Records Retention Schedule

#	Record Schedule ID	Retention Group code	Record Series Title	Record Series Description	Total Retention	Disposition
1	1	ACC1000	Accounts Payable	Amounts owned on open account for goods or services received.	4	Destroy
2	2	ACC1000	Accounts Payable Invoices	Bills for goods or services received	4	Destroy
3	3	ACC1000	Accounts Payable Ledgers	Listing of detailed accounts, often in the form of a book with pages devoted to each supplier, that shows how much is owed to each supplier.	4	Destroy
4	4	ACC1000	Accounts Payable Vouchers	A document recording a liability or allowing for the payment of a liability, or debt.	4	Destroy
5	5	ACC1000	Accounts Receivable	Amounts due from others on open accounts as a result of providing goods or services.	4	Destroy
6	6	ACC1000	Annuity Records	Statement of payroll deduction for employees' annuity plans.	4	Destroy
7	7	ACC3000	Balance Sheets	A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report.	4	Destroy
8	8	ACC3000	Budget Printout-Periodic	Periodic reports of expenditures, usually by department or account	4	Destroy
9	9	ACC1000	Canceled Registration Files	Record of canceled registrations, including amount owned, reason, etc.	4	Destroy
10	10	ACC1000	Cash Books	A record of institution's cash transactions showing a running balance.	4	Destroy
11	11	ACC1000	Cash Disbursement Journals	A special journal used exclusively to record disbursements of cash.	4	Destroy
12	12	ACC1000	Cash Journal	Journal of cash received.	4	Destroy
13	13	ACC1000	Cash Register Tapes		4	Destroy
14	14	ACC1000	Cash Receipts	Receipts for cash sales or cash received.	4	Destroy
15	15	ACC3000	Chart of Accounts	A list of the accounts used by an organization with each account usually assigned a number or code.	4	Destroy
16	16	ACC1000	Computer Center Time 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	Destroy
17	17	ACC2000	Data Processing Procurement Files	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	Destroy
18	18	ACC2000	Data Processing Product/Vendor and Contracts Refer	Information on data processing equipment, software, and other products and their vendors.	Active + 6	Destroy
19	19	ACC1000	Dorm Contract Release Files	Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board	4	Destroy
20	20	ACC1000	Financial Aid Award Disbursement	Statement by individuals of award amounts disbursed. Contains name, type, and amount of award.	4	Destroy
21	21	ACC1000	Financial Aid Canceled Check Records	Canceled checks, check stubs, and check journals showing payments for financial aid made to students.	4	Destroy
22	22	ACC1010	General Ledgers	A book containing a summary or detail of all transactions affecting the accounts of an institution.	6	Archives: Review for historical value.
23	23	ACC2000	Inventory Control Record		Active + 6	Destroy
24	24	ACC1000	Invoices	Bills for goods shipped or services rendered. Usually matched ot purchase orders and delivery slips and attached to voucher for payment.	4	Destroy
25	25	ACC3000	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	Destroy
26	26	ACC1010	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	6	Destroy
27	27	ACC1000	Parking Tickets - Paid		4	Destroy
28	28	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	Destroy
29	29	ACC1000	Petty Cash Records		4	Destroy
30	30	ACC1000	Purchase Requisitions, Orders, and Billing Records	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	Destroy
31	31	ACC1000	Receipts		4	Destroy
32	32	ACC1000	Records of Chargebacks to Computer Services Users	Electronic and manual records uded to document, calculate costs and bill program units for computer usage and data processing services.	4	Destroy
33	33	ACC1000	Registers		4	Destroy
34	34	ACC1000	Requisitions	Forms used to order goods and services	4	Destroy
35	35	ACC1000	Royalty Payments		4	Destroy
36	36	ACC1000	Sales Receipts		4	Destroy
37	37	ACC1000	Student Dorm Contracts	Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations.	4	Destroy
38	38	ACC1000	Student Account Files	Files on individual students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc.	4	Destroy
39	39	ACC1000	Student Aid Accounting Billing Letters	Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money.	4	Destroy
40	40	ACC1000	Student Insurance Records	Record of students enrolled in university or college health program.	4	Destroy
41	41	ACC1000	Subsidiary Ledgers	A book of accounts of an institution.	4	Destroy
42	42	ACC1000	Super Bill Files	Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims.	4	Destroy
43	43	ACC1000	Telephone Expense Records	Periodic reports of long distance and local phone charges.	4	Destroy
44	44	ACC1000	Travel Expenses	Record of expenses incurred on official travel. Used to receive reimbursement.	4	Destroy
45	45	ACC1000	Tuition Remission Application	Record of tuition waivers for employees and dependents.	4	Destroy
46	46	ACC1000	Unemployment Insurance Payments		4	Destroy
47	47	ACC1000	Union Dues Membership List - Classified Staff	Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department.	4	Destroy
48	48	ACC1000	Vending Commission Income Records	Record of money received as commission on vending contracts.	4	Destroy
49	49	ACC1000	Voucher Register	A journal in which accounts payable and their payments are recorded.	4	Destroy
50	50	ACC1000	Vouchers	A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction.	4	Destroy
51	51	ACC1000	Workers Compensation Payments		4	Destroy
52	52	ADM9900	Academic/Non-Academic Personnel: Inventory - Contr	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	Archives: Review for historical value.
53	53	ADM3020	Accreditation Files	University, college or department files documenting accreditation review by accrediting agencies.	10	Archives: Review for continuing administrative or
54	54	ADM9900	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 Database/Master File Backup cycles	Destroy
55	55	ADM9900	Automated Program Listing/Source Code	Automated program code, which generates the machine-language instructions used to operate an automated information system.	3 system update cycles after code is superseded or	Destroy
56	56	ADM9900	Automated Tape Library System Files	Automated records used to control the location, maintenance, and disposition or magnetic media in a tape library.	Active	Destroy
57	57	ADM9900	Bicycle Registration Forms	Records decal number and isssued to bicycle registered.	1	Destroy
58	58	ADM2030	Blueprints		Active + 6	Archives: Review for continuing historical value.
59	59	ADM3010	Book Buy-Back Records	Records of purchases of used books bought from students.	4	Destroy
60	60	ADM3010	Bookstore Cash Drawer Sign-Out Sheets	Record of cash drawers signed out to cashiers a the beginning of each shift.	4	Destroy
61	61	ADM2030	Construction Projects - Construction Designs and S	Written requirements and standards for materials, equipment, construction systems and workmanship as applied to the work and certain administrative details applicable thereto.	Active + 6	Archives
62	62	ADM3010	Bookstore Cashier Balancing Form	Used for daily balancing of each cash drawer.	4	Destroy
63	63	ADM3010	Bookstore Charge Forms	Forms used in completing MasterCard or Visa transactions. Information posted to daily cash register tapes and summarized on monthly statements.	4	Destroy
64	64	ADM3010	Bookstore Mark-Up/Mark-Down Sheets	Monthly record of price changes of goods already in stock at the bookstory. Used in annual inventory.	4	Destroy
65	65	ADM3010	Bookstore Merchandise Return Record	Record of returns by bookstore to vendors in order to receive credit.	4	Destroy
66	66	ADM3010	Bookstore Special Orders	Documentation of special orders made for individuals by the bookstore. Does not document a financial transaction	4	Destroy
67	67	ADM9900	Computer Run Scheduling Records	Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.	Active	Destroy
68	68	ADM9900	Computer Usage Files	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.	3 System Backup Cycles	Destroy
69	69	ADM2030	Construction Projects - Construction Documents	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 Assignements, if any (General and Special).	Active + 6	Archives
70	70	ADM2030	Construction Projects - Design Development	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.	Active + 6	Archives
71	71	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.	Active + 6	Archives
72	72	ADM2030	Construction Projects - Project Request/Program St	A request from the University community to initiate a project.	Active + 6	Archives
73	73	ADM2030	Construction Projects - Schematic Design	Analysis of site impact and volumetric formation, circulation patterns and infrastructure servicing to illustrate client and architect's design vision in a definitive way.	Active + 6	Archives
74	74	ADM9910	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.	3	Destroy if system is dicontinued or data is migrat
75	75	ADM9900	Data Processing Disaster: Preparedness and Recover	Records related to the protection and reestablishment of data processing services, equipment and data (back-up files) in case of a disaster.	SUP	Destroy when revised.
76	76	ADM9900	Data Processing Hardware Documentation	Records documenting the use, operation, amd maintenance of the university's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.	Active	Destroy when no longer used and all data is migrat
77	77	ADM9910	Data Processing 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	Archives: Review for historical value.
78	78	ADM3000	Data Processing Policies	Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.	Active + 10	Archives: Review for historical value.
79	79	ADM9910	Data Systems Specifications	Records necessary for using the system including 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.	3	Archives: Review for historical value.
80	80	ADM9900	Department Assistance Flie: Classified Staff	Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions.	1	Destroy
81	81	ADM9900	Dispatch Audio Logs	Record of phone and radio transmissions from the police dispatcher.	1	Destroy
82	82	ADM9900	Dispatch Logs	Records of request for service received by the dispatcher.	1	Destroy
83	83	ADM9900	Employment Printouts - Student	Stipend list, updated social security number 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 nuumber.	1	Destroy
84	84	ADM9910	Health Insurance Waivers	Signed waiver indicating student's acceptance or waiver of university student health insurance.	1	Destroy
85	85	ADM9900	Help Desk Telephone 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.	Active	Destroy
86	86	ADM9910	Information Resources Management and Data Processi	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, related areas.	Active	Destroy
87	87	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.	Active	Destroy after entered into system.
88	88	ADM9900	Maintenance Contracts Files - Data Processing Equi	Includes copies of contracts, service histories, and work orders.	Active + 6	Destroy
89	89	ADM9900	Monthly Standardized Report Files - Classified Sta	Periodic reports including designation by: active classified employee in alphabetical order; pay range; department listing; social security number for active employees; social security number for inactive employees; employees whose hourly wage is above a certain level.	1	Destroy
90	90	ADM2020	Motor Vehicle Maintenance Records		Active + 6	Destroy
91	91	ADM2020	Motor Vehicle Records		Active + 6	Destroy
92	92	ADM9900	Network Usage Reports	Summary reports and other records created to document computer usage for reporting or other purposes.	Active	Destroy
93	93	ADM9900	Operating System and Hardware Conversion Plans	Records relating to the replacement of equipment or computer operating systems	Conversion + 1	Destroy
94	94	ADM3000	Organizational Charts		Active + 10	Archives: Review for historical value.
95	95	ADM9900	Parking Permit Applications	Application for parking permit/decal--non-fee.	1	Destroy
96	96	ADM9900	Police Daily Activity Report		1	Destroy
97	97	ADM9910	President	Files of correspondence, reports, memoranda, etc., documenting activities of these offices.	3	Archives
98	98	ADM9910	Vice President	Files of correspondence, reports, memoranda, etc., documenting activities of these offices.	3	Archives
99	99	ADM9910	Director	Files of correspondence, reports, memoranda, etc., documenting activities of these offices.	3	Archives
100	100	ADM9910	Dean	Files of correspondence, reports, memoranda, etc., documenting activities of these offices.	3	Archives
101	101	ADM9910	Chair	Files of correspondence, reports, memoranda, etc., documenting activities of these offices.	3	Archives
102	102	ADM3020	Promotion and Tenure Policy - Faculty	Departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty.	10	Archives
103	103	ADM3020	Records Destruction Records		10	Destroy
104	104	ADM9900	Reports (Administrative - State - Civil Service -	Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range/step, suspensions, terminiations, etc.	1	Destroy
105	105	ADM9910	Research Protocal Committee Files	Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms.	Permanent	Archives
106	106	ADM2030	Site/Equipment Support 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	Destroy
107	107	ADM9900	Summary Computer Usage Reports	Summary reports and other paper records created to document computer usage.	Active	Destroy
108	108	ADM2020	Surplus Property Records		6	Destroy
109	109	ADM9900	System 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 destruction.	3 System Backup Cycles	Destroy
110	110	ADM9900	System Users Access Records	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.	Active	Destroy
111	111	ADM9910	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.	Retain until migrated or destroyed.	Archive: Review for historical value.
112	112	ADM9900	Test Database/Files	Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.	Active	Destroy
113	113	ADM9900	Training Course Information	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.	SUP	Destroy
114	114	ADM9900	Transportation Logs	Record of rides given by student transport service or campus police officers.	1	Destroy
115	115	ADM9900	Unawarded Grants Files	Applications and proposals by faculty for grants that were not funded.	1	Destroy
116	116	ADM9910	University Governance Files	Files of minutes of boards/committees/governance groups documenting official actions of governing bodies.	3	Archive: Review for continuing administrative or h
117	117	EDU1010	Academic Action Notifications	Communications notifying students of dismissal, academic probation, etc.	Active + 1	Destroy
118	118	EDU1000	Academic Records: Grades, Course evaluations, comp	Record of academic work pursued.	Active + 6	Permanent
119	119	EDU1010	Acceptance Letters and Relevant Admissions Corresp	Student-specific correspondence relating to admission and enrollment at the institution.	Active + 1	Destroy
120	120	EDU1100	Acceptance Letters for Applicants Who Do Not Matri	Letters notifying students of acceptance or non-acceptance to the institution	1	Destroy
121	121	EDU1010	Admission Correspondence for Applicants Who Do Mat	Form letters regarding admission and/or enrollment at the institution.	Active + 1	Destroy
122	122	EDU1010	Advanced Placement Records for Applicants Who Do M	Forms and records supporting consideration for advanced placement in course(s) where no credit is granted.	Active + 1	Destroy
123	123	EDU1100	Advanced Placement Records for Applicants Who Do N	Forms and records supporting consideration for advanced placement in course(s).	1	Destroy
124	124	EDU2000	Annual Interm Fiscal Operations Reports	Reports to federal government on expenditures for federal programs.	Active + 6: Review for historical value.	Archives
125	125	EDU1010	Applications for Admission or Readmission (Reentry	Forms requesting admission or readmission to the institution.	Active + 1	Destroy
126	126	EDU1100	Applications for Admission or Readmission (Reentry	Forms requesting admission or readmission to the institution.	1	Destroy
127	127	EDU1010	Applications for Graduation		Active + 1	Destroy
128	128	EDU1010	Audit Authorizations	Approval forms to audit a class.	Retain 1 year after audit or 3 years after date su	Destroy
129	129	EDU2000	Award Letters	Summarizes Students' financial aid each year and confirms acceptance or rejection.	Active + 6	Destroy
130	130	EDU2000	Basic Education Opportunity Grant (Pell) Files	Includes eligibility, statement of educational purpose, correspondence, etc.	Active + 6	Destroy
131	131	EDU3000	Catalogs	Official bulletins of the institution	Indefinite	Archives
132	132	EDU1010	Change of Course Schedule (Add/Drop)		Active + 1	Destroy
133	133	EDU1000	Change of Grade Forms (Update Documents)		Active + 6	Permanent
134	134	EDU2000	Check Registers for Federal Loans	Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans.	Active + 6	Destroy
135	135	EDU1010	Class Schedules (Students)	Lists of classes student took a given term.	Active + 1	Destroy
136	136	EDU1010	College/Department Office Student 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	Destroy
137	137	EDU3000	Commencement Programs		Indefinite	Archives
138	138	EDU1010	Continuing Education Student Records	Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs.	Active + 6	Destroy
139	139	EDU1100	Correspondence for Applicants Who Do Not Matricula		1	Destroy
140	140	EDU1010	Correspondence, Relevant	Student-specific correspondence (other than admissions).	Active + 1	Destroy
141	141	EDU1000	Credit by Examination Form		Active + 6	Permanent
142	142	EDU1010	Credit/No Credit Approvals		Retain 1 year after audit or 3 years after date su	Destroy
143	143	EDU3000	Curriculum Development Files	Files documenting approval of new programs and degrees.	Indefinite	Archives: Review for continuing administrative or
144	144	EDU3000	Degree Statistics		Indefinite	Archives
145	145	EDU2000	Draft Registration Compliance Record	Testimony to draft registration by student in order to receive financial aid.	Active + 6	Destroy
146	146	EDU3000	Enrollment Statistics		Indefinite	Archives
147	147	EDU1010	Entrance Examination & Placement Test Reports (ACT	Standardized test scores related to admission to the institution and placement test scores.	Active + 1	Destroy
148	148	EDU1100	Entrance Examination & Placement Test Reports (ACT	Standardized test scores related to admission to the institution and placement test scores.	1	Destroy
149	149	EDU1000	Faculty Grade Report (Grade or narrative)	Copy of grade reports as submitted to register by faculty.	Active + 6	Permanent
150	150	EDU1010	Foreign Student Forms (I-20, etc.)for Applicants W		5	Destroy
151	151	EDU1010	Grade Reports (Registrar's Copies)	Copy of grade report as sent to student. Grade or narrative.	Active + 1	Destroy
152	152	EDU3000	Grade Statistics		Indefinite	Archives
153	153	EDU2000	Graduate Scholarship/Assistantship Awards	Records sent by colleges to Financial Aid indicating awards to graduate students.	Active + 6	Destroy
154	154	EDU1010	Graduation Authorizations	Documents certifying completion of degree requirements.	Active + 1	Destroy
155	155	EDU3000	Graduation Lists		Indefinite	Archives
156	156	EDU2000	Grants-In-Aid Records	Authorizations from Athletic Department including copies of quarterly billings and payments.	Active + 6	Destroy
157	157	EDU2000	Guaranteed Student Loan Applications	Copy of student loan application, which is forwarded back to potential lending institution.	Active + 6	Destroy
158	158	EDU2000	Health Profession Loan Student Files	Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc.	Active + 6	Destroy
159	159	EDU3000	IPEDS Reports (Integrated Postsecondary Education		Indefinite	Archives
160	160	EDU1010	Letters of Recommendation for Applicants Who Do Ma	Letters of reference supporting application to the institution.	Active + 1	Destroy
161	161	EDU1100	Letters of Recommendation for Applicants Who Do No	Letters of reference supporting application to the institution.	1	Destroy
162	162	EDU1010	Medical Records for Applicants Who Do Matriculate	Medical records related to application to the institution.	Active + 1	Destroy
163	163	EDU1100	Medical Records for Applicants Who Do Not Matricul	Medical records related to application to the institution.	1	Destroy
164	164	EDU3010	National Guard Scholarship Rosters	Lists of students receiving scholarships from the Ohio National Guard.	Active	Archive: Review for continuing administration or h
165	165	EDU2000	National Merit Scholarship Files	Includes correspondence and applications by finalists.	Active + 6	Destroy
166	166	EDU1100	Non-Recipient Financial Aid Files	Copy of FAF for students who did not receive aid or enter the university or college.	1	Destroy
167	167	EDU2000	Nursing Loan Students Files	Contains all documents relating to granting of loans, including correspondence, confidential information sheet, promissory note, etc.	Active + 6	Destroy
168	168	EDU3000	OBOR Reports (Ohio Board of Regents)		Indefinite	Archives
169	169	EDU3010	Official Class Roster	Lists of students enrolled for individual classes.	Active	Destroy
170	170	EDU3010	Ohio Academic Scholarship Rosters	Lists of Students receiving scholarships for current academic year.	Active	Archive: Review for continuing administration or h
171	171	EDU2000	Ohio Bureau of Vocational Rehabilitation Files	Record of awards by state agency for handicapped students.	Active + 6	Destroy
172	172	EDU3010	Ohio Instructional Grant Files	Record submitted by student for payment of fees. Eventually sent OBOR for payment.	Active	Archive: Review for continuing administration or h
173	173	EDU2000	Ohio Instructional Grand Rosters	List of students receiving grants for current academic year.	Active + 6	Destroy
174	174	EDU1010	Pass/Fail Request		Active + 1	Destroy
175	175	EDU1010	Personalized Recruitment Materials for Applicants	Student-specific letters related to encouraging potential student to attend the institution.	3	Destroy
176	176	EDU1010	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	Destroy
177	177	EDU1010	Program Requirement Modification	Change of major forms; degree requirement waiver or substitution authorization.	Active + 1	Destroy
178	178	EDU3000	Racial/Ethnic Statistics		Indefinite	Archives
179	179	EDU1010	Registration/Enrollment Forms		Retain 1 year after audit or 3 years after end of	Destroy
180	180	EDU1030	Requests and Disclosures of Personally Identifiabl		Active + 3	Destroy
181	181	EDU1030	Requests for Formal Hearings		Active + 3	Destroy
182	182	EDU3000	Schedule of Classes (Institutional)	Schedule of classes offered each term by the institution.	Indefinite	Archives
183	183	EDU2000	Scholarships	Applications, correspondence, and general information.	Active + 6	Destroy
184	184	EDU2000	Sponsored Student Account Files	Record of Students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc.	Active + 6	Destroy
185	185	EDU2000	Statement of Educational Progress	Confirms individual student's progress toward degree to maintain federal financial aid.	Active + 6	Destroy
186	186	EDU2000	Student Financial Aid Files	Files on recipients, including award notices, FAF's and FAF need analysis reports.	Active + 6	Destroy
187	187	EDU1030	Student Requests for Nondisclosure of Directory In		Active + 3	Destroy
188	188	EDU1030	Student Statements on Content of Records Regarding		Active + 3	Destroy
189	189	EDU1030	Student Waivers for Rights of Access To See Letter		Active + 3	Destroy
190	190	EDU1030	Student's Written Consent for Records Disclosure		Active + 3	Destroy
191	191	EDU2000	Tax Files	Copies of parents' 1040 tax form used to prove student's dependency.	Active + 6	Destroy
192	192	EDU1000	Transcript Requests -- Other Than Student Requeste		Active + 6	Permanent
193	193	EDU1010	Transcripts - High School for Applicants Who Do Ma	Applicant's high school transcripts.	Active + 1	Destroy
194	194	EDU1100	Transcripts - High School for Applicants Who Not M	Applicant's high school transcripts.	1	Destroy
195	195	EDU1010	Personalized Recruitment Materials for Applicants	Student-specific letters related to encouraging potential student to attend the institution.	3	Destroy
196	196	EDU1010	Transcripts - Other Colleges for Applicants Who Do	Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training.	Active + 1	Destroy
197	197	EDU1100	Transcripts - Other Colleges for Applicants Who Do	Records of courses taken at other post-secondary institutions and documents supporting prior learning.	1	Destroy
198	198	EDU1010	Transfer Credit Evaluations		Active + 1	Destroy
199	199	EDU3000	Tuition and Fee Schedule	Listing of fee charges for each term by an institution.	Indefinite	Archives
200	200	EDU1010	Veterans Administration Records and Correspondence		Active + 3	Destroy
201	201	EDU1010	Withdrawal Authorizations		Retain 1 year after audit or 3 years after end of	Destroy
202	202	EDU2000	Work-Study Student Files	Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program.	Active + 6	Destroy
203	203	EDU1030	Written Decisions of Hearing Panels		Active + 3	Destroy
204	204	ENV1000	Environmental Monitoring Records		5	Destroy
205	205	ENV2010	Radioactive Materials Transportation Records	DOT transfer record; Authorization for shipment of RAM; and Off-site transfers.	Indefinite	Permanent
206	206	FIN7010	Audit Report	Final report of state or independent auditor.	4	Archives: Review for historical value.
207	207	FIN6000	Bad Debt Actions	Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered.	4	Destroy
208	208	FIN1000	Bank Deposits	Record of deposits in banking institutions.	4	Destroy
209	209	FIN1000	Bank Reconciliations	Explanation of difference between bank statement balance and actual balance.	4	Destroy
210	210	FIN1000	Bank Statements	Periodic statement of bank balances	4	Destroy
211	211	FIN8010	Bids Accepted	For purchases.	Active + 5	Destroy
212	212	FIN8000	Bids Rejected	For purchases.	3	Destroy
213	213	FIN5000	Bond Registers	Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc.	Active + 6	Destroy
214	214	FIN2000	Budget Planning Documents	Budget requests, including program plans for coming year, usually by cost center.	Active + 1	Archives: Review for historical value.
215	215	FIN2000	Budget - Institutional	Final, approved, yearly budget for institution, usually in printed form.	Active + 1	Archives: Review for historical value.
216	216	FIN1000	Canceled Checks		4	Destroy
217	217	FIN1000	Check Register	Book or original entry for all cash	4	Destroy
218	218	FIN7010	Cost Accounting	Record analyzing cost for producing certain items or performing certain tasks.	4	Destroy
219	219	FIN6000	Delinquent Accounts Report	Listing of students who owe money to university or college.	4	Destroy
220	220	FIN8020	Delivery Slips	Documents sent with purchased goods indicating item(s) shipped.	3	Destroy
221	221	FIN3000	Endowment Fund Reports - Annual	Annual report of funds received and expended by endowment accounts. May be in form of report to donors.	Active + 6	Archives: Review for historical value.
222	222	FIN3000	Endowment Fund Reports - Periodic	Periodic report of funds collected or expended by endowment accounts.	Active + 6	Destroy
223	223	FIN7000	Financial Report - Annual	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.	4	Archives: Review for historical value.
224	224	FIN6000	Parking Tickets - Unpaid		4	Destroy
225	225	FIN1000	Payroll Checks	Checks paid employees for services they perform	4	Destroy
226	226	FIN8010	Purchase Orders	Purchasing Office's copy of order to a supplier authorizing purchase of goods.	Active + 5	Destroy
227	227	LEG4000	Academic Grievance Files	Files documenting grievances of students against faculty members.	Active + 6	Archives: Review for continuing administrative or
228	228	LEG4000	Accident Reports	Reports created by university or college police for traffic accidents that occur on campus.	Active + 6	Destroy
229	229	LEG5000	Affirmative Action Plan Files	Procedures and regulations to be followed, work force anaylsis, goals, timetables, statistics.	6	Archives: Review for historical value.
230	230	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 fo statistical data sent to Affirmative Action Office by Personnel Office. Under these headings, files are arranged alphabetically by department or office.	6	Destroy
231	231	LEG5000	Alien Certification Files	Records of employee requests made to the Department of Labor and Immigration and Naturalization for work certification. In addition to certification, the files include transcripts, letters of reference, resume and other pertinent documentation. Files arranged alphabetically.	6	Destroy
232	232	LEG5000	Applicant Flow Data File	Statistical information, percentages dealing with race, religion, sex, etc.	6	Destroy
233	233	LEG4000	Arrest Reports	Report of arrest, criminal citation, or uniform traffic citation issued to offender.	Active + 6	Destroy
234	234	LEG2000	Awarded Grants Files	Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations.	Active + 5	Archives: Review for continuing administrative or
235	235	LEG5000	Campus Security Act Reports and Uniform Crime Repo	Reports produced in compliance with federal programs.	6	Archives: Review for historical value.
236	236	LEG5000	Category Summary - Classified Staff	Computer printout listing breakdown of employment by race, sex, civil service.	6	Archives: Review for historical value.
237	237	LEG2000	Change in Meal Plan	Records of changes on board contracts.	Active + 5	Destroy
238	238	LEG2000	Child Care Licensing Files	Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License.	Active + 5	Destroy
239	239	LEG2000	Collective Bargaining Agreements		Active + 5	Archives: Review for continuing administrative or
240	240	LEG4000	Complaint Files	Record of staff or student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically.	Active + 6	Destroy
241	241	LEG2000	Contracts - General		Active + 5	Destroy
242	242	LEG4000	Crime Reports	Reports created by university or college police on campus criminal activity.	Active + 6	Archives: Review for continuing administrative or
243	243	LEG5000	EE-O6 Report [EEOC]	Annual Report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees.	6	Destroy
244	244	LEG5020	Elevator Certifications		Active + 3	Destroy
245	245	LEG5000	Environmental Impact Assessment - Construction Pro	Used to determine potential environmental concerns existing at site prior to demolition and construction.	Life of Building + 6	Destroy
246	246	LEG5030	Garnishment File - 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	Destroy
247	247	LEG5030	Garnishment Files - Staff	File 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	Destroy
248	248	LEG5030	Garnishment Files - Faculty	File 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	Destroy
249	249	LEG2000	Grants Awarded	Financial records of grant money awarded for research projects.	Active + 5	Destroy
250	250	LEG2000	Head Start	Documents of Head Start meetings and grantee level matters.	Active + 5	Destroy
251	251	LEG5000	HUD Reports	Annual reports filed with the federal government concerning operation of residence halls.	6	Archives: Review for historical value.
252	252	LEG4000	Injury/Ill Person Reports	Reports created by university or college police on ill or injured persons transported to local hospitals from campus.	Active + 6	Destroy
253	253	LEG5030	Laboratory Inspection Reports	Periodic inspections of laboratories	Active + 3	Destroy
254	254	LEG2000	Land Purchase Records	Copies of deeds, leases, purchase agreements, appraisals, etc. documenting purchase of land by institution. Original deed maintained by Auditor of State.	Active + 5	Archives: Review for historical value.
255	255	LEG7000	Patents		Active + 6	Archives: Review for continuing administrative or
256	256	LEG4000	Police Reports	Reports of incidents or requests for service to include the officer's actions, referrals, and subsequent investigation.	Active + 6	Shred
257	257	LEG4000	Pre-School Attendance Records	Pre-School Attendance and Emergency Sheets.	Active + 6	Shred
258	258	LEG3010	Pre-School Children's Files	Includes screening evaluation forms, contracts, parental and developmental information, reports from outside agencies, examples of student work, health records from physicians, and information from Social Services coordinator.	Indefinite
259	259	LEG5020	Radioactive Materials Waste Records	RAM use cards, specific use, and disposal information.	Active + 3	Destroy
260	260	LEG2000	Real Estate Records	Copies of deeds and leases, documenting real property purchased or leased by the university or college	Active + 5	Archives: Review for continuing administrative or
261	261	LEG5020	Research Protocol Records	Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking form, memos, history sheets, previously active protocal, and LAMS file.	Active + 3	Destroy
262	262	LEG5000	Residency Status Documents for Applicants Who Do M	Documents supporting determination of legal domicile (residency).	6	Destroy
263	263	LEG4000	Student Disciplinary Files	Files maintained by student affairs on students who have been accused of disciplinary violations.	Active + 6	Destroy
264	264	LEG5000	Testing Reports-Construction	Geotechnical and material testing and reports to insure strength of materials, compaction and construction acceptability.	Active + 6	Archives
265	265	LEG7000	Trade Mark Registrations		Active + 6	Archives: Review for continuing administration or
266	266	LEG4000	Unemployment Compensation Files	Consolidated file listing all employees (classified, contract and faculty) for whom an umemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution and amount of unemployment compensation paid.	Active + 6	Destroy
267	267	LEG5000	W-2 Forms	Federal form reporting salaries, wages, and tips for each employee to the IRS.	6	Destroy
268	268	LEG5000	1099 Forms	Federal form used to report salaries, wages, and tips of temporary employees.	6	Destroy
269	269	MAR1000	Advertising		5	Archives: Review for historical value.
270	270	MAR1000	Recruitment Materials, General	Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution.	5	Archives: Review for historical value.
271	271	MAR1000	Viewbooks	A recruitment document	5	Archives: Review for historical value.
272	272	MIS1010	State Classification File - Classified Staff	Lists of classification by pay range as directed by the State Department of Administrative Services.	Until Superseded	Destroy
273	273	MIS1010	Teacher Evaluations	Student evaluations of the teacher. Used to create summary.	1	Destroy
274	274	MIS1010	Unemployment Compensation Log	Record of unemployment compensation cases.	Until Superseded	Destroy
275	275	PER2000	Application File: Non-Hires - Faculty	Contains application, correspondence, resumes, etc. form applicants for positions.	3	Destroy
276	276	PER2000	Application File - Classified Staff	Includes application form, resume, test results, referral and interview data.	3	Destroy
277	277	PER2000	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.	3	Destroy
278	278	PER2000	Canceled Position File - Classified Staff	Application forms, correspondence sent and received concerning positions that have been canceled.	3	Destroy
279	279	PER5010	Certification File - Classified Staff	Record of employees who have attained certification in their classification. May include logbook and printouts.	Active + 3	Destroy
280	280	PER2000	Declinations File - Faculty	Contracts, recommendations, letters of people who have declined positions.	3	Destroy
281	281	PER3000	Employment Files - Students	Active and inactive files. Student authorization forms, State and federal withholdings, P>E>R>S>, step increases, termination notices, reclassification forms, exemptions.	Active + 6	Destroy
282	282	PER2000	General Applicant Files - Contract Staff	Resumes on file.	3	Destroy
283	283	PER4020	Hazardous Exposure Records		Indefinite	Permanent
284	284	PER3000	I-9 Forms-Student	Federal employment eligibility verification for on-campus student employees.	Active + 6	Destroy
285	285	PER3000	Index System - Faculty	Cards or other reference list for all active and inactive faculty.	Active + 6	Archives: Review for historical value.
286	286	PER2000	Job Descriptions		3	Destroy
287	287	PER3010	Layoff File - Classified Staff	File contains printouts, roster, and correspondence documenting university or college layoffs. Pertinent employee data, data or hire, classification, department, and retention points (performance) are included.	5	Destroy
288	288	PER3010	Leave Record - Classified Staff	Forms used to document sick leave and vacation leave. Includes hiring data, longevity date, amount of sick leave and vacation leave accrued.	5	Destroy
289	289	PER3000	Leave Record - Faculty	Vacation and sick leave earned and used.	Active + 6	Destroy
290	290	PER5000	On-The-Job Training Records - Classified Staff	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	Destroy
291	291	PER1030	Payroll Deduction Authorizations	All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc.	Active + 6	Destroy
292	292	PER3010	Performance Evaluation Forms - Classified Staff	File contains annual printouts and logbooks, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations.	5	Destroy
293	293	PER2000	Personnel Requisition for Classified Staff	Departmental request placed whenever a position within the department becomes vacant.	3	Destroy
294	294	PER3000	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	Destroy: Review for administrative value.
295	295	PER3000	Personnel Files (Active & Inactive) - Contract Sta	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	Destroy: Review for administrative value.
296	296	PER3000	Personnel Card File - Classified Staff	File card coordinated to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc.	Active + 6	Archives: Review for historical value.
297	297	PER3000	Personnel File - Faculty	Original faculty contracts and addenda, promotion and tenure documentation, orginal 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	Destroy: Review for administrative value.
298	298	PER2000	Position Vacancy Announcement - Classified Staff	Job descriptions for each university or college position posted.	3	Destroy
299	299	PER3010	Promotion and Tenure File - Faculty	Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file.	5	Archives: Review for historical value.
300	300	PER1040	Public Employees Retirement System Files - Classif	Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included.	Active + 6	Destroy
301	301	PER1040	Public Employees Retirement System File - Contract	Includes copies of retirement applications documenting pertinent personal, spouse and beneficiary data. Working papers and correspondence are included.	Active + 6	Destroy
302	302	PER1040	Public Employees Retirement System Log - Classifie	Record of university or college classified employees and their date of retirement and address.	Active + 6	Destroy
303	303	PER1040	Public Employees Retirement System Log - Contract	Record of university or college employees, address and date of retirement.	Active + 6	Destroy
304	304	PER4030	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	Permanent
305	305	PER4030	Radioactive Materials - Authorized Users Files	Includes 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.	Indefinite	Permanent
306	306	PER4030	Radioactive Materials - Exposure Records	Files of monthly reports of people's exposure to Radioactive Materials.	Indefinite	Permanent
307	307	PER4030	Radioactive Materials - Incident Report	Report of Radioactive Materials Incident.	Indefinite	Permanent
308	308	PER3010	Reclassification Files - Classified Staff	Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation.	5	Destroy
309	309	PER2000	Recruitment/Search Files - Contract Staff	Contract staff search files. May contain position authorization forms, job descriptions, minutes, applicants' credentials, search chronologies, authorization to hire forms, correspondence.	3	Destroy
310	310	PER3000	Residence Hall Advisor Files	Files on candidates selected for employment as residence hall advisors.	Active + 6	Destroy
311	311	PER2000	Residence Hall Advisors - Unselected	Files on candidates not selected as residence hall advisors.	3	Destroy
312	312	PER2000	Search Committee Files - Faculty	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, and authorization to hire forms.	3	Destroy
313	313	PER2000	Selection Criteria Form - Classified Staff	Form providing an explanation as to why a person was or was not hired for a university or college position.	3	Destroy
314	314	PER3000	Service Reports/Activity Reports - Faculty	Records for the academic year 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	Archives: Review for continuing administrative or
315	315	PER6000	Student Time Reports	Record of hours worked by student employees.	5	Destroy
316	316	PER3010	Summer Employment Files - Classified Staff	Record of employees with alternate summer job responsibilities usually in dining halls, union, health center, residence halls and custodial.	5	Destroy
317	317	PER3010	Suspension File - Classified Staff	Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation.	5	Destroy
318	318	PER3010	Teaching Evaluations	Student evaluations of teacher's performance. Used for Reappointment, Promotion, and Tenure.	5	Destroy
319	319	PER6000	Time Cards	Record of time worked by employees	5	Destroy
320	320	PER4010	University Medical Records	Files of medical charts for students, university employees and their spouses. Included medical histories, medical exams, progress sheets, x-rays, lab work, and related correspondence.	6	Shred
321	321	PER9900	Wage and Fringe Benefit Surveys - Classified Staff	Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs.	3	Destroy
322	322	PER1030	W-4 Forms	Forms completed by employee showing federal tax withholding exemptions.	Active + 6	Destroy
323	323	PUB3000	News Releases		Indefinite	Archives: Review for historical value.
324	324	PUB3000	Newsletters		Indefinite	Archives: Review for historical value.
325	325	PUB3000	Publicity Photographs		Indefinite	Archives: Review for historical value.
326	326	REF0000	Civil Service Examiniations File - Classified Staf	Old examiniations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing.	Active	Destroy
327	327	REF0000	Job Cards - Student	Job descriptions for campus and off-campus positions, which have been filled or are no longer offered.	Active	Destroy
328	328	REF0000	Job Description File - Classified Staff	Master file of classified job descriptions. Retained for pay-range classification purposes.	Active	Destroy
329	329	REF0000	Position Description File - Faculty	Description of current positions.	Active	Destroy
330	330	REF0000	Summer Contracts - Student	Flyers for on- and off-campus employment opportunities	Active	Destroy