NOTE: Records common to most offices are listed under the General section in this Schedule. In using this Schedule, you should first attempt to locate a specific item under a functional heading. If the record you are locating cannot be found under a functional heading, then proceed to this General section to search for a less specific item covering the record.

1[1] Official minutes and hearing proceedings of Board of Trustees or committee thereof, and minutes of official faculty or department committee meeting, including all records accepted as part of minutes

RETENTION: PERMANENT

2[2] Recording of voice conversations, including audio tape, videotape, stenotype, stenographer’s notebook, and verbatim minutes used to produce official minutes and hearing proceedings, report, or other record

a. Recording of public or other meeting of Board of Trustees or committee thereof, or official faculty or department committee meeting

RETENTION: 4 months after transcription and/or approval of minutes or proceedings

NOTE: Videotapes of public hearings and meetings that have been broadcast on public access television are covered by item no. 33 [581] in this section.

NOTE: Appraise these records for historical significance prior to disposition. Audio and videotapes of public hearings and meetings at which significant matters are discussed may have continuing value for historical or other research and should be retained permanently. Contact your Records Management Coordinator for additional advice on the long-term maintenance of these records.

b. Other recordings

RETENTION: 0 after no longer needed

3[3] Meeting files for meeting of Board of Trustees or committee thereof, or official faculty or department committee meeting, including agendas, background materials, and other records used at meetings

RETENTION: 1 year

NOTE: Appraise these records for continuing administrative or historical value prior to disposition. Agendas may have continuing administrative value and may be useful for accessing information in unindexed minutes and for indexing those minutes. Other records prepared for or used at meetings may have administrative or historical value for documenting issues discussed at the meetings and referenced in the minutes. See item no. 1 [1] in this section for records that are accepted as part of the minutes.

4[4] Legal opinion rendered by counsel of a college or the University

RETENTION: PERMANENT

5[5] Rule, regulation, resolution, or proclamation issued by a college or the University

RETENTION: PERMANENT

6[6] Legal agreement, including contract, lease, and release involving a college or the University

RETENTION: 6 years after expiration or termination, or 6 years after final payment under contract, whichever is longer

NOTE: This item does not apply to contracts (collective bargaining agreements) between a college or the University and a public employee labor organization. These contracts are covered by item no. 11 [321] in the Personnel/Civil Service section and must be retained permanently.

7[7] Signature card, or equivalent record, showing signature of individual legally authorized to sign specific transaction

RETENTION: 6 years after authorization expires or is withdrawn

8[8] Proof of publication or posting, legal notices, or certification thereof

a. Relating to bond or note issue or tax limit increase

RETENTION: 6 years after issue or increase disapproved or retired

b. Not relating to bond or note issue or tax limit increase

RETENTION: 6 years

9[9] Manual of procedures, policies, or standards

a. Involving major procedures, policies, or standards affecting college or University operations, critical functions, or issues of public visibility or concern

RETENTION: PERMANENT

b. Involving routine day-to-day procedures, policies, or standards pertaining to internal administration of a college or the University

RETENTION: 6 years after superseded or obsolete

10[10] Correspondence and supporting documentation maintained in a subject file (generated or received by a college or the University), except correspondence that is part of a case file or other record listed elsewhere in this Schedule

a. Documenting significant policy or decision-making or significant events, or dealing with legal precedents or significant legal issues

RETENTION: PERMANENT

NOTE: Significant correspondence is often maintained by the chief executive or administrative officer, and sometimes in subject file format (see item nos. 1 [119] and 2 [198] in the Executive, Manager, and/or Administrator section).

b. Containing routine legal, fiscal, or administrative information

RETENTION: 6 years

c. Of no fiscal, legal, or administrative value (including letters of transmittal, invitations, and cover letters)

RETENTION: 0 after no longer needed

11[11] Official copy of publication, including newsletter, press release, published report, bulletin, homepage or other website file, educational or informational program material, or catalog prepared by or for a college or the University

NOTE: Specific publications are listed in other places in this Schedule. Before using this item to determine the minimum legal retention for a publication, determine if that publication is covered by a more specific item.

a. Publications that contain significant information or substantial evidence of plans and directions for college or University activities, or publications where critical information is not contained in other publications or reports

RETENTION: PERMANENT

b. Publications where critical information is also contained in other publications or reports, publications that document routine activities, publications that contain only routine information, or publications (such as web pages) that facilitate access to college or University information on the Internet

RETENTION: 0 after no longer needed

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Colleges and the University should consider permanent retention of samples of publications covered by part “b”. Contact your Records Management Coordinator for additional advice in this area.

12[12] Special project or program files, including official copy of publications, videotapes, or informational literature prepared for public distribution, background materials, and supporting documentation

RETENTION: 6 years after project or program ends

NOTE: Examples of such projects or programs include orientation of students and staff; speakers’ bureaus and other community services; veterans, service members, and ROTC programs; and incubator programs, small business development services, and technical assistance/training to business and industry.

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. If special projects or programs deal with significant subjects, then certain documentation from these files, such as summary reports and resulting publications, should be retained permanently.

13[13] Grant program file

a. Application, proposal, narrative, evaluation, and annual report for grants that have been awarded

RETENTION: 6 years after renewal or close of grant

b. Background material, fiscal records, and supporting documentation for grants that have been awarded, and all records relating to grant applications that have been rejected

RETENTION: 6 years after renewal or close of grant or denial of application

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.

14[33] Complaint, petition, or request for service received by a college or the University

a. Summary record (such as log or register) of complaints, petitions, or requests

RETENTION: 6 years after disposition of all complaints, petitions, or requests listed

b. Complaints, petitions, or requests relating to other than routine college or University services or activities

RETENTION: 6 years after final disposition of complaint, petition, or request

c. Complaints, petitions, or requests relating to routine college or University services or activities

RETENTION: 1 year after final disposition of complaint, petition, or request

NOTE: Appraise these records for historical significance prior to disposition. Petitions by students or other members of the University community involving significant issues should be retained permanently.

NOTE: For additional fiscal items, see the Fiscal section in this Schedule.

15[15] Opinion survey records

a. Survey results, including official copy of survey form

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. Survey results and sample forms involving significant issues should be retained permanently.

b. Completed survey forms

RETENTION: 0 after survey results prepared

16[16] Repair, installation, maintenance, or similar record, including but not limited to request for service, work order, record of work done, and summary or log of service performed

RETENTION: 6 years

NOTE: For maintenance, testing, service, operational, and repair records for public equipment or vehicle, see item no. 14 [424] in the Public Property and Equipment section.

17[17] Internal investigation or non-fiscal audit records

a. Report and recommendation resulting from investigation

RETENTION: PERMANENT

b. Background materials and supporting documentation

RETENTION: 6 years

NOTE: Upon notification from the Office of the General Counsel, background materials and supporting documentation must be retained for a longer period of time.

NOTE: Fiscal audit records are covered by item nos. 22 [214], 23 [215], and 24 [216] in the Fiscal section. Investigations of personnel are covered by item no. 2 [311] in the Personnel/Civil Service section.

18[18] Internal information record, including but not limited to calendars of appointments, office and travel schedules, memoranda, routing slips, routine internal reports, reviews, and plans, used solely to disseminate information or for similar administrative purposes

RETENTION: 0 after no longer needed

19[19] Duplicate copy of record created for administrative convenience, except where retention is specified elsewhere in this Schedule

RETENTION: 0 after no longer needed

20[20] Log or schedule used for internal administrative purposes only

RETENTION: 0 after no longer needed

21[21] Mailing list used for billing or other administrative purposes

RETENTION: 0 after superseded or obsolete

22[22] Daily, weekly, monthly, quarterly, or other periodic internal or external report, summary, review, evaluation, log, list, statement, or statistics

RETENTION: 6 years

NOTE: For annual, special, or final report, summary, review, or evaluation, see item no. 23 [23] in this section. For routine internal reports and reviews, see item no. 18 [18] in this section.

23[23] Annual, special, or final report, summary, review, or evaluation

NOTE: Specific annual reports are listed in many places in this Schedule. Before using this item to determine the minimum legal retention for an annual report, determine that a report is not covered by a more specific item.

a. Reports containing substantial evidence of college or University policy, procedures, plans, or directions

RETENTION: PERMANENT

b. Reports where critical information is contained in other reports, reports that document internal management and housekeeping activities, or reports that contain only routine legal, fiscal, or administrative information

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.

24[24] Program plan (annual, special, or long-range)

RETENTION: PERMANENT

NOTE: Program plans of a routine nature covering internal activities are covered by item no. 18 [18] in this section. Program plans where significant information is duplicated in other records that are retained permanently are covered by item no. 19 [19] in this section.

25[25] List, index, or summary used for internal administrative convenience or for informational purposes

RETENTION: 0 after superseded or obsolete

26[26] Working document, such as draft, worksheet, or posting record, except worksheets containing fiscal information

RETENTION: 0 after no longer needed

27[27] Communication log recording each communication between caller and receiving unit

RETENTION: 1 year

NOTE: Item nos. 27 [27] and 28 [28] in this section do not apply to records found in the public safety area (see item no. 8 [432] in the Public Safety section).

28[28] Telephone call log, statement, or equivalent record

RETENTION: 1 year

29[29] Identification card (duplicate copy or record of issuance) issued to student or visitor

RETENTION: 0 after no longer valid

NOTE: This item does not apply to identification cards issued by a college or the University to its employees. For these, see item no. 7 [316] in the Personnel/Civil Service section.

30[30] Postal records, including returned registered or certified mail card or receipt and insurance receipt

a. Relating to legal notice or official notice to personnel

RETENTION: 3 years

b. Not relating to legal notice or official notice to personnel

RETENTION: 1 year

31[31] Accident report and related records

RETENTION: 3 years, or 0 after youngest person involved attains age 21, whichever is longer

32[32] Report of incident of theft, arson, vandalism, property damage, or similar occurrence

RETENTION: 6 years

NOTE: This item does not apply to records found in the public safety area (see item no. 11 [891] in the Public Safety section).

33[581] College or University public access television records

a. Videotape (or other information storage device) recording a college or University public access television program, where program is produced by the college or the University

i. Where program constitutes an important public meeting, significant event, or important subject, or documents college or University policy-making

RETENTION: PERMANENT

NOTE: In order to ensure the continued preservation and availability of videotapes, colleges and the University should consider using broadcast-quality tapes where possible. Those tapes should be periodically inspected and copied to newer tapes and formats. Contact your Records Management Coordinator for additional advice.

ii. Where program constitutes a routine meeting, event, or subject

RETENTION: 1 year

b. Videotape (or other information storage device) recording a college or University public access television program, where program is aired but not produced by the college or the University

RETENTION: 0 after no longer needed

c. Viewer guide or other periodic listing of programs

RETENTION: 1 year

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Colleges and the University may want to retain a sampling of these records on a monthly, seasonal, or other periodic basis.

d. Program files on college or University cable television programs

RETENTION: 6 years

34[582] Records covering photocopying and other reproduction of records, books, or other materials, including usage logs and individual copying requests

a. For materials subject to U.S. Copyright Law

RETENTION: 3 years

b. For materials not subject to U.S. Copyright Law

RETENTION: 0 after no longer needed

35[583] Copyright and trademark records for materials copyrighted and marks trademarked by a college or the University, including but not limited to copy of application, registration or renewal of copyright or trademark, and correspondence

RETENTION: PERMANENT

36[584] Employee training course information records, including but not limited to memoranda, flyers, catalogs, and other records related to specific training courses, such as information on course content, program registration, instructor, credits, hours, and roster of registrants

RETENTION: 0 after superseded or obsolete

NOTE: This item does not cover training in the Public Safety area (see item nos. 3 [435] and 14 [441] in the Public Safety section), or training in radiation program safety or dealing with toxic substances (see item nos. 15 [763] and 17 [325] in the Environmental section).

37[585] Employee training course registration processing records, including but not limited to employees’ application and enrollment records for courses, employee data forms, course applications, and supervisors’ and training officers’ authorizations or denials

a. Registration processing records for courses involving health and safety programs

RETENTION: 5 years after date of application to take course

NOTE: Colleges and the University must retain these records for a longer retention period if required by federal or state statute or regulations. Contact the University’s Environmental Health and Safety Office for additional advice.

b. Registration processing records for courses not involving health and safety programs

RETENTION: 3 years after date of application to take course

NOTE: This item does not cover records that need to be retained in an employee’s personnel file (see item no. 5 [314] in the Personnel/Civil Service section).

38[69] Special event file

a. Official copy of any program or promotional literature

RETENTION: PERMANENT

b. Background materials and supporting documentation

RETENTION: 6 years

39[736] Photographs or other visual media records created by a college or the University that are not part of an item listed elsewhere in this Schedule

RETENTION: 0 after no longer needed

NOTE: Appraise these records for historical significance prior to disposition. Some photographs and other visual media records may have continuing value for historical or other research and should be retained permanently. Contact your Records Management Coordinator for additional advice.

40[735] Miscellaneous non-government records received by a college or the University

RETENTION: 0 after no longer needed

NOTE: Appraise these records for historical significance prior to disposition. Records that document the history of the college or University community may have continuing value for historical or other research and should be retained permanently. These records may contain valuable information that supplements records created by the college or the University itself. Records not retained permanently may be offered to a local historical records repository. Contact your Records Management Coordinator for additional advice.

NOTE: Upon the receipt of these non-public records by a college or the University, the records become “College or University records”. Published materials received by a college or the University are not considered to be public records.