University Archives

General Records Retention Schedule

Accounting | Administrative | Education | Environmental | Financial
General | Legal | Marketing | Personnel

Record Series

A - B - C - D - E - F - G - H - I - J - K - L - M - N - O - P - Q - R - S - T - U - V - W - X - Y - Z - Numbers

 A

Academic Action Notifications

  • Description: Communications notifying students of dismissal, academic probation, etc
  • Retention: Active + 1 year
  • IUC number: EDU1010

Academic Grievance Files

  • Description: Files documenting grievances of students against faculty members
  • Provost
  • Retention: Active + 6 years
  • IUC number: LEG4000

Academic Records

  • Description: Record of academic work pursued. Includes grades, course evaluations, competency assessments, etc
  • General Schedule
  • Retention: Active + 6 years; Permanent in Registration and Records
  • IUC number: EDU1000

Acceptance Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate

  • Description: Student-specific correspondence relating to admission and enrollment at the institution
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Acceptance Letters for Applicants Who Do Not Matriculate

  • Description: Letters notifying students of acceptance or non-acceptance to the institution
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

Accident Reports

  • Description: Reports created by university or college police for traffic accidents that occur on campus
  • Retention: Active + 6 years
  • IUC number: LEG4000

Accounts Payable Records

  • Description: Amounts owed on open account for goods or services received
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Accounts Receivable Records

  • Description: Amounts due from others on open accounts as a result of providing services
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Accreditation Files

  • Description: University, college or department files documenting accreditation review by accrediting agencies
  • Provost
  • Retention: 10 years; transfer to Archives
  • IUC number: ADM3020

Admissions Correspondence for Applicants Who Do Matriculate

  • Description: Student-specific correspondence and applications for admission and enrollment at BGSU
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Advance Placement Records for Applicants Who Do Matriculate

  • Description: Forms and records supporting consideration for advanced placement in courses where no credit is granted.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Advance Placement Records for Applicants - Who Do Not Matriculate

  • Description: Forms and records supporting consideration for advanced placement in courses
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1010

Advertising/Promotional Materials

  • Retention: 5 years; transfer to Archives
  • IUC number: MAR1000

Affirmative Action Plan Files

  • Description: Procedures and regulations to be followed, work force analysis, goals, timetables, statistics.
  • Equity, Diversity and Immigration Services
  • Retention: 6 years; transfer to Archives
  • IUC number: LEG5000

Affirmative Action Position Applicant Files

  • Description: Record of affirmative action procedures followed for university position openings. Files include Position Authorization Request, job
  • Description, Appointment Activity Record, proof of citizenship, chronological data on search and correspondence
  • Equity, Diversity and Immigration Services
  • Retention: 6 years
  • IUC number: LEG5000

Alien Certification Files

  • Description: Records of employee requests made to the Department of Labor and Immigration and Naturalization for work certification. Also includes transcripts, letters of reference, resume and other pertinent documentation
  • Equity, Diversity and Immigration Services
  • Retention: 6 years
  • IUC number: LEG5000

Annual Financial Report

  • Description: Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area.
  • Planning and Budgeting
  • Retention: 4 years; transfer to Archives

Annual Interim Fiscal Operations Reports

  • Description: Reports to federal government on expenditures for federal programs
  • Retention: Active + 6 years; review for historical value - Archives
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100
  • Retention period is Active + 3 years

Annual Report (of originating department)

  • General Schedule
  • Retention: 3 years; transfer 1 copy to Archives

Annuity Records

  • Description: Statement of payroll deduction for employee annuity plans
  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

Applicant Flow Data File

  • Description: Statistical information, percentages dealing with race, religion, sex, etc.
  • Equity and Diversity Services
  • Retention: 6 years
  • IUC number: LEG5000

Applicants Card File - Classified Staff

  • Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions
  • Retention: 3 years
  • IUC number: PER2000

Application File: Non-Hires - Faculty

  • Description: Contains application, correspondence, resumes, etc. from applicants for positions
  • Retention: 3 years
  • IUC number: PER2000

Application File - Classified Staff

  • Description: Includes application form, resume, test results, referral and interview data
  • Retention: 3 years
  • IUC number: PER2000

Applications for Admission or Readmission for Applicants Who Do Matriculate

  • Description: Forms requesting admission or readmission to the institution
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Applications for Admission or Readmission for Applicants Who Do Not Matriculate

  • Description: Forms requesting admission or readmission to the institution
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1010

Applications for Graduation

  • Colleges
  • Retention: Active + 1 year
  • IUC number: EDU1010

Appointment Calendars

  • General Schedule
  • Retention: 1 year

Arrest Reports

  • Description: Report of arrest, criminal citation, or uniform traffic citation issued to offender
  • Police Department
  • Retention: Active + 6 years
  • IUC number: LEG4000

Audit Authorizations

  • Description: Approval forms to audit a class
  • Retention: 1 year after audit or 3 years after date submitted
  • IUC number: EDU1010

Audit Report

  • Description: Final Report of state or independent audit
  • Treasurer
  • Retention: 4 years; transfer to Archives
  • IUC number: FIN7010

Audit Trail Files

  • Description: Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle
  • Retention: 3 Database/Master File Back-up cycles
  • IUC number: ADM9900

Automated Program Listing/Source Code

  • Description: Automated program code, which generates the machine-language instructions used to operate an automated information system
  • Retention: 3 system update cycles after code is superseded or replaced
  • IUC number: ADM9900

Automated Tape Library System Files

  • Description: Automated records used to control the location, maintenance and disposition or magnetic media in a tape library
  • Retention: Active
  • IUC number: ADM9900

Awarded Grants Files

  • Description: Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations
  • Sponsored Programs and Research
  • Retention: Active + 5 years; transfer to Archives
  • IUC number: LEG2000

Award Letters

  • Description: Summarizes students' financial aid each year and confirms acceptance or rejection
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
    Retention period is Active + 3 years

 B

Bad Debt Actions

  • Description: Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered
  • Retention: 4 years
  • IUC number: FIN6000

Balance Sheets

  • Description: A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC3000

Bank Deposits, Bank Reconciliations, Bank Statements, Canceled Checks, Check Register

  • General Schedule
  • Retention: 4 years
  • IUC number: FIN1000

Basic Education Opportunity Grant (Pell) Files

  • Description: Includes eligibility, statement of educational purpose, correspondence, etc.
  • Treasurer
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Benefit Plans

  • Description: Related to institution-sponsored benefit plans. Includes insurance, pension, disability, medical survivor programs, ESOP, PAYSOP. Vesting criteria, vacation entitlements, educational assistance, savings plans, correspondence explaining benefit plans.
  • Human Resources
  • Retention: Active + 6 years
  • IUC number: PER1010

Benefits Contributions/Benefits Provided

  • Description: Related to contributions and participation in institution-sponsored benefit plans. Includes insurance, pension, disability, savings, etc.
  • Human Resources
  • Retention: 6 years
  • IUC number: PER1010

Benefits Elections

  • Description: Elections by employees for type and amount of participation in institution benefit plans
  • Human Resources
  • Retention: Active + 6 years
  • IUC number: PER1030

Bicycle Registration Forms

  • Description: Records decal number and issued to bicycle registered
  • Parking and Traffic
  • Retention: 1 year
  • IUC number: ADM9900

Bids, Accepted

  • Description: For purchases
  • Retention: Active + 5 years
  • IUC number: FIN8010

Bids, Rejected

  • Descriptions: For purchases
  • Retention: 3 years
  • IUC number: FIN8000

Blueprints

  • Design and Construction
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: ADM2030

Bond Registers

  • Description: Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc
  • Retention: Active + 6 years
  • IUC number: FIN5000

Book Buy-Back Records

  • Description: Records of purchases and used books bought from students
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Bookstore Cash Drawer Sign-Out Sheets

  • Description: Record of cash drawers signed out to cashiers at the beginning of each shift
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Bookstore Cashier Balancing Form

  • Description: Used for daily balancing of each cash drawer
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Bookstore Charge Forms

  • Description: Forms used in completing MasterCard or VISA transactions. Information posted to daily cash register tapes and summarized on monthly statements
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Bookstore Mark-Up/Mark-Down Sheets

  • Description: Monthly record of price changes of goods already in stock at the Bookstore
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Bookstore Merchandise Return Record

  • Description: Record of returns by Bookstore to vendors in order to receive credit
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Bookstore Special Orders

  • Description: Documentation of special orders made for individuals by the Bookstore. Does not document a financial transaction
  • Bookstore
  • Retention: 4 years
  • IUC number: ADM3010

Budget Printout - Monthly

  • Description: Periodic reports of expenditures, usually by department or account
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC3000

Budget Planning Documents

  • Description: Budget requests, including program plans for coming year, usually by cost center
  • General Schedule
  • Retention: Active + 1 year
  • IUC number: FIN2000

Budget Transfers

  • Description: Billing between departments
  • General Schedule
  • Retention: 4 years

Budget - Institutional

  • Description: Final, approved yearly budget for institution, usually in printed form
  • Retention: Active + 1 year; transfer to Archives
  • IUC number: FIN2000

 C

Campus Security Act Reports and Uniform Crime Statistics

  • Description: Reports produced in compliance with federal programs
  • Police Department
  • Retention: 6 years; transfer to Archives
  • IUC number: LEG5000

Canceled Registration Files

  • Description: Record of canceled registrations, including amount owed, reason, etc
  • Registration and Records
  • Retention: 4 years
  • IUC number: ACC1000

Canceled Position File - Classified Staff

  • Description: Application forms, correspondence sent, and received concerning positions that have been canceled
  • Retention: 3 years
  • IUC number: PER2000

Case Files

  • Description: Files developed in the course of consultation with clients of Student Legal Services and include documents filed in court, transcripts of depositions and court testimony, attorney work-products, and routine correspondence concerning the administration of the case.
  • Student Legal Services
  • Retention: 10 years after last activity
  • IUC Number: LEG6010
  • Notes:Retain cases having continuing historical and instructional value. Review these periodically for destruction. Destroy all case files in a way that protects confidentiality

Cash Books

  • Description: Record of cash transactions showing a running balance
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Cash Register Tapes

  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Cash Receipts

  • Description: Receipts for cash sales or cash received
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Catalogs

  • Description: Official bulletins of the institution
  • Registration and Records, Graduate College
  • Retention: Permanent; transfer 1 copy to Archives
  • IUC number: EDU3000

Category Summary - Classified Staff

  • Description: Computer printout listing breakdown by race, sex, civil service
  • Retention: 6 years; transfer to Archives
  • IUC number: LEG5000

Certification File - Classified Staff

  • Description: Record of employees who have attained certification in their classification. May include logbook and printouts.
  • Human Resources
  • Retention: Active + 3 years
  • IUC number: PER5010

Change in Meal Plan

  • Description: Records of changes on board contracts
  • Retention: Active + 5 years
  • IUC number: LEG2000

Change of Course Schedule (Drop/Add)

  • Registration and Records
  • Retention: Active + 1 year
  • IUC number: EDU1010

Change of Grade Forms

  • Description: Form submitted by departmental offices to the Registrar indicating the final grade to be posted to the student's official academic record on the Student Data Base for a given course.
  • Registrar
  • Retention: retain until microfilmed, then destroy in a way that maintains confidentiality
  • IUC Number: EDU1000

Check Registers for Federal Loans

  • Description: Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans
  • Treasurer
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
    Retention period is Active + 3 years

Child Care Licensing Agreements

  • Description: Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License
  • Retention: Active + 5 years
  • IUC number: LEG2000

Civil Service Examinations

  • Description: Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing
  • Retention: Active
  • IUC number: REF0000

Class Roster

  • Description: Contains names of students enrolled for each course; issued by Registration & Records
  • Academic Departments
  • Retention: 1 year

Class Roster

  • Description: Listing of all students who are registered in classes, used by departments to correct time, place, instructor names and to initiate section changes. Used by the Registrar to post this information to the Student Data Base.
  • Registration & Records
  • Retention: 1 semester
  • IUC number: EDU1010

Class Roster - Non-credit Courses

  • Continuing Education
  • Retention: 6 years
  • IUC number: EDU1010

Class Schedules (Students)

  • Description: List of classes student took a given term
  • Retention: Active + 6 years
  • IUC number: EDU1010

Collective Bargaining Agreements

  • Human Resources
  • Retention: Active + 5 years; transfer to Archives
  • IUC number: LEG2000

College/Department Office Student Files

  • Description: 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, and students who are no longer actively enrolled.
  • Retention: Active + 1 year
  • IUC number: EDU1010

Committee Records - College, School, Department, Division, or Office

  • Description: Includes agendas, minutes, correspondence, reports for committees that are neither University-wide, nor Faculty Senate bodies
  • Retention: 3 years; transfer to Archives

Commencement Programs

  • Executive Vice President
  • Retention: Permanent; transfer a copy to Archives
  • IUC number: EDU3000

Complaint Files

  • Description: Record of staff or student grievance based on equal opportunity and affirmative action regulations
  • Human Resources
  • Retention: Active + 6 years
  • IUC number: LEG4000

Computer Run Scheduling Records

  • Description: Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run
  • Retention: Active
  • IUC number: ADM9900

Computer Usage Files

  • Description: Electronic files or automated logs created to monitor computer system usage including, but not limited to, login files, system usage files, data entry logs, and records of individual computer program usage
  • Retention: Active + 6 years
  • IUC number: ADM9900

Conference Files

  • General Schedule
  • Retention: 3 years; transfer to University Archives
  • IUC Number: PUB3000
  • Notes: Destroy logistical details, e.g. menus, invoices, receipts after 3 years, transferring summary documents to University Archives

Construction Projects - Construction Designs and Specifications

  • Description: Written requirements and standards for materials, equipment, construction systems and workmanship as applied to the work and certain administrative details applicable thereto
  • Design and Construction
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: ADM2030

Construction Projects - Construction Documents

  • Description: Collectively, the 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 Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special)
  • Design and Construction
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: ADM2030

Construction Projects - Design Development

  • Description: Design of Project is fully described with regard to the basic building systems and materials as well as all specialty systems needed to support the program
  • Design and Construction
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: ADM2030

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
  • Design and Construction
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: ADM2030

Construction Projects - Project Request/Program Statement

  • Description: A request from the University community to initiate a project
  • Design and Construction
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: ADM2030

Construction Projects - Schematic Design

  • Description: Analysis of site impact and volumetric formation, circulation patterns and infrastructure servicing to illustrate client and architect's design vision in a definitive way
  • Design and Construction
  • Retention: 3 years
  • IUC number: ADM2030

Continuing Education Student Records

  • Description: Files include records of students enrolled in special interest courses and students enrolled in special certification programs.
  • Continuing Education
  • Retention: Active + 6 years
  • IUC number: EDU1010

Contracts - General

  • Description: Includes contracts for services, purchases and sales, transportation, leases, property and construction, exchange of property, etc. Includes government contracts and grants
  • Retention: Active + 5 years
  • IUC number: LEG2000

Copyright, Trademark, Patents

  • Description: Records related to preparation, filing, maintenance, and rights
  • General Counsel
  • Retentions: Active + 6 years

Correspondence for Applicants Who Do Not Matriculate

  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

Correspondence, Relevant

  • Description: Student-specific correspondence (other than
  • Admissions)
  • Retention: Active + 1 year
  • IUC number: EDU1010

Correspondence, Executive

  • Description: Deals with significant aspects of the administration of the offices. Includes information on policy, program, fiscal or personnel matters.
  • General Schedule
  • Retention: 2 years, then appraise for historical value
  • IUC number: ADM9910

Correspondence, General

  • Description: Includes internal letters and memos; also correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative, (it does not attempt to influence policy)
  • General Schedule
  • Retention: 1 year
  • IUC number: ADM9900

Correspondence, Routine

  • Description: Referral letters, requests for routine information or publications provided to the public by an agency that are answered by standard form letters.
  • General Schedule
  • Retention: Until no longer of administrative value
  • IUC number: ADM9900

Cost Accounting

  • Description: Record analyzing cost for producing certain items or performing certain tasks
  • Retention: 4 years
  • IUC number: FIN7010

Course Syllabi

  • General Schedule
  • Retention: Active + 6 years
  • IUC Number: EDU3000
  • Notes:Archives retains course years
  • Descriptions published in catalogs and bulletins permanently

Credit By Examination Form

  • Admissions
  • Retention: Active + 6 years
  • IUC number: EDU1000

Credit/No Credit Approvals

  • Registration and Records
  • Retention: 1 year after audit or 3 years after date submitted
  • IUC number: EDU1010

Crime Reports

  • Description: Reports created by university police on campus criminal activity.
  • Police Department
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: LEG4000

Curriculum Development Files

  • Description: Files documenting approval of new programs and degrees
  • General Schedule
  • Retention: Indefinite
  • IUC Number: EDU3000
  • Notes:Archives receives permanent files from
  • Provost

 D

Data Documentation/Data Dictionary Records

  • Description: 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 data elements
  • Information Technology Services
  • Retention: 3 years; destroy if system is discontinued or data is migrated
  • IUC number: ADM9910

Data Processing Disaster Preparedness and Recovery Plans

  • Description: Records Related to the protection and reestablishment of data processing services, equipment and data (back-up files) in case of a disaster
  • Information Technology Services
  • Retention: Until superseded
  • IUC number: ADM9900

Data Processing Hardware Documentation

  • Description: 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
  • Information Technology Services
  • Retention: Active; destroy when no longer used and all data is migrated to new hardware
  • IUC number: ADM9900

Data Processing Operating Procedures

  • Description: 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
  • Information Technology Services
  • Retention: Active
  • IUC number: ADM9910

Data Processing Policies

  • Description: Records of data processing policies including those covering access and security, systems development, data
  • Retention and disposition, and data ownership
  • Information Technology Services
  • Retention: Active + 10 years. Review for historical value
  • IUC number: ADM3000

Data Systems Specifications

  • Description: Records necessary for using the system including user guides, system or sub-system definition, system flowcharts, program
  • Descriptions and documentation, job control or workflow records, system specifications, and input and output specifications
  • Information Technology Services
  • Retention: 3 years; destroy if system is discontinued or data is migrated
  • IUC number: ADM9910

Declinations File - Faculty

  • Description: Contracts, recommendations, letters of people who have declined positions
  • Retention: 3 years
  • IUC number: PER2000

Degree Statistics

  • Retention: Indefinite; transfer copy to Archives
  • IUC number: EDU3000

Delinquent Accounts Report

  • Description: Listing of students who owe money to university or college
  • Retention: 4 years
  • IUC number: FIN6000

Delivery Slips

  • Description: Documents sent with purchased goods indicating item(s) shipped
  • Retention: 3 years
  • IUC number: FIN8020

Disability: Long-term Disability Files

  • Description: For PERS and Workmen's Compensation; includes record of payments, legal decisions, and correspondence and claim documentation
  • Human Resources
  • IUC Number: PER1010
  • Retention: Active + 6 years

Disciplinary Documentation

  • Personnel General Schedule
  • Retention: 5 years
  • IUC Number: PER3010
  • Disposition: destroy in a way that maintains confidentiality

Disciplinary Records

  • General Schedule
  • Retention: destroy on request after 2 years from date of disciplinary action, provided no related reprimands, suspensions, or demotions. May be destroyed in less time if ordered by Arbitrator, SPBR, SERB or court of competent jurisdiction
  • IUC Number: PER3010
  • Notes:Original kept by Human Resources/Provost

Discipline and Grievance Files

  • Description: Documentation of grievances and discipline proceedings concerning Classified and Administrative Staff; includes correspondence and letters of reprimand
  • Human Resources
  • Retention: 5 years after last action
  • IUC Number: PER3010
  • Disposition: destroy in a manner maintaining confidentiality
  • Notes:Same documentation in personnel file of employing unit; files also used by Equity and Diversity Services

Dispatch Audio Logs

  • Description: Record of phone and radio transmissions from the police dispatcher
  • Police
  • Retention: 1 year
  • IUC number: ADM9900

Dispatch Logs

  • Records of request for service received by the dispatcher
  • Police
  • Retention: 1 year
  • IUC number: ADM9900

Dorm Contract Release Files

  • Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board
  • Residence Life
  • Retention: 4 years
  • IUC number ACC1000

Draft Registration Compliance Record

  • Description: Testimony to draft registration by student in order to receive financial aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Drafts

  • Description: Preliminary outlines of a plan or document
  • General Schedule
  • Retention: Retain until superseded, or issuance of final report or policy
  • IUC number: ADM9900

 E

EE-O6 Report

  • Description: Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees.
  • Equity and Diversity Services
  • Retention: 6 years; transfer to Archives
  • IUC number: LEG5000
  • Notes: Historical value

Elevator Certifications - Facilities

  • Retention: Active + 3 years
  • IUC number LEG5020

Employment Files - Students

  • Description: Active and inactive files. Student authorization forms, state and federal withholdings, PERS, step increases, termination notices, reclassification forms, exemptions
  • Retention: Active + 6 years
  • IUC number: PER3000

Endowment Fund Reports - Annual

  • Description: Annual report of funds collected or expended by endowment accounts.
  • Development/Foundation
  • Retention: Active + 6 years
  • IUC number: FIN3000

Endowment Fund Reports - Periodic

  • Description: Periodic report of funds collected or expended by endowment accounts
  • Retention: Active + 6 years
  • IUC number: FIN3000

Enrollment Statistics

  • Retention: indefinite; transfer a copy to Archives
  • IUC number: EDU3000

Entrance Exam & Placement Test Reports (ACT, CEEB) for Applicants Who Do Matriculate

  • Description: Standardized test scores related to admission to the institution and placement test scores.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Entrance Exam & Placement Test Reports (ACT, CEEB) for Applicants Who Do Not Matriculate

  • Description: Standardized test scores related to admission to the institution and placement test scores
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1010

Environmental Impact Assessment - Construction Projects

  • Description: Used to determine potential environmental concerns existing at a site prior to demolition and construction
  • Environmental Health and Safety
  • Retention: Life of a building + 6 years
  • IUC number: LEG5000

Environmental Monitoring Records

  • Environmental Health and Safety
  • Retention: 5 years
  • IUC number: ENV1000

 F

Faculty Grade Report (grade or narrative)

  • Description: Copy of grade reports as submitted to registrar by faculty
  • Retention: Active until the end of the fifth week of the following semester, unless an appeal is in progress
  • IUC number EDU1000
  • Disposition: destroy in a way that maintains confidentiality, provided that no appeal is pending or in progress

Faculty Grievance Files

  • Description: Correspondence, letters, reports and supporting documentation of an investigation pursuant to a letter of complaint or grievance. These files are typically created as the result of a formal review and/or appeal process, as in cases of promotion, tenure, and salary review.
  • Provost
  • Retention: 6 years
  • IUC Number: LEG4000
  • Disposition: destroy in a way that maintains confidentiality, provided that no legal action is pending or in progress

Financial Aid Award Disbursement Records

  • Description: Statement by individual of award amounts disbursed. Contains name, type, and amount of award
  • Student Financial Aid
  • Retention: 4 years
  • IUC number: ACC1000

Financial Aid Canceled Check Records

  • Description: Canceled checks, check stubs, and check journals showing payments for financial aid made to students
  • Treasurer
  • Retention: 4 years
  • IUC number: ACC1000

Financial Report - Annual

  • Description: Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and student services areas. May include audit report
  • Retention: 4 years; transfer to Archives
  • IUC number: FIN7000

 G

Garnishment Files

  • Description: Copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases.
  • Human Resources
  • Retention: Active + 3 years
  • IUC number: LEG5030

General Application Files - Contract Staff

  • Description: Resumes on file
  • Retention: 3 years
  • IUC number: PER2000

General Ledgers

  • Description: Contains a summary or detail of all transactions affecting the accounts of an institution
  • Business Office
  • Retention: 6 years
  • IUC number: ACC1010

Grade Reports (Registrar's copies)

  • Description: Copy of grade reports as submitted to registrar by faculty
  • Retention: Active + 1 year
  • IUC Number: EDU1000

Grade Statistics

  • Retention: Indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Graduate Scholarship/Assistantship Awards

  • Description: Records sent by colleges to Financial Aid indicating awards to graduate students
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Graduate Student Appointments

  • Graduate College
  • Retention: 5 years

Graduation Authorizations

  • Description: Documents certifying completion of degree requirements
  • Retention: Active + 6 years
  • IUC number: EDU1010

Grant Proposal - Funded Records

  • Description: Contain proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations.
  • Sponsored Programs and Research
  • Retention: Active + 5 years; transfer to Archives

Grant Proposal - Unfunded Records

  • Description: Applications and proposals by faculty for grants that were not funded
  • Sponsored Programs and Research
  • Retention: 1 year

Grants Awarded

  • Description: Financial records of grant money awarded for research projects
  • Sponsored Programs and Research
  • Retention: Active + 5 years
  • IUC number: LEG2000

Grants-in-Aid Records

  • Description: Authorizations from Athletic Department including copies of quarterly billings and payments
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Guaranteed Student Loan Applications

  • Description: Copy of student loan application, which is forwarded back to potential lending institution
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

 H

Handbooks, Employee and Student

  • Retention: until superseded; transfer 1 copy to Archives

Hazardous Exposure Records

  • Retention: Indefinite
  • IUC number: PER4020

Health Insurance Waivers

  • Signed waiver indicating student's acceptance or waiver of university student health insurance
  • Retention: 1 year
  • IUC number: ADM9910

Health Profession Loan Student Files

  • Description: Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Help Desk Telephone Logs and Reports

  • Description: 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
  • Information Technology Services
  • Retention: Active
  • IUC number: ADM9900

HUD Reports

  • Description: Annual reports filed with the federal government concerning operation of residence halls.
  • Residence Life
  • Retention: 6 years; transfer to Archives
  • IUC number LEG5000

 I

Immigration and Naturalization I-9 Forms

  • Description: Federal employment eligibility verification for faculty and student employees
  • Equity and Diversity Services
  • Retention: Active + 6 years
  • IUC number: PER3000

Index System - Faculty

  • Description: Cards or other reference lists for all active and inactive faculty
  • Retention: Active + 6 years
  • IUC number: PER3000

Information Resources Management and Data Processing Services Plans

  • Description: 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
  • Information Technology Services
  • Retention: Active
  • IUC number: ADM9910

Injury/Ill Person Reports

  • Description: Reports on ill or injured persons transported to local hospitals from campus
  • Police Department
  • Retention: Active + 6 years
  • IUC number: LEG4000

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
  • Retention: Active
  • IUC number: ADM9900

Institutional Planning Records

  • Description: Relate to planning and forecasting for internal purposes. Includes annual plans, five and ten-year strategic plans and forecasts, facility requirements, growth forecasts. Also includes statistics on enrollment, faculty, staff
  • Institutional Research
  • Retention: Active + 1; transfer 1 copy to Archives

Insurance - Future Liability

  • Description: Insurance coverage for product liability, exposure to hazardous substances, or other problems manifesting themselves long after the policy terminates
  • Retention: Indefinite
  • IUC number: LEG3010

Integrated Postsecondary Education Data System Reports

  • Registration and Records
  • Retention: indefinite; transfer to Archives
  • IUC number: EDU3000

International Student Forms (I-20, etc.) for Applicants Who Do Matriculate

  • Retention: 5 years
  • IUC number: EDU1010
  • Note: Since many items included in international 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

Inventory Control Record

  • Inventory Management
  • Retention: active + 6 years
  • IUC number: ACC2000

Invoices

  • Description: Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

 J

Job Descriptions

  • Retention: 3 years
  • IUC number: PER2000

Journal Entries

  • Details of a transaction into the account system entered into a journal and later posted to a ledger. Entry includes a brief explanation
  • General Schedule
  • Retention: 4 years
  • IUC number: 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 transaction
  • General Schedule
  • Retention: 6 years
  • IUC number: ACC1010

 K

Key Issuance Records

  • Description: Used by departments to request a key for a specific staff member. All pertinent staff/faculty/student information is verified on the card before the key is issued. Has authorization signature and building assignment.
  • Facilities
  • Retention: until key is returned

 L

Layoff Files

  • Description: Contains printouts, rosters, and correspondence documenting university layoffs. Pertinent employee data, date of hire, classification, department, and
  • Retention points (performance) are included
  • Human Resources
  • Retention: 5 years
  • IUC number: PER3010

Laboratory Inspection Reports

  • Description: Periodic inspections of laboratories
  • Retention: Active + 3 years
  • IUC number: LEG5030

Land Purchase Records

  • Description: Copies of deeds, leases, purchase agreements, appraisals, etc. documenting purchase of land by institution. Original deed maintained by Auditor of State
  • Retention: Active + 5 years; transfer to Archives
  • IUC number: LEG2000

Leave Reporting Form

  • Description: Forms used to document sick leave and vacation leave
  • Retention: 5 years
  • IUC number: PER3010

Leave Record - Faculty

  • Vacation and sick leave earned and used
  • Retention: Active + 6 years
  • IUC number: PER3000

Letters of Recommendation for Applicants Who Do Matriculate

  • Description: Letters of reference supporting application to the institution
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Letters of Recommendation for Applicants Who Do Not Matriculate

  • Description: Letters of reference supporting application to the institution.
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

Lists/Directories

  • Description: Includes mailing lists, directories, rosters, and registers compiled by an office
  • General Schedule
  • Retention: Until superceded, obsolete, or replaced

 M

Maintenance Contracts

  • Description: Includes copies of contracts, service histories and work orders
  • General Schedule
  • Retention: Active + 6 years
  • IUC number: ADM9900

Meal Plan Changes

  • Description: Records of changes on board contracts
  • Dining Services
  • Retention: Active + 5 years

Medical Records - Employees

  • Description: Related to treatment, examinations, history, and general medical matters for employees.
  • Human Resources
  • Retention: 6 years

Medical Records for Applications Who Do Matriculate

  • Description: Medical records related to application to the institution.
  • Health Services
  • Retention: Active + 1 year
  • IUC number: EDU1010

Medical Records for Applications Who Do Not Matriculate

  • Description: Medical records related to application to the institution.
  • Health Services
  • Retention: 1 year
  • IUC number: EDU1100

Minutes

  • Description: meeting minutes of committees, task forces, etc
  • General Schedule
  • Retention: 3 years; transfer to University Archives
  • IUC Number: ADM9910
  • Notes:Historic value

Motor Vehicle Maintenance Records

  • Facilities
  • Retention: Active + 6 years
  • IUC number: ADM2020

 N

National Guard Scholarship Rosters

  • Description: List of Students receiving scholarships from the Ohio National Guard
  • Retention: Active
  • IUC number: EDU3010

National Merit Scholarship Files

  • Description: Includes correspondence and applications by finalists
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

News Releases

  • Marketing and Communications
  • Retention: Indefinite; transfer 1 copy to Archives
  • IUC number: PUB3000

Newsletters and Brochures

  • General Schedule
  • Notes: Originating at BGSU
  • Retention: Indefinite; transfer 1 copy to Archives
  • IUC number: PUB3000

Network Usage Reports

  • Description: Summary reports and other records created to document computer usage for reporting or other purposes
  • Information Technology Services
  • Retention: Active
  • IUC number: ADM9900

Non-Recipient Financial Aid Files

  • Description: Copy of FAF for students who did not receive aid or enter the university.
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

Non-Student Letter of Appointment Contracts Records

  • General Schedule
  • Retention: Active + 6 years
  • Notes:original in official personnel file at Human Resources

Nursing Student Loan Files

  • Description: Contains all documents relating to granting of loans, including correspondence, confidential information sheet, promissory note, etc.
  • Treasurer
  • Retention: active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

 O

OBOR Reports (Ohio Board of Regents)

  • Retention: indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Official Class Roster

  • Description: Lists of students enrolled for individual classes
  • Retention: Active
  • IUC: EDU3010

Ohio Academic Scholarship Rosters

  • Description: Lists of students receiving scholarships for current academic year
  • Retention: Active
  • IUC number: EDU3010

Ohio Bureau of Vocational Rehabilitation Files

  • Description: Record of awards by state agency for payment for handicapped students
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Ohio Instructional Grant Files

  • Description: Record submitted by student for payment of fees. Eventually sent to OBOR for payment
  • Retention: Active
  • IUC number: EDU3010

Ohio Instructional Grant Rosters

  • Description: List of students receiving grants for current academic year
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

On-the-Job Training Records - Classified Staff

  • Description: Complete training records for individuals seeking classified positions. Includes V. A. approval, progress report, record of trainee-trainer, date started, hours worked, etc
  • Retention: Active + 3 years
  • IUC number: PER5000

Operating System and Hardware Conversion Plans

  • Description: Records relating to the replacement of Conversion Plans equipment or computer operating systems.
  • Information Technology Services
  • Retention: conversion + 1 year
  • IUC number: ADM9900

Organizational Charts

  • General Schedule
  • Retention: Active + 10 years; transfer 1 copy to Archives
  • IUC number ADM3000

 P - Q

Parking Permit Applications

  • Description: Application for parking permit/decal
  • Parking and Traffic
  • Retention: 1 year
  • IUC number: ADM9900

Parking Tickets - Paid

  • Parking and Traffic
  • Retention: 4 years
  • IUC number: ACC1000

Parking Tickets - Unpaid

  • Retention - 4 years
  • IUC number - FIN6000

Pass/Fail Request

  • Registration and Records
  • Retention: Active + 1 year
  • IUC number: EDU1010

Patents

  • Retention: Active + 6 years; transfer to Archives
  • IUC number: LEG7000

Payroll Change Report - Classified Staff

  • Description: Bi-weekly listings of payroll adjustments processed through Human Resources 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
  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

Payroll Checks

  • Description: Checks paid employees for services they perform
  • Retention: 4 years
  • IUC number: FIN1000

Payroll Deduction Authorizations

  • Description: All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc.
  • Payroll
  • Retention: Active + 6 years
  • IUC number: PER1030

Performance Evaluations

  • Description: Includes both supervisor evaluations of employees and employee evaluations of supervisors
  • Human Resources
  • Retention: 5 years
  • IUC number: PER3010

Personalized Recruitment Materials for Applicants Who Do Matriculate

  • Description: Student-specific letters related to encouraging potential student to attend the institution
  • Admissions
  • Retention: 3 years; VA regulations require that all recruitment materials be retained 3 years
  • IUC number: EDU1010

Personalized Recruitment Materials for Applicants Who Do Not Matriculate

  • Description: Student-specific letters related to encouraging potential student to attend the institution
  • Admissions
  • Retention: 3 years; VA regulations require that all recruitment materials be retained 3 years
  • IUC number: EDU1010

Personnel Files - Administrative and Classified Staff

  • Description: Files can contain position
  • Descriptions, applications, letters of appointment or change, salary rate, annual contracts, performance evaluations, PERS forms, reclassification notices, letters of commendation or reprimand, publications, evidence of continuing education, transfers, vacation and sick leave reports, resignations, termination notices.
  • Personnel General Schedule
  • Retention: Active + 5 years
  • IUC number: PER3000
  • Notes:Human Resources retains official record; offices destroy in a manner that protects confidentiality

Personnel Files - Faculty

  • Description: Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, sabbatical information, evaluation forms, STRS forms, promotion and tenure decisions. Includes part-time and adjunct faculty files.
  • Personnel General Schedule
  • Retention: Active + 6 years
  • IUC number: PER3000
  • Notes: Provost retains official record; colleges/departments destroy in a manner that protects confidentiality

Personnel Files - Students

  • Description: Student authorization forms, state and federal withholdings, PERS, step increases, exemptions, reclassification forms, termination notices
  • Student Employment
  • Retention: Active + 6 years

Personnel Requisition - Classified Staff

  • Description: Departmental request placed whenever a position within the department becomes vacant.
  • Human Resources
  • Retention: 3 years
  • IUC number: PER2000

Personnel Training Records

  • Description: Relates to development and operation of institution training programs and seminars. Includes seminars, education assistance, management and supervision development, job progression, drug and alcohol awareness, course listings, schedules, requests and approvals.
  • Human Resources
  • Retention: Active + 3 years

Petty Cash Records

  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Placement Files

  • Description: Files maintained on alumni for the purposes of career placement. Includes credentials, letters of recommendation, etc.
  • Career Services
  • Retention: Active + 1 year
  • IUC number: EDU1010

Police Daily Activity Report

  • Police
  • Retention: 1 year
  • IUC number: ADM9900

Police Reports

  • Description: Reports of incidents or requests for service to include the officer's actions, referrals, and subsequent investigation
  • Retention: Active + 6 years
  • IUC number: LEG4000
  • Note: Shred

Policies and Procedures Records

  • General Schedule
  • Retention: until superseded; transfer 1 copy to Archives

Position Descriptions

  • Description: Contains Description of a position, civil service or administrative and professional, in a particular college, department, or administrative unit;
  • Description is filed by the employing unit.
  • General Schedule
  • Retention: Active + 10 years

Position Vacancy Announcements

  • Description: Job Descriptions for each position posted
  • Human Resources
  • Retention: 3 years
  • IUC number: PER2000

Pre-School Attendance Records

  • Description: Pre-School attendance and emergency sheets
  • Retention: Active + 6 years
  • IUC number: LEG4000
  • Note: Shred

Pre-School Children's Files

  • Description: Includes screening evaluation corms, contracts, parental and developmental information, reports from outside agencies, examples of student work, health records form physicians, and information from Social Services coordinator
  • Retention: Indefinite
  • IUC number: LEG3010

President/Vice President/Director/ Dean/Chair - Subject Files

  • Description: Files of correspondence, reports, memos, documenting activity of these offices
  • General Schedule
  • Retention: 3 years; transfer to Archives
  • IUC number: ADM9910

Program Requirement Modification

  • Description: Change of major forms; degree requirement waiver or substitution authorization
  • Provost
  • Retention: Active + 1 year
  • IUC number: EDU1010

Program Development and Review Records

  • Notes:original in Office of Provost
  • Retention: Permanent; transfer to Archives

Program Requirement Modification

  • Description: Change of major forms; degree requirement waiver or substitution authorization
  • Retention: Active + 1 year
  • IUC number: EDU1010

Promotion and Tenure Files

  • Description: Recommendations, evaluations, materials submitted for promotion or tenure. Approval or denial recommendations and pertinent correspondence maintained in permanent personnel file.
  • Personnel General Schedule
  • Retention: 5 years
  • IUC number: PER3010

Public Employees Retirement System Files

  • Description: Copies of retirement applications, documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included.
  • Human Resources/Provost
  • Retention: Active + 6 years
  • IUC number: PER1040

Public Employees Retirement System Log

  • Description: Record of university classified and contract employees, their date of retirement and address
  • Human Resources/Provost
  • Retention: Active + 6 years
  • IUC number: PER1040

Publicity Photographs

  • Retention: Indefinite; transfer to Archives
  • IUC number: PUB3000

Purchase Orders

  • Description: Purchasing Office's copy of order to a supplier authorizing purchase of goods.
  • Purchasing
  • Retention: Active + 5 years
  • IUC number: FIN8010

Purchase Requisitions, Orders, and Billing Records for Data Processing Services

  • Description: 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
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

 R

Racial/Ethnic Statistics

  • Retention: indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Radiation Safety Workers

  • Description: Includes training records, exposure records, applications an authorizations, documents of Authorized Users Lab; Specific RW Training/Interview; Emergency Notification, and Declaration of Pregnancy Forms
  • Retention: Indefinite
  • IUC number: PER4030

Radioactive Materials-Authorized Users Files

  • Description: Inculdes applications for non-human use of RM; Statement of prior Training and Experience; Authorization for Internal Transfer of Material between Aus; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM
  • Retention: Indefinite
  • IUC number: PER4030

Radioactive Materials - Exposure Records

  • Description: Files of monthly reports of people's exposure to Radioactive Materials
  • Retention: Indefinite
  • IUC number: PER4030

Radioactive Materials - Incident Report

  • Description: Report of Radioactive Materials incident
  • Retention: Indefinite
  • IUC number: PER4030

Radioactive Materials Transportation Records

  • Description: DOT transfer record; Authorization for shipment of RAM; and Off-site transfers
  • Retention: 5 years
  • IUC number: ENV1000

Radioactive Materials Waste Records

  • Description: RAM use cards, specific use, and disposal information
  • Retention: Active + 3 years
  • IUC numberLEG5020

Real Estate Records

  • Copies of deeds and leases, documenting real property purchased by the university or college
  • Retention: Active + 5 years; transfer to Archives
  • IUC number: LEG2000

Receipts

  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Reclassification Files

  • Description: Employee reclassification with accompanying job audit reviews, audit appeals, position
  • Description questionnaires, correspondence, and final decision documentation.
  • Human Resources
  • Retention: 5 years
  • IUC number: PER3010

Records Destruction Records

  • Archives
  • Retention: 10 years
  • IUC number: ADM3020

Recruitment Materials, General

  • Description: Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution.
  • Marketing and Communications
  • Retention: 5 years; transfer to Archives
  • IUC number: MAR1000

Recruitment/Search Files - Contract Staff

  • Description: Contract staff search files. May contain position authorization forms, job descriptions, minutes, applicants' credentials, search chronologies, authorization to hire forms, correspondence
  • Retention: 3 years
  • IUC number: PER2000

Registration/Enrollment Forms

  • Registration and Records
  • Retention: 1 year after audit or 3 years after end of term
  • IUC number: EDU1010

Requests and Disclosures of Personally Identifiable Information

  • Retention: Active + 3 years
  • IUC number: EDU1030

Requests for Formal Hearings

  • Retention: Active + 3 years
  • IUC number: EDU1030

Requisitions

  • Description: Forms used to order goods and services
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Research Protocol Committee Files

  • Description: Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms
  • Sponsored Programs and Research
  • Retention: Permanent - Archives
  • IUC number: ADM9910

Research Protocol Records

  • Description: Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file
  • Retention: Active + 3 years
  • IUC number: LEG5020

Residency Status Documents for Applicants Who Do Matriculate

  • Description: Documentation supporting determination of legal domicile.
  • Registration and Records
  • Retention: 6 years
  • IUC number: LEG5000

Residence Hall Advisor Files

  • Description: Files on candidates selected for employment as residence hall advisors
  • Retention: Active + 6 years
  • IUC number: PER3000

Residence Hall Advisors-Unselected

  • Description: Files on candidates not selected as residence hall advisors
  • Retention: 3 years
  • IUC number: PER2000

Royalty Payments

  • Description: Records of payments and copies of regular statements relating to author contracts and sales
  • Bookstore
  • Retention: 4 years
  • IUC number: ACC1000

 S

Schedule of Classes (Institutional)

  • Schedule of classes offered each term by the institution
  • Retention: indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Scholarships

  • Description: Applications, correspondence and general information
  • General Schedule
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Search Committee Files - Faculty & Staff

  • Description: May contain position authorization forms job
  • Descriptions, minutes, applicants' credentials and cover letters, search chronology, authorization to hire forms, and correspondence.
  • Human Resources/Provost
  • Retention: 3 years; files in office of origin considered copies - retain until no longer of administrative value
  • IUC number: PER2000

Selection Criteria Form

  • Description: Form providing explanation as to why an applicant was or was not hired for a university position.
  • Human Resources/Provost
  • Retention: 3 years
  • IUC number: PER2000

Service Reports/ Faculty Activity Reports

  • Description: List of teaching and advisory assignments, research and administrative duties, and public service. Data is included for faculty and graduate assistants and covers the academic year or semester
  • Retention: Active + 6 years
  • IUC number: PER3000

Sick and Vacation Leave Records

  • Description: Amount of sick and vacation leave earned and used
  • Human Resources/Provost
  • Retention: active + 6 years

Sick and Vacation Leave Request Forms

  • Description: Requests to use accrued sick and vacation leave.
  • Human Resources/Provost
  • Retention: 3 years

Site/Equipment Support Files

  • Description: 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
  • Retention: Active + 6 years
  • IUC number: ADM2030

Special Event/Conference Files

  • General Schedule
  • Retention: 3 years; destroy menus, invoices, receipts, etc.; transfer remainder to Archives

Sponsored Student Account Files

  • Description: Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Statement of Educational Progress

  • Description: Confirms individual student's progress toward degree to maintain federal financial aid.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Student Account Files

  • Description: Files on students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc.
  • Bursar
  • Retention: 4 years
  • IUC number: ACC1000

Student Advising Records

  • General Schedule
  • Retention: Active + 5 years

Student Aid Accounting Billing Letters

  • Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money
  • Bursar
  • Retention: 4 years
  • IUC number: ACC1000

Student Disciplinary Files

  • Description: Files on students who have been accused of disciplinary violations.
  • Student Affairs
  • Retention: Active + 6 years
  • IUC number: LEG4000

Student Dorm Contracts

  • Description: Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations.
  • Residence Life
  • Retention: 4 years
  • IUC number: ACC1000

Student Financial Aid Files

  • Description: Files on recipients, including award notices, FAF's and FAF need analysis reports.
  • Student Financial Aid
  • Retention: Active + 6 years; destroy in a manner protecting confidentiality
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100
  • Retention period is Active + 3 years

Student Insurance Records

  • Description: Record of students enrolled in university health program
  • Student Affairs
  • Retention: 4 years
  • IUC number: ACC1000

Student Requests for Non-Disclosure of Directory Information

  • Retention: Active + 3 years
  • IUC number: EDU1030

Student Statements on Content of Records Regarding Hearing Panel Decisions

  • Retention: Active + 3 years
  • IUC number: EDU1030

Student Time Reports

  • Description: Record of hours worked by student employees
  • Retention: 5 years
  • IUC number: PER6000

Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants Who Do Matriculate

  • Retention: Active + 3 years
  • IUC number: EDU1030

Student's Written Consent for Records Disclosure

  • Retention: Active + 3 years
  • IUC number: EDU1030

Summer Contracts - Students

  • Description: Flyers for on and off campus employment opportunities
  • Retention: Active
  • IUC number: REF0000

Summer Employment Files

  • Description: Record of employees with alternate summer job responsibilities usually in dining halls, union, health center, residence halls and custodial
  • Student Employment
  • Retention: 5 years
  • IUC number: PER3010

Super Bill Files

  • Description: Record given to each person visiting Health Center. Records Diagnosis, treatment, and charges or lack of charges. Used for insurance claims.
  • Health Services
  • Retention: 4 years
  • IUC number: ACC1000

Surplus Property Records

  • Inventory Management
  • Retention: 6 years
  • IUC number: ADM2020

Suspension Files - Classified Staff

  • Description: Record of suspended employees including name, classification, department, reason for suspension, duration of suspension, and pertinent supporting documentation
  • Human Resources
  • Retention: 5 years
  • IUC number: PER3010

System Backup Files

  • Description: 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 destruction
  • Information Technology Services
  • Retention: 3 System Backup Cycles
  • IUC number: ADM9900

System Users Access Records

  • Description: Electronic or textual records created to control or monitor individual access to a system and data created for security purposes, including but not limited to user account records, security logs, and password files
  • Information Technology Services
  • Retention: Active
  • IUC number: ASM9900

 T

Tax Files

  • Description: Copies of parents' 1040 tax form used to prove student's dependency.
  • Student Financial Aid
  • IUC number: Active + 6 years
  • Note: If funding source is United States Department of Education, see EDU2100.
  • Retention period is Active + 3 years

Teaching Evaluations

  • Description: Student evaluations of teaching. Used for reappointment, promotion, and tenure. Either the original form filled out by the student or the summary.
  • Retention: Retain either the original form or summary, if one was created, for 5 years
  • IUC number: PER3010

Technical Program 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
  • Information Technology Services
  • Retention: Retain until migrated or destroyed
  • IUC number: ADM9910

Telephone Expense Records

  • Description: Periodic reports of long distance and local charges
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Test Database/Files

  • Description: Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system
  • Information Technology Services
  • Retention: Active
  • IUC number: ADM9900

Testing Reports - Construction

  • Description: Geotechnical and material testing and reports to insure strength of materials, compaction and construction acceptability
  • Retention: Active + 6 years; transfer to Archives
  • IUC number: LEG5000

Tests

  • Description: Examinations of students leading to a grade and to a posting on the official student record of the Registrar
  • General Schedule
  • Retention: 1 year

Time Cards and Time Sheets

  • Description: Record of time worked by employees
  • Retention: 5 years in Payroll; copies in originating departments until no longer of administrative value; destroy in a manner protecting confidentiality
  • IUC number: PER6000

Trade Mark Registrations

  • Retention: Active + 6 years; transfer to Archives
  • IUC number: LEG7000

Transcript Requests - Other Than Student Requested

  • Retention: Active + 6 years
  • IUC number: EDU1000

Transcripts - High School for Applicants Who Do Matriculate

  • Description: Applicant's high school transcript
  • Retention: Active + 1 year
  • IUC number: EDU1010
  • Note: Some documents 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

Transcripts - High School for Applicants Who Do Not Matriculate

  • Description: Applicant's high school transcripts
  • Retention: 1 year
  • IUC number: EDU1100
  • Note: Some documents 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

Transcripts - Other Colleges for Applicants Who Do Matriculate

  • Description: Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training
  • Retention: Active + 1 year
  • IUC number: EDU1010
  • Note: Some documents 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

Transcripts - Other Colleges for Applicants Who Do Not Matriculate

  • Description: Records of courses taken at other post-secondary institutions and documents supporting prior learning
  • Retention: 1 year
  • IUC number: EDU1100
  • Note: Some documents 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

Transfer Credit Evaluations

  • Registration and Records
  • Retention: Active + 1 year

Transient Documents

  • Description: Electronic or written records that have a very short-lived administrative, legal, or fiscal value.  May include, but not limited to post-it notes, routing slips, telephone messages, e-mail or voice mail, notes or drafts used in the production of public records and surveillance videos.
  • General Schedule
  • Retention: Until no longer of administrative value or superseded

Transportation Logs

  • Description: Record of rides given by student transport service or campus police officers
  • Retention: 1 year
  • IUC number ADM9900

Travel Expenses

  • Description: Record of expenses incurred on official travel. Used to receive reimbursement.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Tuition and Fee Schedule

  • Description: Listing of fee charges for each term by an institution
  • Retention: Indefinite
  • IUC number: EDU3000

Tuition Remission Application

  • Description: Record of tuition waivers for employees and dependents
  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

 U

Unawarded Grants Files

  • Description: Applications and proposals by faculty for grants that were not funded
  • Sponsored Programs and Research
  • Retention: 1 year
  • IUC number ADM9900

Unemployment Compensation Files

  • Description: Consolidated file listing all employees (classified, contract and faculty) to whom an unemployment claim has been paid. This includes copies of claim forms, correspondence, costs for the institution and amount of unemployment compensation paid.
  • Human Resources
  • Retention: Active + 6 years
  • IUC number: LEG4000

Unemployment Compensation Log

  • Description: Record of unemployment compensation cases.
  • Human Resources
  • Retention: until superseded
  • IUC number: MS1010

Unemployment Insurance Payments

  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

University Governance Files

  • Description: Files of minutes of boards/committees/governance groups documenting official actions of governing bodies
  • General Schedule
  • Retention: 3 years; transfer to Archives
  • IUC number: ADM9900

University Medical Records

  • Description: 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
  • Retention: 6 years
  • IUC number: PER4010
  • Note: shred

 V

Vehicle Use Authorization and Request

  • Description: Filed annually by any employee driving on University business
  • Risk Management
  • Retention: until superseded

Vending Commission Income Records

  • Description: Record of money received as commission on vending contracts
  • Business Office
  • Retention: 4 years
  • IUC number: ACC1000

Veterans Administration Records

  • Description: Includes correspondence
  • Registration and Records
  • Retention: Active + 3 years
  • IUC number: EDU1010

Viewbooks

  • A recruitment document
  • Retention: 5 years; transfer to Archives
  • IUC number: MAR1000

Voucher Register

  • Description: A journal in which accounts payable and their payments are recorded
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Vouchers

  • Description: A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

 W - X - Y - Z

W-2 Forms

  • Description: Federal form reporting salaries, wages, and tips for each employee to the IRS.
  • Payroll
  • Retention: 6 years
  • IUC number: LEG5000

W-4 Forms

  • Description: Forms completed by employee to designate federal tax withholding exemptions.
  • Payroll
  • Retention: Active + 6 years
  • IUC number: PER1030

Wage and Fringe Benefit Surveys

  • Description: Surveys conducted by the university with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs.
  • Human Resources
  • Retention: 3 years
  • IUC number: PER9900

Withdrawal Authorizations

  • Registration and Records
  • Retention: 1 year after audit or 3 years after end of term
  • IUC number: EDU1010

Work Orders

  • Description: Includes additions or improvements to land, buildings, equipment, furnishings, and motor vehicles.
  • Design and Construction
  • Retention: Active + 6

Work/Study Student Files

  • Description: Contains application, PERS exemption form, and evaluation of employee under Work/Study Program.
  • Student Employment
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: FERPA

Workers' Compensation Files

  • Description: Records related to on-the-job accidents; includes record of payments, legal decisions, and correspondence and claim documentation
  • Human Resources
  • Retention: 6 years

Workers Compensation Payments

  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

Written Decisions of Hearing Panels

  • Retention: Active + 3 years
  • IUC number: EDU1030

 Numbers

1099 Form

  • Description: Federal form used to report salaries, wages, and tips of temporary employees
  • Payroll
  • Retention: 6 years
  • IUC number: LEG5000