Documents Budget requests, including program plans for coming year, usually by cost center.  Active + 1 Year  Archives. Review for historical value. FIN2000
Budget - Institutional Final, approved, yearly budget for institution, usually in printed form.  Active + 1 Year  Archives. Review for historical value. FIN2000
Canceled Checks   4 Years  Destroy FIN1000
Check Register (University specific) Book or original entry for all cash disbursements paid by check.  4 Years Destroy FIN1000
Cost Accounting (University specific) Record analyzing cost for producing certain items or performing certain tasks.  4 Years Destroy FIN7010
Delinquent Accounts Report (University specific) Listing of students who owe money to university or college. 4 Years Destroy FIN6000
Delivery Slips Documents sent with purchased goods indicating item(s) shipped.  3 Years Destroy FIN8020
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. FIN3000
Endowment Fund Reports - Periodic Periodic report of funds collected or expended by endowment accounts.  Active + 6 Years Destroy FIN3000
Parking Tickets - Unpaid (University specific)   4 Years Destroy FIN6000
Purchase Orders Purchasing Office's copy of order to a supplier authorizing purchase of goods. Active + 5 Years  Destroy FIN8010

 

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 Retention Group
Affirmative Action - Complaint Files Record of staff or student grievances based on equal opportunity and affirmative action regulations. Files arranges alphabetically. Active + 6 Years Destroy LEG4000
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 LEG5000
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 LEG5000
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 LEG5000
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  ADM9900
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. LEG5000
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 PER9900
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 PER3010
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 ACC1000
Collective Bargaining Agreements   Active + 5 Review for continuing administrative or historical value and potential transfer to institutional archives. LEG2000
Department Assistance File - Classified Staff Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 year Destroy ADM9900
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 LEG5000
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 PER2000
Employment  - Classified Staff - Application Files Includes application form, resume, test results, referral and interview data. 3 Years Destroy PER2000
Employment - Classified Staff - Canceled Position File Application forms, correspondence sent and received concerning positions that have been canceled. 3 Years Destroy PER2000
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 PER5010
Employment - Classified Staff - Personnel Requisitions Department request placed whenever a position within the department becomes vacant. 3 Years Destroy PER2000
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 PER2000
Employment - Faculty - Application Files - Non-hires Contains application, correspondence, resumes, etc. from applicants for positions 3 Years Destroy PER2000
Employment - Faculty - Declinations Files Contracts, recommendations, letters of people who have declined positions. 3 Years Destroy PER2000
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 PER2000
Employment - Residence Hall Advisers - Not selected Files on candidates not selected as residence hall advisors 3 Years Destroy PER2000
Employment - Residence Hall Advisers - Selected Files on candidates selected for employment as residence hall advisors Active + 6 Destroy PER3000
Employment - Staff - Applicant Files Resumes on file. 3 Years Destroy PER2000
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 PER2000
Employment - Student - Summer Contracts Flyers for on- and off-campus employment opportunities Active Destroy PER0000
Employment - 1099 Federal form used to report salaries, wages, and tips of temporary employees. 6 Years Destroy LEG5000
Employment Forms - I-9 (student) Federal employment eligibility verification for on-campus student employees Active + 3 Years Destroy LEG5040
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 PER1030
Employment Forms - W-2 Federal form reporting salaries, wages, and tips for each employee to the IRS. 6 Years Destroy LEG5000
Employment Forms - W-4 Forms completed by employee showing federal tax withholding exemptions. Active + 6 Years Destroy PER1030
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 PER3000
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 PER3000
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 LEG5030
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 LEG5030
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 LEG5030
Hazardous Materials - Exposure Documentation   Indefinite Archives PER4030
Hazardous Materials - Exposure Documentation - Radioactive Materials Files of monthly reports of persons exposure to Radioactive Materials. Indefinite Archives PER4030
Hazardous Materials - Exposure Documentation - Radioactive Materials Incident Report Report of Radioactive Materials incident Indefinite  Archives PER4030 
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 PER4030
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 PER4030
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 PER3010
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  PER3010 
Leave Record – Faculty Vacation and sick leave earned and used.  Active + 6 Years  Destroy  PER3000 
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 PER3010
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 ADM9900
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 PER3010
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 PER3010
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 PER3010
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 ADM3020
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. PER3010
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 PER3010
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 PER3010
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.  PER3000 
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 PER3000
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 PER3010
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, evaluation forms, STRS forms, promotion and tenure decisions. Includes part-time and adjunct faculty files. Active + 6 Years Review for continuing administrative value PER3000
Personnel Files (Active & Inactive) - Contract 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.  PER3000 
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.  PER3000 
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 ADM9900
Position descriptions - Classified Staff Master file of classified job descriptions. Retained for pay-range classification purposes. Active Destroy REF0000
Position descriptions - Faculty Description of current positions Active Destroy REF0000
Position descriptions - General   3 Years Destroy PER2000
Position descriptions - Student Job Cards Job descriptions for campus and off-campus positions which have been filled or are no longer offered. Active Destroy REF0000
Position Vacancy Announcement - Classified Staff Job descriptions for each university or college position posted.  3 Years  Destroy  PER2000 
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  PER1040 
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  PER1040 
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 PER1040
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  PER1040 
Public Employees Retirement System Log - Contract Staff Record of university or college employees, address and date of retirement.  Active + 6 Years  Destroy  PER1040 
State Classification File - Classified Staff List of classification by pay range as directed by the State DAS Until superseded Destroy MIS1010
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 ACC1000
Time Cards Record of time worked by employees. 5 Years Destroy PER6000
Time Cards - Student Employees Record of hours worked by student employees 5 Years Destroy PER6000
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 REF0000
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 PER5000
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 ADM9900
Unemployment Compensation Log Record of unemployment compensation cases Until Superceded Destroy MIS1010
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 LEG4000
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. PER4010
Information Technology Records
Title of Series Description Retention Disposition Retention Group
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  ADM9925
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  ADM9925
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  MIS1010
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  ACC1000
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  ADM9925
Information System - Computer Usage - Files - Summary Summary reports created to document computer usage Until Superceded Destroy  MIS1010
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. ADM9920
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 ADM9920
Information Systems - Hardware & Software Conversion Plans Records relating to the replacement of equipment or computer operating systems Active + 3 Years Destroy ADM9920
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 ADM9920
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 MIS1000
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 ADM9920
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 ADM2020
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 ADM9920
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 ADM3000
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 ACC2000
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 AC1000
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 ADM9920
Information Systems - Tape Library Control Records Records used to control disposition of magnetic media in a tape library Until Superceded Destroy MIS1010
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 ADM9920
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 ADM9920
Legal Records
Title of Series Description Retention Disposition Retention Group
Contracts - General   Active + 5 Years Destroy LEG2000
Litigation Files   Active + 6 Years  Destroy LEG4000
Patents   Active + 6 Years Archives. Review for continuing administrative or historical value.  LEG7000
Public Records Request Files   3 Years Destroy LEG9900
Trademark Registrations   Active + 6 Years Archives. Review for continuing administrative or historical value.  LEG7000
Waivers, "Hold Harmless Forms"(Class/Activity)   Active + 3 Years  Destroy LEG9900

 

Plant Operations & Maintenance Records
Title of Series Description Retention Disposition Retention Group
Plant Operations & Maintenance - Blueprints The As-Built construction drawings. Life of Building + 6 Years Destroy ADM2035
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 LEG2000
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. ADM2030
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. ADM2030
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. ENV1010
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. ADM2030
Plant Operations & Maintenance - Elevator Certifications   Active + 3 Years Destroy LEG5020
Plant Operations & Maintenance - Laboratory Inspection Reports Periodic inspections of laboratories Active + 3 Years Destroy LEG5030
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 LEG2000
Plant Operations & Maintenance - Residence Halls - Change in Meal Plan Records of changes on board contracts. Active + 5 Years Destroy LEG2000
Plant Operations & Maintenance - Residence Halls - HUD Reports Annual reports filed with the federal government concerning operation of residence Halls 6 Years Review for continuing historical value and potential transfer to institutional archives LEG5000

 

Security & Police Records
Title of Series Description Retention Disposition Retention Group
Bicycle Registration Forms Records decal number and issued to bicycle registered 1 Year Destroy ADM9900
Dispatch Logs Records of request for service received by the dispatcher, including phone and radio transmissions and audio logs. 1 Year Destroy ADM9900
Police Reports Reports of incidents or requests for service to include the officer's actions, referrals, and subsequent investigation.   Destroy LEG4000
Police Reports - Accidents Reports created by university or college police for traffic accidents that occur on campus.   Destroy LEG4000
Police Reports - Arrests Report of arrest, criminal citation, or uniform traffic citation issued to offender.   Destroy LEG4000
Police Reports - Campus Security Act and Uniform Code Reports produced in compliance with federal programs.   Review for continuing historical value and potential transfer to institutional archives LEG5000
Police Reports - Crime Reports created by university or college police on campus criminal activity   Review for continuing historical value and potential transfer to institutional archives LEG4000
Police Reports - Daily Activity   1 Year Destroy ADM9900
Transportation Logs - Injury/Ill Person Reports created by university or college police on ill or injured persons transported to local hospitals from campus.   Destroy LEG4000
Transportation Logs - Student Records of rides given by student transport service or campus police officers 1 Year Destroy ADM9900

 

Transportation & Parking Record
Title of Series Description Retention Disposition Retention Group
Motor Vehicle Records Includes title, insurance, and maintenance documentation Active + 6 Years Destroy ADM2020
Parking - Permit Applications Application for parking permit/decal-non-fee 1 Year Destroy ADM9900
Parking - Tickets - Paid   4 Years Destroy ACC1000
Parking - Tickets -Unpaid   4 Years Destroy FIN6000