# | 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 |