RECORDS RETENTION SUMMARY
Page 1
| Topic & Reference | Record Copy | Description | Retention | Responsible Party |
|---|---|---|---|---|
| Administrative Reports (A2) | Institutional Archives; Creating Units | Documents annual institutional activity, including reports prepared by the president, vice president, and deans. | Permanent for final reports; obsolete for others | Dean |
| Advisory Board Records (A4) | Institutional Archives; Colleges & Units | Advisory board minutes, agendas, reports, notes, and correspondence. | Permanent (core records); 3 years (others) | Dean |
| Association & Organization Advisory Boards (A8) | Colleges & Units | Documents participation in professional and educational associations. | 3 years | Dean; Departments |
| Awards Records (A10) | Institutional Archives; Administering Units | Selection and administration of awards, fellowships, and scholarships. | Permanent (key data); 1 year (others) | Dean; Departments |
Page 2
| Topic & Reference | Record Copy | Description | Retention | Responsible Party |
|---|---|---|---|---|
| General Correspondence (A16) | Units | Routine correspondence without significant institutional impact. | 5 years | Dean; Departments |
| Crisis or Disaster Records (A17) | Units | Records documenting disasters such as floods, fires, storms, riots. | 5 years | Dean; Departments |
| Daily Logs (A19) | Units | Day‑to‑day office activity logs and schedules. | 3 years | Dean; Departments |
Page 3
| Topic & Reference | Record Copy | Description | Retention | Responsible Party |
|---|---|---|---|---|
| Institutional Speeches and Statements (A26) | Institutional Archives; Executive Offices | Speeches and official statements tied to institutional business. | Permanent (final copies); 2 years (drafts) | Dean; Departments |
| Policies and Procedures Records (A33) | Creating Unit; Archives | Mission statements, guidelines, manuals and procedures. | 3 years active; Archives after expiration | Dean; Departments |
Personnel & Student Records (Selected)
| Topic | Record Copy | Description | Retention | Responsible Party |
|---|---|---|---|---|
| Academic & Unclassified Personnel Records | Colleges; Units | Faculty employment history, evaluations, contracts, personnel actions. | 3 years after separation | Dean; Business Affairs |
| Promotion, Tenure & Salary Records (G35) | Colleges | Faculty promotion and tenure dossiers. | 7 years after end of employment | Dean; Departments |
| Student Advising Records (K63) | Academic Advising Offices | Student academic progress and advising documentation. | 5 years after graduation or last enrollment | Academic Advisors |
Financial Records (Selected)
| Topic | Record Copy | Description | Retention | Responsible Party |
|---|---|---|---|---|
| Purchase Request Records (M1) | Business Services; Units | Purchasing supplies and services. | 5 years | Departments; Business Affairs |
| Travel Records (M23) | Business Office; Units | Travel authorizations, reimbursements, receipts. | 5 years | Departments; Business Affairs |
| Audit Reports (M43) | Units | Internal and external audit responses. | 5 years or two audits | Departments |