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Effective Date: June 1, 2009
Procedure
Employment, Finance and Administration, Information Management

Record Retention Table

Responsible Office Office of the Controller

A searchable, sortable table for the types of records kept by the University.

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Category Record Type Record Description Repository Duration
Academic/Student Records Academic Integrity Code Violations School / College of Enrollment Record of final disposition for offenses that result in suspension or expulsion: permanent.
All other records: 7 years.
Academic/Student Records Academic Personnel Academic Search Records See Affirmative Action/Equal Opportunity
Section
Academic/Student Records Admissions Data for Applicants Who Enroll Admissions Office, Individual Graduate Admissions Offices 5 years from graduation or date of last attendance
Academic/Student Records Admissions Data for Applicants Who Do Not Enroll, Whether Accepted or Rejected Admissions Office, Individual Graduate Admissions Offices 2 weeks after the beginning of the semester for which the applicant sought admission
Academic/Student Records Advanced Placement Records and other Placement Test Records / Scores Registrar, Office of the University 5 years from graduation or date of last attendance
Academic/Student Records Annual Conflict of Interest Disclosure Statements Office of Research Compliance 3 years
Academic/Student Records Applications for Graduation School / College of Enrollment 1 year after graduation or date of last attendance
Academic/Student Records Audit Authorizations and Records Registrar, Office of the University 1 year after date submitted
Academic/Student Records Catalogs Registrar, Office of the University (exceptions: MED, SDM, LAW keep theirs) Permanent
Academic/Student Records Change of Course Forms-Continuing Education, Summer Sessions, and Extramural Studies Office of Continuing Education and Summer Sessions 1 year after submission
Academic/Student Records Change to Student University ID number (UID) Registrar, Office of the University Permanent
Academic/Student Records Class Lists (original) Registrar, Office of the University Permanent
Academic/Student Records Consent to Release Personally Identifiable Information (Requests for Non-Disclosure) Registrar, Office of the University Kept until next academic year, signatures kept 5 years
Academic/Student Records Correspondence, relevant Admissions Office, Individual Graduate Admissions Offices 5 years from graduation or date of last attendance
Academic/Student Records Course Offerings Registrar, Office of the University Permanent
Academic/Student Records Credit/No Credit Approvals (Audit, Pass/Fail, etc.) Registrar, Office of the University 1 year after date submitted
Academic/Student Records Credit by Examination Records Registrar, Office of the University 5 years from graduation or date of last attendance
Academic/Student Records Curriculum Change Authorizations School / College of Enrollment 5 years from graduation or date of last attendance
Academic/Student Records Degree, Grade, and Enrollment Statistics Registrar, Office of the University Permanent
Academic/Student Records Disciplinary Records – Students (findings of violation and related case files) Office of the Dean of Students for Student Records Record of final disposition for offenses that result in suspension or expulsion: Permanent
All other records: 7 years from graduation or date of last attendance
Academic/Student Records Enrollment Verifications Registrar, Office of the University 1 year from enrollment date
Academic/Student Records Entrance Exam Reports Admissions Office, Individual Graduate Admissions Offices 5 years from graduation or date of last attendance
Academic/Student Records Financial Aid Records (applicants who enroll) Including Federal Perkins Loan Records Financial Assistance, Office of 5 years after the end of the award period
Academic/Student Records Grade Change Forms Registrar, Office of the University Permanent
Academic/Student Records Grade Sheets Registrar, Office of the University Permanent
Academic/Student Records Grade Books (Professors) School/College of Enrollment 5 years
Academic/Student Records Graduation Lists Registrar, Office of the University Permanent
Academic/Student Records International Student Forms  Visa documentation, etc. International Students and Scholars Office 5 years
Academic/Student Records Letters of Recommendation (enrolled students) School/College of Enrollment 5 years after graduation or date of last attendance
Academic/Student Records Name Changes Registrar, Office of the University 5 years after graduation or date of last attendance
Academic/Student Records Original Grade Sheets Registrar, Office of the University Permanent
Academic/Student Records Patient Medical Records Student Health Services 20 years after final treatment
Academic/Student Records Personnel Files, Appointment Letters, and Forms See Human Resources Section See Human Resources Section
Academic/Student Records Racial/Ethnic Statistics Office of Institutional Research Permanent
Academic/Student Records Recruitment Materials (enrolled students) School/College of Enrollment 5 years after graduation or date of last attendance
Academic/Student Records Residency Certificates (enrolled students) School/College of Enrollment Until date of enrollment
Academic/Student Records Residency Change Documents (Non-resident to Resident) TBD 5 years after graduation or date of last attendance
Academic/Student Records Schedule of Classes (institutional) Registrar, Office of the University Permanent
Academic/Student Records Student Class Schedules Registrar, Office of the University 1 year from graduation date or date of last attendance
Academic/Student Records Student Waivers for Right of Access (enrolled
students)		 Admissions Office Individual Graduate
Admissions Offices		 Until graduation or date of last attendance
Academic/Student Records Suspensions and Dismissals School/College of Enrollment 5 years after graduation or date of last attendance
Academic/Student Records Tenure or Promotion Dossiers Office of the Provost If action approved, 3 years; if tenure denied, 7 years from end of term appointment
Academic/Student Records Transcripts Registrar, Office of the University (exceptions: MED, SDM, LAW keep theirs) Permanent
Academic/Student Records Transcripts – High School and Other College (applicants who enroll) School/College of Enrollment 5 years after graduation or date of last attendance
Academic/Student Records Transfer Credit Evaluations Registrar, Office of the University 5 years from graduation
Academic/Student Records Trustee Decisions Regarding Academic Personnel and Designated Executives Office of the Trustees Permanent
Academic/Student Records Veteran Administration Certifications Registrar, Office of the University 5 years after graduation or date of last attendance
Academic/Student Records Withdrawal Authorizations/Leaves of Absence – Graduate and Professional School Students Graduate School Professional School Registrar After graduation or date of last attendance
Academic/Student Records Withdrawal Authorizations/Leaves of Absence – Undergraduate Students University Service Center for Undergraduate Students 2 years
Academic / Student Records Admissions Data: Official Mid-Semester census snapshots Record level data for applicants and admitted undergraduate and graduate students imported into the Academic Data Warehouse Academic Data Warehouse (ADW) Permanent
Academic / Student Records Admissions Data: Daily Admissions Snapshots Record level data for applicants and admitted undergraduate and graduate students imported into the Academic Data Warehouse Academic Data Warehouse (ADW) All snapshots within the latest admissions cycle academic year plus previous three academic years
Academic / Student Records Student Enrollment: Official Mid-Semester and Official Final census snapshots Record level data for enrolled students imported into the Academic Data Warehouse Academic Data Warehouse (ADW) Permanent
Academic / Student Records Student Enrollment: Weekly Enrollment Snapshots Record level data for enrolled students imported into the Academic Data Warehouse Academic Data Warehouse (ADW) All snapshots for the latest enrollment semester for which registration is open or the previous three academic years
Academic / Student Records Faculty Data: Official census snapshots for key reporting periods Record level data for faculty or instructional staff imported into the Academic Data Warehouse Academic Data Warehouse (ADW) Permanent
Academic / Student Records Faculty Data: Bi-Monthly Snapshots

 

 Record level data for faculty or instructional staff imported into the Academic Data Warehouse Academic Data Warehouse (ADW) All snapshots for the current fiscal year plus prior three fiscal years.
Accounting and Finance Account Reconciliations (Balance Sheet) Appropriate Department 7 years
Accounting and Finance Accounts Payable Vouchers and Attachments Accounts Payable Department 7 years
Accounting and Finance Accounts Receivable Statements, Centrally Generated Miscellaneous Receivable 7 years
Accounting and Finance Accounts Receivable Statements, Unit Generated Appropriate Department 7 years
Accounting and Finance Annual Conflict of Interest Disclosure Statements Office of the Trustees 7 years
Accounting and Finance Annual Financial Reports and Work Papers General Accounting Permanent
Accounting and Finance Banking Records Including Deposit and Withdrawal Records, Bank Statements and Reconciliation, Voided and Canceled checks General Accounting 7 years
Accounting and Finance Billing Records Appropriate Department 7 years
Accounting and Finance Bond and Debt External Reporting – Final Executed Copies Final Statements and reports issued for debt issuance and maintenance of the financial instrument and/or captured in the Bond Transcript (including final POS and OS). Includes regulatory and ongoing disclosures for life of the financial instrument and Bond Pricing Information. Bank documents include final executed documents. Treasury Office Life of the bond/swap/debt instrument plus 7 years
Accounting and Finance Bond Issuance or Financial Analysis – Not Approved Projects which do not move forward and are not revived Treasury Office No more than 2 years from last substantive revisions
Accounting and Finance Capital Equipment Records and Equipment Inventories Post Award Financial Operations Records of equipment purchased on federal funds must be retained for 3 years after final disposition UG 200.333(c).  If any records are under claim, audit, or litigation, they must be retained until the matter is settled.
Accounting and Finance Cash Receipts University Cashier 7 years
Accounting and Finance Depreciation Records General Accounting Life of Asset
Accounting and Finance Effort Certifications Post Award Financial Operations 3 Years from the date of submission of the final expenditure report or longer if required by granting agency. UG 200.333 If any records are under claim, audit, or litigation, they must be retained until the matter is settled.
Accounting and Finance Final Supporting Documentation for Bond or Debt Issuance (includes bond issuance, bank agreements, and swaps) Allocation of bond proceeds, earnings of bond proceeds, rebate calculations and payments Treasury Office Life of the bond plus 7 years
Accounting and Finance Financial Reports produced for the purposes of Management Oversight (e.g. Daily Indicator Report, etc.) Treasury Office 3 years. Based on the nature of the materials the retention period may be extended
Accounting and Finance Indirect Cost Rate Calculations Post Award Financial Operations 3 Years after the date of submission. UG 200.333 (f)(1).  If any records are under claim, audit, or litigation, they must be retained until the matter is settled.
Accounting and Finance Internal Financial Agreements Reports created to analyze projections needed for internal decision making Treasury Office 2 years from the end of the agreement or repayment of the loan, whichever is sooner
Accounting and Finance Inventories Property Management Life of Asset
Accounting and Finance Journal Entries General Accounting 7 years
Accounting and Finance Material Information Supporting Journal Entries Treasury Office 7 years from the date of journal entry
Accounting and Finance New Account Records and Backup Documentation General Accounting 7 years after account closing
Accounting and Finance Non-final Bond or Debt Issuance Working Documents (includes bond issuance, bank agreements, and swaps) Treasury Office Life of the bond plus 7 years
Accounting and Finance Procurement Card Charge Documentation Departmental P-Card Administrator 7 years
Accounting and Finance Service Center Rate Calculations Post Award Financial Operations 3 Years after the end of the Fiscal Year covered by the rate calculation; UG 200.333 (f) (2).  If any records are under claim, audit, or litigation, they must be retained until matter is settled.
Accounting and Finance Swap External Reporting – Final Executed Copies Treasury Office Life of the swap plus 7 years
Accounting and Finance Travel Reimbursements and Attachments Accounts Payable Department 7 years
Accounting and Finance University Audit Work Papers Internal Audit 7 years
Alumni Affairs and Development Alumni Records Development Gifts & Records Permanent
Alumni Affairs and Development Gift Records Development Gifts & Records 7 years
Alumni Affairs and Development Original Gift Letter Agreements, All Others General Accounting/ Development Permanent
Alumni Affairs and Development Planned Gifts (trusts, life income, agreements, annuities), Real Estate Gifts Development Gift & Records Permanent
Construction and Facilities Management As-built Drawings Facilities Management and Planning Permanent
Construction and Facilities Management Contracts and Agreements Facilities Management and Planning 14 years
Construction and Facilities Management Electronic facilities card access records Including building card swipe access records IS&T 4 years
Construction and Facilities Management Records of Repairs Facilities Management and Planning 7 years
Corporate Records Accreditation Records Office of the President Permanent
Corporate Records Articles of Incorporation Office of the Trustees Permanent
Corporate Records Board of Trustees Minutes Office of the Trustees Permanent
Corporate Records Bylaws Office of the Trustees Permanent
Corporate Records Charter Office of the Trustees Permanent
Equal Opportunity/ Affirmative Action Affirmative Action Plans Equal Opportunity Office 7 years
Equal Opportunity/ Affirmative Action Federal and State Required Statistics and Reports Equal Opportunity Office 7 years
Equal Opportunity/ Affirmative Action Non-Academic Search Materials and Documents Supporting Hiring Selection Decisions Appropriate Department 3 years from date of appointment
Equal Opportunity/ Affirmative Action Academic Search Materials and Documents Supporting Hiring Selection Decisions Appropriate Department 3 years from date of appointment
Equal Opportunity/ Affirmative Action Complaints of Unlawful Discrimination and Harassment Equal Opportunity Office Permanent
Human Resources Certificates of Insurance, Indemnification agreements, Contracts and Insurance Policies for Benefits Human Resources Permanent
Human Resources Deceased Employee Claims Human Resources 7 years after date of death
Human Resources Employee (Staff) Personnel File, Non-faculty  Including hire paperwork (application, cover letter, resume, offer letter), job descriptions, legacy document, onboarding records, appointment/salary forms, salary and compensation records, status changes (promotion, transfer, temporary assignment, layoff, Resignation / Termination), performance appraisals (performance evaluations, performance correspondence, corrective action, accolades), and position-related correspondence (relating to job, discrimination claims, unfair pay, etc.)

Official Employee File does not include: Reference check records, background check records, Release forms, Unemployment claims, and Confidentiality Agreements. These records are retained by HR or appropriate department as part of employment.

 Human Resources 7 years after separation
Human Resources Employee (Faculty and staff) Benefits Files  Including Long-Term Disability Forms Human Resources 7 years after separation
Human Resources Faculty Personnel Files Including hire paperwork, salary records, status changes, tenure/promotion, retirement/termination, and appointment recommendations School/College of Employment 7 years after separation
Human Resources Faculty and Staff Benefits Files Including enrollment forms, application forms, beneficiary designations, worker’s compensation claims, MLOA/FMLA paperwork, Long-Term Disability Forms Human Resources Permanent
Human Resources Federal Reporting Requirements: Welfare Benefits and other Fringe Benefit Plans i.e., 5500-s Human Resources Permanent
Human Resources Files for Disabled Employees Human Resources Permanent
Human Resources I-9 Forms (Faculty and Staff) Human Resources 3 years or 1 year after separation (whichever is greater)
Human Resources I-9 Forms (Students) Human Resources 3 years after employment date, or 1 year after termination (whichever is greater)
Human Resources Individual Contracts of Employment Human Resources or appropriate department 7 years after separation
Human Resources Occupational Injury or Illness, Records Relating to employment Human Resources 5 years
Human Resources Patient Medical Records Occupational Health Center 20 years after final treatment
Human Resources Personnel Files for Retirees Human Resources 7 years after separation
Human Resources Protection of Minors Records Human Resources 35 years from the date the victim discovered or reasonably should have discovered that an emotional or psychological injury or condition was caused by the act
Human Resources Records Covered Under HIPAA Human Resources 7 years after employee’s termination
Human Resources Search Committee Records Including employment applications, resumes, and all applicant search materials Human Resources 7 years
Human Resources Severance Agreements Human Resources 7 years after expiration
Human Resources Union Agreements Human Resources Permanent
Human Resources Workers’ Compensation Claims and Insurance Policies Human Resources 18 years
Information Security & Technology Call Center logs Logs of employees logging into and out of the call manager application that enables them to handle call center-routed calls Information Security & Technology 1 year– these records are temporary and should only need to be retained to meet operational needs, then destroyed.
Information Security & Technology Call Center Analytics Analytics regarding the Call Center Logs Information Security & Technology 10 years – these records will help the university understand and assess its evolving technology support needs over time
Insurance Certificates of Insurance, Indemnification Agreements, Hold Harmless Agreements, Contracts Office of Risk Management 7 years after expiration
Insurance Insurance Policies (Liability, Property, and Other Policies) Office of Risk Management Permanent
Insurance Incident Reports, Accident Reports Office of Risk Management 7 years after expiration
Legal Consent Orders Office of the General Counsel Permanent
Legal Court Orders Office of the General Counsel Permanent
Legal Judgments Office of the General Counsel Permanent
Legal Releases Office of the General Counsel Permanent
Legal Settlements Office of the General Counsel Permanent
Medical Records Patient Medical Records All units, centers or other entities that provide medical care 20 years after final treatment
Patent, Trademark, and Copyright Records Copyright and Trademark Registrations Office of the General Counsel or Office of Technology Development Permanent
Patent, Trademark, and Copyright Records Invention Assignment Forms Office of Technology Development Permanent
Patent, Trademark, and Copyright Records Licensing Agreements Office of Technology Development 7 years after termination
Patent, Trademark, and Copyright Records Original Patents and Related Work Papers Office of Technology Development Permanent
Patent, Trademark, and Copyright Records Royalty Records Office of Technology Development Life of Patent or TM plus 7 years
Payroll Annual Payment Records University Payroll Office Permanent
Payroll Information Returns filed with Federal and State authorities W-2, 941, 1042S, etc. University Payroll Office 7 years
Payroll Payroll Deduction Authorization Forms (W4, ACH, Bonds) University Payroll Office 5 years after employment ends
Payroll Payroll Vouchers University Payroll Office 3 years
Payroll Record of Payments and Deductions Payroll registers, deductions lists, adjustments University Payroll Office 5 years
Payroll Time Cards, student Appropriate Department/ Electronic, Student Employment 3 years after pay date
Payroll Time Cards, non-student Appropriate Department 3 years
Public Safety
Environmental Health and Safety		 Accident Reports University Police 7 years after report date
Public Safety
Environmental Health and Safety		 Crime Reports University Police 7 years after report date
Public Safety
Environmental Health and Safety		 Daily Log University Police Permanent
Public Safety
Environmental Health and Safety		 Property Damage Reports University Police 7 years after report date
Public Safety
Environmental Health and Safety		 Fume Hood Testing Records Environmental Health and Safety 3 years
Public Safety
Environmental Health and Safety		 Hazardous Waste Disposal Manifests and Reports Environmental Health and Safety 3 years
Public Safety
Environmental Health and Safety		 Incident Records Environmental Health and Safety 5 years
Public Safety
Environmental Health and Safety		 Radiation Safety Training Records Environmental Health and Safety 3 years
Purchasing Purchase Orders, Contracts, Agreements Purchasing Department 7 years
Real Property Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Remainder Interests, Mortgages Office of the General Counsel Permanent
Real Property Property Tax Returns filed with taxing jurisdiction General Accounting 7 years
Sponsored Projects, Contracts, and Grants Grant and Contract Applications, Proposals, and Supporting Documentation Sponsored Programs 3 Years from the date of submission of the final expenditure report or longer if required by granting agency. UG 200.333
For DOD, GSA, and NASA Contracts (and related records or documents, including successful and unsuccessful proposals) documents must be kept for 6 years after final payment. 48 CFR 4.805.  If any records are under claim, audit, or litigation, they must be retained until the matter is settled.
Sponsored Projects, Contracts, and Grants Records Concerning Human Subject Records Office of Research Compliance 7 years from completion of study or longer if required by study sponsor
Taxes Excise Tax Returns General Accounting 7 years
Taxes Information Returns 990, 1099, Form PC, etc. Financial Affairs 20 years
Taxes Sales Tax Returns General Accounting 7 years

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