Records Retention Schedule
The CUNY Records Retention and Disposition Schedule indicates the minimum length of time that college and University officials must retain records before the records may be disposed of legally. This Schedule is meant both to ensure that records are retained as long as required for administrative, legal, and fiscal purposes, and to encourage the systematic disposal of records that are no longer needed.
This Schedule replaces the schedule issued by the University in 1993 and any other retention guidance that college and University officials may have adopted for their records. College and University officials should check with their Records Management Coordinator about any uncertainties regarding the application of this Schedule. The purpose and use of this Schedule, the role of the Records Management Coordinators, various special situations, and suggestions for records disposition are covered in the Introduction of this Schedule. Following the Introduction, items for records common to most college and University offices are listed under the General section of the Schedule. More specific items are grouped by function in sections arranged alphabetically after the General section. Items are numbered consecutively within sections for convenience. The items are also associated with the unique identifying number assigned by the State Archives to the comparable entry in the Records Retention and Disposition Schedule MI-1 from which the item in this Schedule has been adapted. These unique identifying numbers appear in brackets [ ] following the consecutive numbers and should always be used when citing an item in this Schedule.
Records Retention SchedulePDF | Text | Index | Search )
INTRODUCTION ( Text )
1. Purpose ( Text )
2. Records Management Coordinators at CUNY ( Text )
3. How to Use This Schedule ( Show Contents v | Text )
4. Special Situations ( Show Contents v | Text )
5. Suggestions for Records Disposition ( Text )
6. Reminders ( Text )
GENERAL ( Text )
1[1] Official minutes and hearing proceedings ( Text )
2[2] Recording of voice conversations, ( Text )
3[3] Meeting files ( Text )
4[4] Legal opinion ( Text )
5[5] Rule, regulation, resolution, or proclamation ( Text )
6[6] Legal agreement, ( Text )
7[7] Signature card, ( Text )
8[8] Proof of publication or posting, ( Text )
9[9] Manual of procedures, ( Text )
10[10] Correspondence ( Text )
11[11] Official copy of publication, ( Text )
12[12] Special project or program files, ( Text )
13[13] Grant program file ( Text )
14[33] Complaint, petition, or request for service ( Text )
15[15] Opinion survey records ( Text )
16[16] Repair, installation, maintenance, or similar record, ( Text )
17[17] Internal investigation or non-fiscal audit records ( Text )
18[18] Internal information record, ( Text )
19[19] Duplicate copy of record ( Text )
20[20] Log or schedule ( Text )
21[21] Mailing list ( Text )
22[22] Daily, weekly, monthly, quarterly, or other periodic internal or external report, summary, review, evaluation, log, list, statement, or statistics ( Text )
23[23] Annual, special, or final report, summary, review, or evaluation ( Text )
24[24] Program plan (annual, special, or long-range) ( Text )
25[25] List, index, or summary ( Text )
26[26] Working document, ( Text )
27[27] Communication log ( Text )
28[28] Telephone call log, statement, or equivalent record ( Text )
29[29] Identification card ( Text )
30[30] Postal records, ( Text )
31[31] Accident report ( Text )
32[32] Report of incident of theft, arson, vandalism, property damage, or similar occurrence ( Text )
33[581] College or University public access television records ( Text )
34[582] Records covering photocopying and other reproduction ( Text )
35[583] Copyright and trademark records ( Text )
36[584] Employee training course information records, ( Text )
37[585] Employee training course registration processing records, ( Text )
38[69] Special event file ( Text )
39[736] Photographs or other visual media records ( Text )
40[735] Miscellaneous non-government records ( Text )
ACADEMIC AFFAIRS ( Text )
1[53] Accreditation records ( Text )
2[54] Curriculum development records, ( Text )
3[55] Academic program proposals, ( Text )
4[56] Curriculum/program registration records, ( Text )
5[58] Master plan, and documents and establishment plan ( Text )
6[59] Course information records ( Text )
7[881] Faculty and faculty-student research records ( Text )
8[CU1] Records of Institutional Review Boards ( Text )
ADMISSIONS ( Text )
1[60] Admissions records, ( Text )
AFFIRMATIVE ACTION ( Text )
1[244] Individual complaint or problem case file ( Text )
2[245] Summary record for individual case and/or master summary record of all cases ( Text )
3[317] Equal employment opportunity report and related records for college and University employees ( Text )
ALUMNI ( Text )
1[65] Alumni contact records, ( Text )
2[882] Alumni directory ( Text )
ARCHIVES/RECORDS MANAGEMENT ( Text )
1[34] Records disposition documentation ( Text )
2[35] Inventory of records ( Text )
3[36] Records transfer list ( Text )
4[37] Retrieval request ( Text )
5[38] Archival administration records ( Text )
6[39] Guide, listing, index, or other finding aid ( Text )
7[40] Records on use of archival materials ( Text )
ATHLETICS ( Text )
1[66] Player recruitment/scouting file ( Text )
2[67] Athletic scholarship file, ( Text )
3[70] Athletic program records ( Text )
4[883] Records of gender equity in athletics, ( Text )
5[884] Substance or alcohol abuse testing records ( Text )
6[885] Athletic training records, ( Text )
7[101] Athletic health information report ( Text )
ATTORNEY OR COUNSEL ( Text )
1[41] Legal case file, ( Text )
2[42] Legal brief file ( Text )
3[43] Legal case log ( Text )
4[44] Legal case index, ( Text )
5[45] Subject file ( Text )
6[880] Subpoena, ( Text )
BUDGET ( Text )
1[46] Budget preparation file ( Text )
2[49] Annual budget ( Text )
3[50] Special budget ( Text )
4[51] Budget status report ( Text )
5[52] Budgetary change request and approval or denial for change in approved budget ( Text )
6[718] Copies of other budgets ( Text )
CAMPS ( Text )
1[506] Participation, attendance, or enrollment records ( Text )
2[508] Parental consent records ( Text )
3[843] Field trip records, ( Text )
4[844] Bus or other vehicle use file, ( Text )
5[845] Applications for individual acceptance to camp, ( Text )
6[846] Facility information data record ( Text )
7[847] Permits and approvals ( Text )
8[848] Reports of camp operation and inspection, ( Text )
9[849] Routine reports, ( Text )
10[850] Health records for individual camper ( Text )
11[851] Log or list of illnesses, accidents, injuries, ( Text )
12[854] Scholarship records, ( Text )
COUNSELING SERVICES ( Text )
1[72] Student counseling records, ( Text )
2[74] List of student appointments, ( Text )
3[75] Statistical compilation or reports of students served ( Text )
4[76] Catalogs and related public relations information ( Text )
5[886] Career placement records, ( Text )
DEVELOPMENT ( Text )
1[78] Donor (and prospective donor) information records ( Text )
2[283] Record of gifts and bequests to a college or the University, ( Text )
3[64] Alumni association or foundation file ( Text )
DISABLED STUDENTS ( Text )
1[79] Student file, ( Text )
2[80] Disabled student emergency evacuation plan ( Text )
3[81] Staff development materials ( Text )
DISASTER PREPAREDNESS ( Text )
1[135] Disaster preparedness or crisis relocation records ( Text )
2[136] Disaster response and damage files ( Text )
EDUCATIONAL OPPORTUNITY CENTER ( Text )
1[618] Program approvals ( Text )
2[619] Establishment records ( Text )
3[620] Annual or other summary statistical report ( Text )
4[621] Director's office files, ( Text )
5[622] Course informational program file ( Text )
6[623] Curriculum development records, ( Text )
7[624] Official copy of course listing ( Text )
8[625] Course outline ( Text )
9[626] Class record, ( Text )
10[627] Admissions data, ( Text )
11[628] Student folder ( Text )
12[629] Student's attendance record (register), ( Text )
13[630] Student request for counseling or assistance ( Text )
14[631] Termination record ( Text )
15[632] Student complaint records, ( Text )
16[633] Student disciplinary records ( Text )
17[634] List of students enrolled in specific course or program ( Text )
18[635] Class schedule, ( Text )
19[636] College preparation or other examination records ( Text )
20[637] Statistical compilation or reports of students provided counseling services ( Text )
21[638] Request for academic, attendance, or other information on disabled student ( Text )
22[639] Periodic (other than annual) fiscal reports submitted to the State University of New York (SUNY) ( Text )
23[640] Radiation use log, ( Text )
ELECTRONIC DATA PROCESSING ( Text )
General Administration ( Show Contents v | Text )
Systems and Application Development ( Show Contents v | Text )
Computer Operations and Technical Support ( Show Contents v | Text )
Data Administration ( Show Contents v | Text )
User/Office Automation Support ( Show Contents v | Text )
Network/Data Communication Services ( Show Contents v | Text )
Internet Services ( Show Contents v | Text )
ENVIRONMENTAL ( Text )
1[913] Hazardous waste generation records ( Text )
2[773] Building rehabilitation and reconstruction project files, ( Text )
3[774] Lead or copper content testing and remediation files, ( Text )
4[775] Pesticide (including herbicide, rodenticide, and disinfectant) application record, ( Text )
5[776] Inventory of pesticides ( Text )
6[777] Annual report of pesticides ( Text )
7[778] Application for business/agency pesticide registration, ( Text )
8[780] Permits and approvals ( Text )
9[781] Reports of pool or beach operation and inspection ( Text )
10[805] Hazardous materials records ( Text )
11[177] Approvals ( Text )
12[762] Records of occupational doses ( Text )
13[179] Radiation equipment testing and inspection records ( Text )
14[180] Records of disposal, theft, loss, or excessive release of radiation ( Text )
15[763] Radiation program safety records ( Text )
16[324] On-site safety inspection records, ( Text )
17[325] Toxic substance exposure records ( Text )
18[195] Natural resource inventory ( Text )
19[196] Environmental quality review records ( Text )
20[716] Flood control and beach erosion records ( Text )
EXECUTIVE, MANAGER, AND/OR ADMINISTRATOR ( Text )
1[119] Chancellor's or President's office files, ( Text )
2[198] Executive, manager, or administrator's office files, ( Text )
FINANCIAL AID ( Text )
1[84] Student financial aid records, ( Text )
2[887] Financial aid reports ( Text )
3[CU2] Student bankruptcy records, ( Text )
4[CU3] Student loan repayment records ( Text )
FISCAL ( Text )
General Accounting and Miscellaneous ( Show Contents v | Text )
Audit ( Show Contents v | Text )
Banking and Investment ( Show Contents v | Text )
Claims and Warrants ( Show Contents v | Text )
Reports ( Show Contents v | Text )
FOOD SERVICES ( Text )
1[893] Food management records ( Text )
2[894] Food inspection and investigation records, ( Text )
HEALTH SERVICES ( Text )
General ( Show Contents v | Text )
Fiscal ( Show Contents v | Text )
Facility and Patient Services ( Show Contents v | Text )
Patient Case Records and Related Materials ( Show Contents v | Text )
Laboratory ( Show Contents v | Text )
HOUSING ( Text )
1[102] Residency occupancy records, ( Text )
2[104] Off-campus rental records, ( Text )
INSTRUCTION ( Text )
1[105] Course listing ( Text )
2[106] Instructor's course syllabus or lesson plan ( Text )
3[107] Instructor's grade records, test scores, and marking sheets, ( Text )
4[108] List of students majoring in a field of study ( Text )
5[109] Class schedule, ( Text )
6[110] Examination questions, completed examination papers and answer sheets, and term papers ( Text )
7[888] Course or laboratory attendance records ( Text )
8[112] Records relating to tax-free use of alcohol ( Text )
9[113] Evaluations of course instructor, ( Text )
10[114] Radiation use log, ( Text )
11[115] Records of hypodermic syringes and needles ( Text )
INSURANCE ( Text )
1[246] Insurance (including self-insurance) case records, ( Text )
2[247] Workers' compensation case records ( Text )
3[248] Master summary record ( Text )
4[249] Insurance policy ( Text )
5[250] Workers' compensation and employer's liability insurance policy, ( Text )
6[251] Title insurance policy, ( Text )
7[252] Certificate of insurance ( Text )
8[253] Insurance appraisal and/or survey ( Text )
LIBRARY/LIBRARY SYSTEM ( Text )
1[255] Accession records ( Text )
2[256] Informational copies of records prepared by and received from public library system, ( Text )
3[257] Borrowing or loaning records, ( Text )
4[258] Catalog of holdings ( Text )
5[259] Individual title purchase requisition ( Text )
6[260] Records documenting selection of books ( Text )
7[261] Library material censorship and complaint records, ( Text )
8[262] Patron's registration ( Text )
LOBBYING ( Text )
1[738] Lobbying activity records, ( Text )
MUSEUM ( Text )
1[284] Exhibit file ( Text )
2[285] Collections records ( Text )
PAYROLL ( Text )
1[291] Payroll, ( Text )
2[292] Payroll or related report ( Text )
3[293] Payroll distribution breakdown record ( Text )
4[294] Summary record of employee's payroll changes ( Text )
5[295] Employee's time cards, sheets, or books ( Text )
6[296] Record of employee absences or accruals ( Text )
7[297] Employee request for and/or authorization given to employee to use or donate sick, vacation, personal, or other leave, or to work overtime ( Text )
8[298] Record of assignments, attachments, and garnishments of employee's salary ( Text )
9[299] Employee's voluntary payroll deduction request form ( Text )
10[300] Schedule or other notification from issuing bank ( Text )
11[301] Employee's personal earnings record ( Text )
12[302] Employee's declaration of intention to accept or reject Social Security ( Text )
13[303] Quarterly or other periodic report of wages paid ( Text )
14[304] Copy of federal determination of error in wage reports ( Text )
15[305] Payroll report ( Text )
16[306] Employer's copy of Annual Federal Tax Return (Form 940), Quarterly Federal Tax Return (Form 941E) and Continuation Sheets (Form 941a), Notice of Tax Return Due (Form TY 14), ( Text )
17[307] Employer's copy of U.S. Information Return for Calendar Year (Form 1099), Withholding Tax Statement (Form W-2), Transmittal of Wages and Tax Statements (Form W-3), ( Text )
18[308] Employee's Withholding Exemption Certificate (Form W-4), ( Text )
19[309] Employer's copy of New York State income tax records ( Text )
20[722] Direct deposit records, ( Text )
21[723] Employee's declaration of intention to decline membership or participation in retirement system or benefit plan, ( Text )
PERSONNEL/CIVIL SERVICE ( Text )
Personnel ( Show Contents v | Text )
Civil Service ( Show Contents v | Text )
PUBLIC ACCESS TO RECORDS ( Text )
1[349] Subject matter list ( Text )
2[350] Listing of officers or employees ( Text )
3[352] Freedom of Information records request file ( Text )
PUBLIC EMPLOYMENT AND TRAINING ( Text )
1[353] Employment and training program file ( Text )
2[354] Employment and training program individual participant file, ( Text )
3[355] Denied employment and training enrollment application ( Text )
PUBLIC PROPERTY AND EQUIPMENT ( Text )
1[412] Real property acquisition or sale file ( Text )
2[413] Master summary record ( Text )
3[414] Official copy of sale or auction list, and notice or advertisement of sale of real property ( Text )
4[415] Capital construction or public improvement project file, ( Text )
5[416] Official plans, maps, designs, sketches, architectural drawings, and photographs ( Text )
6[417] Draft or intermediary plans, maps, designs, sketches, or architectural drawings, ( Text )
7[769] Maintenance, testing, service, operational, and repair records ( Text )
8[770] Reports and studies relating to maintenance, testing, service, operation, and repairs ( Text )
9[418] Building or facility security records, ( Text )
10[419] Public facility use file, ( Text )
11[421] Property inventory ( Text )
12[422] Inventory of supplies ( Text )
13[423] Public property sale or discard records, except ( Text )
14[424] Maintenance, testing, service, operational, and repair records ( Text )
15[425] Specifications, warranty, and descriptive information ( Text )
16[426] Vehicle routing, scheduling, and usage records, ( Text )
17[427] Consumption and dispensing records ( Text )
18[428] Request for services or supplies, ( Text )
19[429] Federal Communications Commission (FCC) radio licensing records ( Text )
20[430] Petroleum bulk storage records ( Text )
21[783] Self-evaluation records ( Text )
22[784] Inspection reports, reviews, and audits ( Text )
23[785] Individual complaint records ( Text )
24[786] Master summary record of all complaints ( Text )
25[787] Videotape or other recording maintained for security purposes ( Text )
26[788] Records relating to protection of underground facilities, ( Text )
27[789] Records filed by contractor or subcontractor with a college or the University related to public works project, ( Text )
28[878] Energy consumption monitoring records ( Text )
PUBLIC SAFETY ( Text )
General ( Show Contents v | Text )
Emergency Medical Services ( Show Contents v | Text )
Fire Prevention ( Show Contents v | Text )
Law Enforcement: General ( Show Contents v | Text )
Law Enforcement: Firearms ( Show Contents v | Text )
Law Enforcement: Motor Vehicles ( Show Contents v | Text )
Law Enforcement: Miscellaneous ( Show Contents v | Text )
Law Enforcement: New York State Police Information Network (NYSPIN) and Related Records ( Show Contents v | Text )
PURCHASING ( Text )
1[496] Purchase order, purchase requisition, ( Text )
2[498] Purchasing file, ( Text )
3[499] Vendor file, ( Text )
4[500] Performance guarantee ( Text )
5[501] Invoice, ( Text )
6[502] Invoice register, ( Text )
7[504] List or abstract of purchase orders, claims, or contracts ( Text )
8[505] Standing order file, ( Text )
9[724] Chargeback records, ( Text )
10[905] Canceled bids file, ( Text )
11[282] Minority- and women-owned business files, ( Text )
12[733] Financial or political interest disclosure records ( Text )
STUDENTS ( Text )
1[121] Student academic records ( Text )
2[895] Non-credit and continuing education records ( Text )
3[896] Student information system ( Text )
4[122] Records of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and related legislation ( Text )
5[123] Proof of residence records ( Text )
6[124] College-related reports, studies, or data queries, ( Text )
7[125] Scholarship records ( Text )
8[897] Records of gifts and prizes (other than scholarships) awarded students ( Text )
9[898] Student degree and grade audit records, other than ( Text )
10[899] Student disciplinary records, ( Text )
11[117] Student complaint records, ( Text )
12[900] Recruitment records, other than ( Text )
13[901] Records relating to individual prospective students who do not apply for admission, ( Text )
14[71] Parental consent records ( Text )
15[73] Termination record ( Text )
16[902] Nursing education program eligible list of candidates ( Text )
17[889] Institutional information/reports ( Text )
18[890] Commencement records ( Text )
19[892] Student activity or organization records, ( Text )