A
B
C
D
E
F
UPDATED: May 6, 2014
1
2
3
CATEGORY
4
Academic, student
SUB-­‐
CATEGORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
TYPE OF RECORD
OFFICIAL REPOSITORY
5
Academic ac;ons (dismissals, etc.)
5 years aEer last aFendance
imaged
6
Academic integrity viola;ons
Registrar
Execu;ve Vice President & Provost
permanent
paper
7
Student Assessments
Departmental office
permanent
8
9
Change of Registra;on Forms
Change of Grade forms
Registrar
Registrar
1 year aEer term
permanent
imaged
imaged
10
11
Change of Student ID number
Class lists, original
Registrar
Registrar
permanent
permanent
imaged
sis
12
13
Consent to release personally iden;fiable informa;on (Requests for non disclosure)
Registrar
Course offerings
Registrar
permanent
permanent
imaged
sis
14
Curriculum change authoriza;ons
Registrar
5 years aEer last aFendance
imaged
15
Student Requests
Registrar
permanent
sis
16
17
Disciplinary records, Code of Conduct Dean of Students
Enrollment verifica;ons
Registrar
7 years
1 year aEer verifica;on
A
B
C
D
E
F
TYPE OF RECORD
Student Requests
OFFICIAL REPOSITORY
Registrar
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
permanent
imaged
Grade sheets
Registra;on hold
Name changes
Student class schedules
Registrar
Registrar
Registrar
Registrar
permanent
un;l released
5 years aEer last aFendance
permanent
sis and imaged
sis
imaged
sis
24
25
26
27
Student Registra;on records
Mid-­‐term grade reports
Transcripts
Transcript requests
Registrar
Registrar
Registrar
Registrar
permanent
permanent
permanent
1 year
28
Transfer Credit evalua;ons
Admissions
permanent
sis
sis
sis
imaged
As part of student official transcript
29
30
Veterans Administra;on Cer;fica;ons Registrar
Student withdrawal
Registrar
3 years aEer last aFendance
2 years aEer last aFenance
paper
imaged
31
Records of non credit courses
Con;ntuing Educa;on
10 years
Degree, Grade, Enrollment and Racial/Ethnic Sta;s;cs
Schedule of Classes
Catalogs
Registrar
Registrar
Registrar
permanent
permanent
permanent
sis and imaged
sis
sis
Commencement Programs
Registrar
permanent
safe and sis
3 CATEGORY
18
19
20
21
22
23
SUB-­‐
CATEGORY
32
Academic, Publica;ons and 33 documents
34
35
36
37
38
A
3 CATEGORY
39 Admissions (not enrolled)
40
41
42 Admissions (enrolled)
43
44
45
46
47
48
49
50
51
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
Advanced Placement Records, Applica;ons for Admission or re-­‐
admission, relevant Office Office Office Correspondence of an Official Nature of an Official Nature of an Official Nature, Entrance Exam reports (ACT, etc.) Residency forms, LeFers of recommenda;on, transcripts (high school or other colleges)
Admissions
Data used to establish student's admission, enrollment status, and period of enrollment
Admissions
Advanced Placement Records, applica;ons for admission or readmission, relevant Office Office Office Correspondence of an Official Nature of an Official Nature of an Official Nature, Entrance Exam reports (ACT, etc.)
Admissions
Advanced Placement
Registrar
applica;on for readmission
Registrar
Residency change documents
Student waivers for Right of Access
Transcripts -­‐high school and other colleges
Interna;onal student forms (visa documenta;on, etc.)
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
1 year
3 years for TItle IV Purposes
4 years
permanent
5 years aEer last ac;on
remove advanced placement and readmission
In SIS
Registrar
Registrar
5 years from last aFendance
un;l revoked
imaged
paper
Registrar
permanent
evaluated and stored in sis
Interna;onal Programs
permanent
A
3 CATEGORY
52
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Advancement Division-­‐
See link for Founda;on guidelines
53 Alumni and Founda;on
54
55
56 Athle;cs -­‐ Administra;on
See hFp://www.uni-­‐founda;on.org/
Alumni records
Alumni Rela;ons
57
Athle;cs Administra;on
7 Years
58
Accoun;ng Records
Athle;cally Related Outside Income Reports
Athle;cs Administra;on
CY + 5 Years
59
Academic Progress Rate Informa;on
Athle;cs Compliance/Registrar
6 Years
60
61
62
63
64
65
66
67
68
69
70
71
Budget Materials
Business Records
Compliance Audits Materials
Compliance Educa;onal Sessions
Complimentary Admissions
Contracts -­‐ Apparel
Contracts -­‐ Game
Contracts -­‐ Game (Other)
Contracts -­‐ Personnel
Contracts -­‐ Shoe
Eligibility LeFers
Eligibility Reports
7 Years
7 Years
6 Years
6 Years
6 Years
10 years aEer expira;on of contract
10 years aEer expira;on of contract
10 years aEer expira;on of contract
Permanent
10 years aEer expira;on of contract
6 Years + current
6 Years + current
72
73
74
75
76
Equity in Athle;cs Disclosure Act (EADA) Survey
Expense Reports
Founda;on Payment Authoriza;ons
Game Sponsorship
Licensing Agreements
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Compliance
Athle;cs Compliance
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Compliance/Registrar
Athle;cs Compliance/Registrar
Financial Accoun;ng and Repor;ng Services/Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Athle;cs Administra;on
Permanent
10 Years
7 Years
7 Years
Life of Agreement Plus 3 Years
Life of Agreement Plus 3 Years
A
3 CATEGORY
77
78
79
B
SUB-­‐
CATEGORY
C
D
82
83
84
85
86
Personnel Files
87
88
89
90
Schedules
Self Reports
Sport Files
Squad Lists/Financial Aid Reports
Athle;cs Administra;on/Human Resource Services
Athle;cs Administra;on/Media Rela;ons
Athle;cs Compliance
Athle;cs Compliance
Athle;cs Compliance
91
Student-­‐Athlete Files
Athle;cs Compliance
Permanent
6 Years
6 Years
10 Years
6 Years aEer student leaves athle;c program
Athle;cs Compliance
10 Years
81
92
93
Student Athletic Advisory Committee
Minutes
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Life of AgreementPlus 3 Years
7 Years
7 Years
OFFICIAL REPOSITORY
Athle;cs Administra;on
HPELS/Athle;c Training
HPELS/Athle;c Training
Financial Accoun;ng and Repor;ng Services/Athle;cs NCAA Agreed-­‐Upon Procedures
Administra;on
Financial Accoun;ng and NCAA Online Submission of Financial Repor;ng Services/Athle;cs Informa;on
Administra;on
Office Correspondence of an Official Nature
Athle;cs Administra;on
Panther Scholarship Club Files
Athle;cs Administra;on
Par;cipa;on Reports
Athle;cs Compliance
Permission Forms
Athle;cs Compliance
80
TYPE OF RECORD
Marke;ng Rights Agreements
Medical Insurance Records
Medical Records
E
10 Years
10 Years
Permanent
7 Years
10 Years
6 Years
To Archives
Permanent
94 Budget
Budget books
Budget Office and University Archives
Permanent
95
Budget maintenance files
Budget Office
7 Years
To Archives
A
SUB-­‐
CATEGORY
C
D
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
96
97
TYPE OF RECORD
Comprehensive Annual Financial Report and Supplement
Salary Worksheets
OFFICIAL REPOSITORY
Financial Accoun;ng and Repor;ng Services
Budget Office
98
Self-­‐Support Budget Worksheets
Budget Office
7 Years
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
CY+ 6 years
CY+ 6 years
CY+3 years
103
104
105
106
107
108
109
110
111
Student Accounts Receivable Ledger
Cash Receipt Vouchers (CRV)
Emergency Loan Promissory Notes
Unpaid Emergency Loan Promissory Notes
1098T
FISAP/FISCOP Reports
Student Refund Registers
Perkins Loan Program Student Files
Perkins Loan Reconcilia;on
W-­‐9S Forms
Collec;on Agency Placement Records
Non-­‐Student AR Ledger
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Permanent
Permanent
3 years
CY+6 years
3 yrs aEer pd in full
3 years
5 years from date of filing w/IRS
CY+6 years
CY+6 years
112
Cash and Reconcilia;on Documenta;on (i.e. deposit summaries, cash counts, deposit logs, change and reimbursement fund recons, deposit logs, vault record of cash movement, transit slips, etc)
Office of Business Opera;ons
3
CATEGORY
B
Permanent
7 Years
Cashiering and Accounts 99 Receivable
100
101
102
CY+3 years
retained online in SIS
retained online in Ebiz
A
3
CATEGORY
Compliance and Equity 113 Management (OCEM)
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
116
Search records including ads, pos;ngs, and announcements of any kind; record of all job offers; and Compliance and Equity wriFen policies and procedures used. Management/Jobs@UNI system Three Years then shred
Interview notes, test results, and accommoda;ons provided
Hiring department
Three Years then shred
Compliance and Equity Affirma;ve Ac;on Plan
Management
CY+3 years
117
AAP Data and Data Analysis Records
118
Civil Rights complaints and seFlement Compliance and Equity agreements
Management
Permanent
119
OCEM related training records
Compliance and Equity Management
Permanent
114
115
120
121
122
123 Department of Residence
124
125
126
127
Compliance and Equity Management
Three Years then Shred
Federal and State Required Sta;s;cs Compliance and Equity and Reports
Management
Compliance & Equity Civil rights seFlements
Management
Varies per report based on federal/state requirements
Student Conduct
Student Conduct
Students of Concern
Professional Staff Selec;on
2002 -­‐ 2013; 7 years
2013 and beyond; 7 years
No limit set
3 Years
Housing/Star Rez system
Maxient
Housing
Housing
F
Permanent
A
3 CATEGORY
128
129
130
131
132
133
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
Student Staff Selec;on
Travel Authoriza;ons/payments
Housing Contract
Housing and Dining Contract Change Forms
Under 18 Parent/Guardian signature form for Housing and Dining Contract
Housing and Dining Contract Cancella;on
Over;me Equaliza;on charts
Safe Combina;on Log
Student Employee Data Cards
Billing for Campus Visitors Using Meal Plan Cards
Board of Regents Reports
Surveys
EBI Survey
Liquor License
Contracts
134
135
136
137
138
139
140
141
142
143
D
E
F
OFFICIAL REPOSITORY
Housing
Housing
Housing
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
3 Years
7 years
10 years
Residence
10 years
Residence
10 years
Residence
Rialto, Piazza, Fresh Beginnings, Catering-­‐Commons
MAU -­‐ Retail & Catering
Piazza
10 years
Dining
Residence
Residence
Residence
Residence
Residence
Summary online by year
Permanent
Permanent
Permanent
Through expira;on plus 2 years
Life of contract plus 10 years
2 years
No Copies are Kept on Hard Drive
7 years
Environmental Health and 144 Safety
145
Asbestos Training
Environmental Health and Safety 1 year past last date of employment
146
147
Asbestos tes;ng reports
Bloodborne Pathogens Training
Environmental Health and Safety 1 year from date of last report
Individual department
3 years
148
Fire Protec;on system records
Physical Plant
149
Fume hood tes;ng records
Environmental Health and Safety Update annually
3 years
A
3
CATEGORY
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
152
Hazardous waste disposal records and reports
Enivronmental Health and Safety 3 years
Illness Injury Reports
Public Safety
Medical records related to an exposure
Human Resource Services
30 years past last date of employment
153
Fire ex;nguisher training records
Environmental Health and Safety 1 year from date of last report
154
Fire safety training
Environmental Health and Safety 1 year from date of last report
155
Fire supression systems
Environmental Health and Safety 1 year from date of last report
156
Fire safety audits
Environmental Health and Safety 1 year from date of last report
157
Campus fire incidents
Environmental Health and Safety 1 year from date of last report
158
159
Open flame permits
Radia;on dose reports
Environmental Health and Safety 1 year from date of last report
160
Radia;on safety training records
Environmental Health and Safety 3 years
161
Radioac;ve materials license
Environmental Health and Safety Dura;on of Permit
162
Radioac;ve materials receiving and inventory records
Environmental Health and Safety 3 years
163
Stormwater records
Environmental Health and Safety Dura;on of Permit
164
Tier II Report (chemicals)
Environmental Health and Safety 3 years
150
151
F
A
SUB-­‐
CATEGORY
C
D
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
TYPE OF RECORD
OFFICIAL REPOSITORY
165
Radia;on surveys
Environmental Health and Safety 1 year from date of last report
166
Radia;on sewage disposal
Environmental Health and Safety 1 year from date of last report
167
Radia;on lab audits
Environmental Health and Safety 1 year from date of last report
168
Radia;on wipe tests
Environmental Health and Safety 1 year from date of last report
169
Radia;on equipment calibra;on
Environmental Health and Safety 1 year from date of last report
170
Power plant radia;on audits
Environmental Health and Safety 1 year from date of last report
171
Lead tes;ng results
Environmental Health and Safety 1 year from date of last report
172
Laboratory and Chemical audits
Environmental Health and Safety 1 year from date of last report
173
Laboratory and chemical training
Environmental Health and Safety 1 year from date of last report
174
Iowa One Call requests
Environmental Health and Safety 1 year from date of last report
175
Ergonomic Work sta;on evalua;ons
Environmental Health and Safety 1 year from date of last report
176
OSHA inspec;ons
Environmental Health and Safety 1 year from date of last report
177
OSHA compaints
Environmental Health and Safety 1 year from date of last report
178
Mold tes;ng reports
Environmental Health and Safety 1 year from date of last report
179
New employee safety orienta;on
Environmental Health and Safety 1 year from date of last report
3
CATEGORY
B
A
SUB-­‐
CATEGORY
C
D
E
OFFICIAL REPOSITORY
180
ForkliE driver training
Environmental Health and Safety 1 year from date of last report
181
Confined space loca;ons
Environmental Health and Safety 1 year from date of last report
182
183
184
Emergency shower inspec;ons
Environmental Health and Safety 1 year from date of last report
Environmental Health and Safety
1 year from date of last report
Environmental Health and Safety
1 year from date of last report
185
186
187
188
189
190
191
Global Harmoniza;on System training
First Aid/CPR/AED training
Supervisor accident inves;ga;ns
4-­‐Gas Meter Calibra;ons
University safety concerns
Crowd management training
Evacua;on chair loca;ons
Physical Plant Personal Protec;ve Equipment evalua;ons
Emergency Eye Wash inspec;ons
Environmental Health and Safety
Environmental Health and Safety
Environmental Health and Safety
Environmental Health and Safety
Environmental Health and Safety
Environmental Health and Safety
Environmental Health and Safety
1 year from date of last report
1 year from date of last report
1 year from date of last report
1 year from date of last report
1 year from date of last report
1 year from date of last report
1 year from date of last report
Environmental Health and Safety
Environmental Health and Safety
1 year from date of last report
1 year from date of last report
Aerial Photos
AIA Docments G804 and G704
Architectural Selec;on Informa;on
Asbestos Licenses, Copies of
Authoriza;on for Award of Construc;on Contract
Bid Documents-­‐Plans
Bid Tabula;ons
Building Repairs Reports
Capital Plan, Annual
Facili;es Planning
Facili;es Planning
Facili;es Planning
Facili;es Planning
Permanent
7 Years
7 Years
7 Years
Facili;es Planning
Facili;es Planning
Facili;es Planning
Facili;es Planning
Facili;es Planning
7 Years
7 Years
7 Years
5 Years
5 Years
192
193
194
195 Facili;es Planning
196
197
198
199
200
201
202
203
204
X-­‐Ray and scanning electron audits
Respiratory records
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
TYPE OF RECORD
3
CATEGORY
B
Training for MSDS move to SDS 2015
A
3 CATEGORY
205
B
SUB-­‐
CATEGORY
C
D
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
5 Years
221
TYPE OF RECORD
OFFICIAL REPOSITORY
Capital Plan, Five Year
Facili;es Planning
Cer;ficate of Substan;al Comple;on with Punch List
Facili;es Planning
Change Direc;ves
Facili;es Planning
Change Order Control Sheet
Facili;es Planning
Compressive Strength Test Reports
Facili;es Planning
Concrete Delivery Tickets
Facili;es Planning
Contractors Reports
Facili;es Planning
Construc;on Contracts, Addendums, and Change Orders
Facili;es Planning
Consultant Contracts and Amandments
Facili;es Planning
Consultant/Contractor Invoices/Requests for Payment
Facili;es Planning
Control Systems Drawings
Facili;es Planning
Construc;on Schedules
Facili;es Planning
Correspondence Concerning Problems on a Project
Facili;es Planning
Correspondence on a Project Not Concerning Problems
Facili;es Planning
Daily Reports
Facili;es Planning
Direct Material Charges
Facili;es Planning
Environmental Studies, Surveys, and Log Forms
Facili;es Planning
222
Es;mate and Summary Review
Facili;es Planning
7 Years
223
Facili;es Governance Report
Facili;es Planning
5 Years
224
Field Compac;on Reports
Facili;es Planning
7 Years
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
F
Permanent
Permanent
7 Years
7 Years
7 Years
7 Years
Permanent
Permanent
7 Years
Permanent
7 Years
Permanent
7 Years
7 Years
7 Years
Permanent
A
B
C
D
E
F
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
225
Final Reports
Facili;es Planning
Permanent
226
Furnishings and Equipment Schedule Facili;es Planning
7 Years
227
Inspec;ons, Daily
Facili;es Planning
7 Years
228
Insurance Cer;ficates
Facili;es Planning
7 Years
229
Invoice Sheets
Facili;es Planning
7 Years
230
Job Cost Printouts-­‐Not Final
Facili;es Planning
7 Years
231
Job Cost Printouts-­‐Final
Facili;es Planning
Permanent
232
Mechanics Liens, Waiver of
Mee;ng Minutes/Observa;on Reports
Facili;es Planning
7 Years
Facili;es Planning
7 Years
Moisture-­‐density Rela;onship Reports Facili;es Planning
Office Correspondence of an Official Nature
Facili;es Planning
7 Years
Facili;es Planning
Permanent
Facili;es Planning
7 Years
238
Pay Applica;ons and Vouchers, Final
Pay Applica;ons and Vouchers, Not Final Payments
Payment Vouchers, Final Payment only
Facili;es Planning
Permanent
239
Penetrometer Report
Facili;es Planning
7 Years
3
233
234
235
236
237
CATEGORY
SUB-­‐
CATEGORY
Permanent
A
SUB-­‐
CATEGORY
C
D
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
240
TYPE OF RECORD
OFFICIAL REPOSITORY
Performance Bonds, Consent of Surity Bond Company with Final Payment
Facili;es Planning
241
Power of AForney
Facili;es Planning
Permanent
242
Pre-­‐Bid Conference Minutes
Facili;es Planning
7 Years
243
"Preliminary" Versions of Documents Facili;es Planning
7 Years
244
Product Samples & SubmiFals
Facili;es Planning
7 Years
245
Project Bids
Facili;es Planning
7 Years
246
Project Budgets
Facili;es Planning
Permanent
247
Proposal Requests
Facili;es Planning
7 Years
248
Punch Lists, Final
Facili;es Planning
Permanent
249
Punch Lists, Preliminary
Facili;es Planning
7 Years
250
7 Years
251
Purchase Orders
Facili;es Planning
Record Documents (finalized version of the as-­‐built drawings)
Facili;es Planning
252
Requisi;ons
Facili;es Planning
7 Years
253
Semi-­‐Annual Capital Report
Facili;es Planning
5 Years
254
Shop Drawing TransmiFals
Facili;es Planning
7 Years
3
CATEGORY
B
7 Years
Permanent
A
3
CATEGORY
255
256
B
SUB-­‐
CATEGORY
C
D
E
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Shop Drawings with Log
Space Requirements and Space Rela;onship Diagrams
Facili;es Planning
Permanent
Facili;es Planning
7 Years
Permanent
259
Specifica;ons Manuals-­‐2 Copies
Facili;es Planning
Statement of Account, Project Related Accounts-­‐Final
Facili;es Planning
Statement of Account, Project Related-­‐
Not Final
Facili;es Planning
260
Status Reports, Monthly Progress
Facili;es Planning
7 Years
261
Subcontractor and Supplier Lists
Facili;es Planning
Permanent
262
Supplemental Instruc;ons
Facili;es Planning
Permanent
263
Travel Expenses/Vouchers
Facili;es Planning
7 Years
264
Voided Documents
Facili;es Planning
7 Years
267
Business Records
Athle;cs Facili;es Office
7 Years
268
Rental Agreements
Athle;cs Facili;es Office
7 Years
269
Rental Policy and Fee Schedule
Athle;cs Facili;es Office
Life of bond issues
257
258
F
Permanent
7 Years
265
266 Field House Enterprise
A
3
CATEGORY
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
E
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Financial Accoun;ng and Repor;ng Services
Permanent
270
Financial Accoun;ng and 271 Repor;ng
273
Abstracts, Property
Acts and Joint Resolu;ons (Session Laws) of the Iowa General Assembly
274
Actuarial Studies, OPEB
275
Actuarial Studies, Regents MVLP
276
277
Adjus;ng Journal Entries
Amor;za;on Schedules (bonds, master leases, and notes)
278
Appraisals, Property
279
Audit Reports, Alumni Associa;on
280
Audit Reports, Internal
272
281
282
283
284
F
Code Editor
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
UNI Founda;on Financial Services
Internal Audit
Financial Accoun;ng and Audit Reports, Revenue Bonds
Repor;ng Services
Financial Accoun;ng and Audit Reports, University
Repor;ng Services
UNI Founda;on Financial Audit Reports, UNI Founda;on
Services
Financial Accoun;ng and Bank Reconcilia;ons and Workpapers Repor;ng Services
40 Years
Permanent
5 Years
7 years
10 Years
Permanent
CY + 10 Years
CY + 10 Years
CY + 10 Years
Permanent
CY + 10 Years
5 years
A
SUB-­‐
CATEGORY
C
D
287
OFFICIAL REPOSITORY
Financial Accoun;ng and Bank Statements
Repor;ng Services
Banking Agreements and Custodial Financial Accoun;ng and Agreements
Repor;ng Services
Bond Transcripts including official statements, bond resolu;ons, tax Financial Accoun;ng and examp;on cer;ficates, bond ra;ngs, Repor;ng Services
288
Budget Books
289
Budgeted Expenditure Report
290
Budge;ng Income Report
291
Capital Project Payment Files
292
Cash Balance Detail Report
Cash Management and Investment Reports, Quarterly
3
285
286
293
294
295
296
297
298
299
CATEGORY
B
TYPE OF RECORD
Checks, Paid
Comprehensive Annual Financial Reports, State of Iowa
Comprehensive Annual Financial Report, UNI
Comprehensive Annual Financial Report, UNI, orkpapers
Con;nuing DW
isclosure Filings With Electronic Municipal Markets Access (EMMA)
Custodian Statements, Investments Held in Trust
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
5 years
Permanent
10 Years aEer paid off
Budget
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
30 Years
Auditor of State
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
10 Years
5 Years
5 Years
5 Years AEer Final Report
10 Years
10 Years
7 years
Permanent
10 Years
10 years aEer paid off
5 Years
A
3
300
301
302
303
304
305
306
307
308
309
310
311
312
313
314
CATEGORY
B
SUB-­‐
CATEGORY
C
D
TYPE OF RECORD
OFFICIAL REPOSITORY
Financial Accoun;ng and Daily Cash Planner
Repor;ng Services
Financial Accoun;ng and Deeds, Property
Repor;ng Services
Department of Management Reports, Financial Accoun;ng and monthly version
Repor;ng Services
Department of Management Reports, Financial Accoun;ng and year end version
Repor;ng Services
Financial Accoun;ng and Easements and Right of Way, Property Repor;ng Services
Financial Accoun;ng and Endowment Files
Repor;ng Services
Equity in Athle;cs Disclosure Act Financial Accoun;ng and (EADA) Survey
Repor;ng Services
Facili;es and Administra;ve Cost Rate Financial Accoun;ng and Agreements
Repor;ng Services
Facili;es and Administra;ve Cost Rate Financial Accoun;ng and Proposals and Working Papers
Repor;ng Services
Faculty Travel Reports, UF Contract Financial Accoun;ng and Requirement
Repor;ng Services
Financial Accoun;ng and Federal Funds-­‐Draw Reports
Repor;ng Services
Final Reports, Capital Projects
Facili;es Planning
General Informa;on for Bond Ra;ng Financial Accoun;ng and Agencies
Repor;ng Services
Financial Accoun;ng and General Ledger
Integrated Postsecondary Educa;on Repor;ng Services
Data System (IPEDS) survey and Financial Accoun;ng and workpapers
Repor;ng Services
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
2 Years
Permanent
5 Years
30 Years
Permanent
Permanent
CY + 10 Years
Permanent
10 Years
7 Years
7 years
10 years
10 Years
30 Years
10 Years
A
SUB-­‐
CATEGORY
C
D
327
Semi-­‐Annual Capital Report
Facili;es Planning
10 Years
328
Single Audit Report, State of Iowa
Auditor of State
10 Years
329
Special Inves;ga;ons-­‐Auditor of State Auditor of State
316
317
318
319
320
321
322
323
324
325
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
326
315
TYPE OF RECORD
E
OFFICIAL REPOSITORY
Financial Accoun;ng and Investment Records
Repor;ng Services
Financial Accoun;ng and Master Lease Financing Files
Repor;ng Services
Financial Accoun;ng and Motor Vehicle Titles
Repor;ng Services
NCAA Agreed-­‐Upon Procedures Financial Accoun;ng and Reports and Working Papers
Repor;ng Services
NCAA Revenues and Expenses Financial Accoun;ng and Repor;ng
Repor;ng Services
NSF Higher Educa;on Reserch and Financial Accoun;ng and Development Survey
Repor;ng Services
Office Correspondence of an Official Financial Accoun;ng and Nature
Repor;ng Services
Financial Accoun;ng and Paid Bonds and Coupons
Repor;ng Services
Financial Accoun;ng and Property Titles
Repor;ng Services
Financial Accoun;ng and Recharge Center Rate Proposals
Repor;ng Services
Reconcilia;on and Verifica;on of Financial Accoun;ng and Departmental Change Funds
Repor;ng Services
Regents Motor Vehicle Liability Pool Financial Accoun;ng and Financial Statements
Repor;ng Services
3
CATEGORY
B
11 Years
11 Years
Un;l sold or traded in
11 Years
11 Years
10 Years
Permanent
10 Years aEer paid off
Permanent
10 Years
3 Years
Permanent
Permanent
A
3
CATEGORY
330
331
332
333
334
335
336
337
B
SUB-­‐
CATEGORY
C
D
TYPE OF RECORD
OFFICIAL REPOSITORY
Financial Accoun;ng and State GAAP Package
Repor;ng Services
Financial Accoun;ng and State Salary Book
Repor;ng Services
Financial Accoun;ng and Statement of Account
Repor;ng Services
Financial Accoun;ng and Supplies Inventories
Repor;ng Services
Trust Department Statements-­‐Wright Financial Accoun;ng and Trust & Reten;on Bonuses
Repor;ng Services
Tui;on Replacement Invoices and Financial Accoun;ng and Work Papers
Repor;ng Services
Unclaimed Property Reports and Financial Accoun;ng and Workpapers
Repor;ng Services
Unrelated Buiness Income Tax Returns Financial Accoun;ng and 990-­‐T and Workpapers
Repor;ng Services
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
10 Years
30 Years
30 Years
10 Years
7 Years
10 Years
10 Years aEer filing
10 Years aEer filing
338
339 Financial Aid records
341
Title IV Par;cipa;on Documenta;on (ECAR, FISAP, Accredi;ng Approval)
Financial Aid
Student Eligibility Records (COA, SAP, documents used to verify applicant data)
Financial Aid
342
Documents used for Professional Judgement decisions
340
Financial Aid
F
3 Years
3 Years
3 Years
A
3
CATEGORY
343
344
345
346 Fixed Assets
347
348
349
350
351
352
353
B
SUB-­‐
CATEGORY
C
D
TYPE OF RECORD
OFFICIAL REPOSITORY
Fiscal Records -­‐ Records used to prepare the income grid on the FISAP Financial Aid
Student Loan records
Financial Aid
Equipment Transac;on Records
Inventory Records
Year-­‐End Work Papers
Sale of Equipment Fund Reconcilia;ons
Sales Tax
Off-­‐Campus Use Documenta;on
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
3 Years
3 Years
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
5 years aEer disposal
CY + 5 years
CY + 5 years
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
CY + 5 years
CY + 5 years
2 years aEer expira;on
Gallagher Bluedorn 354 Performing Arts Center
355
356
357
358
359
360
361 Governance
362
363
364
365
Ar;st contracts
GBPAC Business Office
Friends of GBPAC and Advisory Board minutes
GBPAC Business Office
Show posters
Framed in GBPAC
Season brochures
Ticket sales records
Supervisory and Confiden;al Council minutes
S&C Council Regents' Excellence award recipients
Regents Interins;tu;onal Supervisory Council minutes
S&C Council Cons;tu;on
F
GBPAC Box office
GBPAC Box office
10 years; then destroy
Permanent; send purged minutes to university archives
Re;red prints to archives
Permanent; send purged minutes to university archives
Permanent
President of Council
3 years; then forward to university archives
President of Council
3 years
President of Council
President of Council
3 years; then forward to archives
permanent
A
3
CATEGORY
366
367
368
369
370
371
372
B
SUB-­‐
CATEGORY
C
D
E
TYPE OF RECORD
Professional and Scien;fic Council minutes
Professional and Scien;fic Council agendas
Professional and Scien;fic Council Cons;tu;on
Professional and Scien;fic Council Policies and Procedures
Professional and Scien;fic Council commiFee notes
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Council website
permanent
Council website
permanent
Council website
permanent
Council website
CommiFee chairs
permanent
transferred as membership changes; no set ;me line
University Faculty Senate minutes
Faculty Senate Website
Permanent
373 Informa;on Technology
374
375
376
377
378
379
380
381
382
383
384 Ins;tu;onal documents
F
User Access Authoriza;on Forms for E-­‐
Business and UNI Time
ITS Informa;on Systems
User Access Authoriza;on Forms for Campus Solu;ons
ITS Informa;on Systems
User Access Forms for Oracle Business Intelligence (OBIEE)
ITS Informa;on Systems
Online Transa;on Authoriza;on
ITS Informa;on Systems
Disaster Recovery Plans
ITS Informa;on Systems
eLearning course records/ar;facts
Presenter Release Form
ITS Educa;onal Technology
ITS Educa;onal Technology
2 Years aEer employee leaves University
2 Years aEer employee leaves University
2 Years aEer employee leaves University
2 Years aEer employee leaves University
Permanent
Ac;ve courses-­‐-­‐2 years aEer end of current semester. Course level archive/backups-­‐-­‐5 years
Permanent
Have been scanned and are held electronically
A
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
385
Accredita;on reports
386
Board of Regents docket material
OFFICIAL REPOSITORY
Execu;ve Vice President & Provost
Vice President, Administra;on and Financial Services
387
388
Board of Regents mee;ng minutes
Con;nuity of Opera;ons Plans
Board of Regents Office
Each division head
3
CATEGORY
B
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Permanent; past copies to university archives
Minimum of 3 years; past copies to university archives
Per BOR guidelines
Keep current plan
389
390
391 Ins;tu;onal Research
392
393
394
395
396
397
398
399
400
Electronic files with mul;ple SSNs or ITS-­‐CIO's Office & Ins;tu;onal other sensi;ve data
Research
ITS-­‐CIO's Office & Ins;tu;onal Fact Book
Research
ITS-­‐CIO's Office & Ins;tu;onal Student Profile
Research
ITS-­‐CIO's Office & Ins;tu;onal Common Data Set
Research
ITS-­‐CIO's Office & Ins;tu;onal Report of the Registrar
Research
ITS-­‐CIO's Office & Ins;tu;onal UNI Strategic Plan
Research
ITS-­‐CIO's Office & Ins;tu;onal IPEDS Comple;ons
Research
ITS-­‐CIO's Office & Ins;tu;onal IPEDS Enrollment
Research
ITS-­‐CIO's Office & Ins;tu;onal IPEDS 12 Month Enrollment
Research
1 month
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Iden;ty Finder to run monthly; delete or quaran;ne files as needed
A
SUB-­‐
CATEGORY
C
E
IPEDS Finance
402
IPEDS Financial Aid
403
IPEDS Graduate Rate
404
IPEDS Graduate Rate 200
405
IPEDS Human Resource Services
406
IPEDS Ins;tu;onal Characteris;cs
407
Graduate Senior Survey
408
Graduate Program Survey
Federal & State Reports (copies)
ITS-­‐CIO's Office & Ins;tu;onal Research
Two years
Relevant department/program
10 years
University Counsel
Relevant department/program
Compliance & Equity Management
Human Resource Services
Permanent
3 years
Career Services
Permanent
Contracts/Agreements
Court orders, judgments, consent orders
Releases
413
414
Civil rights seFlements
Staff employment seFlements
415
416
Staff
417
Student Student employment grievance Employment seFlements
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
401
409
410
411
412 Legal
TYPE OF RECORD
D
OFFICIAL REPOSITORY
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
ITS-­‐CIO's Office & Ins;tu;onal Research
3
CATEGORY
B
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Reports are copies of the originals; original record holder is the official repository
A
3
CATEGORY
418
419
420 Maucker Union
B
C
SUB-­‐
CATEGORY
TYPE OF RECORD
Faculty
Faculty employment seFlements
421
422
Event contracts/agreements/suppor;ng forms
EMS event records
423
424
425
426
427
428
429
430
431
432
433
434
435
436
437
438
439
440
441
442
443 Medical (Health Center)
D
OFFICIAL REPOSITORY
Execu;ve Vice President & Provost Office
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Permanent
Permanent
Permanent
Door traffic counts
Employee files
Event Waivers
Budget ledger
Requisi;on/expenses
Event Diagrams
EMS chargebacks/journal entries
Cash receipt books
Building Manager Night Reports
Reserva;on requests
Locker Rental agreements
Cash verifica;on
e-­‐Business/EMS verifica;on report
Student employee ;mecard log
Evalua;on surveys
Administra;ve Office
Electronic, EMS system
Archived to network drive annually
Administra;ve Office
Adminstra;ve Office
Administra;ve Office
Administra;ve Office
Administra;ve Office, electronic
Adminstra;ve Office
Administra;ve Office
Adminstra;ve Office
Administra;ve Office, electronic
Administra;ve Office
Administra;ve Office
Administra;ve Office
Adminstra;ve Office
Administra;ve Office, electronic
Reserva;on Sta;s;cs
Reserva;on building counts
Equipment Inventory
Key requests/receipts
Travel Authoriza;on Forms
Administra;ve Office, electronic
Administra;ve Office, electronic
Administra;ve Office
Administra;ve Office
Student Involvement Center
permanent
permanent
Permanent
Permanent
3 years
7 years
7 years
3 years paper, 5 years electronic
7 years
5 years
7 years
1 month paper, 1 year electronic
10 years
10 years
6 months
2 years
Permanent
current year plus 5 years
2 years aEer key return
1 year
Official records/HR
OBO official holder
1994-­‐2001 paper, 2002 electronic
2000 paper, 2002 electronic
Official holder OBO
A
SUB-­‐
CATEGORY
C
D
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
TYPE OF RECORD
OFFICIAL REPOSITORY
444
Health Center Pa;ent Records
Health Center
445
Counseling Center Pa;ent Records
Counseling Center
7 years from the last date of service for each pa;ent
6 years from the last date of service for each pa;ent
447
Original Patents, trademarks and related work papers
Intellectual Property Officer
Permanent
BCS 128
448
Patent applica;ons
Intellectual Property Officer
Permanent
BCS 128
449
450
Licensing agreements (non athle;cs)
Disclosure forms
451
Royalty records
Intellectual Property Officer
Permanent
Intellectual Property Officer
Permanent
John Papajohn Entreprenuerieal Center; Client files
Permanent
BCS 128
BCS 128
Quarterly report on payments provided by Founda;on
452
453
Inven;on Assignment Forms
Intellectual Property Officer
Permanent
BCS 128
454 Payroll
455
456
I-­‐9 -­‐ student employees
Federal W-­‐4 Forms
State W-­‐4 Forms
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Later of 3 yrs aEer date of hire or 1 yr from end of employment
4 yrs aEer due date of taxes
4 yrs aEer due date of taxes
457
458
Authoriza;on for Direct Deposit
Timecards
Timecard Processing Guide & error reports
Student Biweekly Salary forms
W-­‐2 Forms -­‐ employer copy
8233 Form for treaty exemp;on
Office of Business Opera;ons
Office of Business Opera;ons
Un;l superceded or 2 years aEer termed
5 years aEer calendar year wages paid
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
5 years aEer calendar year wages paid
5 years aEer calendar year wages paid
7 yrs aEer due date
4 yrs aEer taxes exempted
3
CATEGORY
B
446 Patents and Trademarks
459
460
461
462
A
3 CATEGORY
463
464
465
466
467
468
469
470
471
472
473
474
475
476
477
478
479
480
481
482
483
484
485
486
487
B
SUB-­‐
CATEGORY
C
D
E
F
OFFICIAL REPOSITORY
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
Office of Business Opera;ons
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
4 yrs aEer taxes deducted/exempted
4 yrs aEer due date
4 yrs aEer due date
4 yrs aEer due date
5 yrs aEer calendar year wages paid
Career Services
Office of Business Opera;ons
Office of Business Opera;ons
7 years from termina;on date
2 years from last deduc;on
7 years from effec;ve date
Office of Business Opera;ons
2 years from last deduc;on
Payroll Gross to Net Summary Reports Office of Business Opera;ons
AFSCME Authoriza;on/Drop for Payroll Deduc;on Form
Office of Business Opera;ons
Cell Phone & Data Access Policy Allowance Form
Office of Business Opera;ons
Census Reports
Office of Business Opera;ons
Leave accrual records
Office of Business Opera;ons
Sick Leave Conversion Forms
Office of Business Opera;ons
Union Duty Reimbursement Billing Records
Office of Business Opera;ons
Pay Frequency Change Form
Office of Business Opera;ons
Misc Pay Adjustment Records (e.g PAF Office of Business Opera;ons
Annuity records (TIAA, IPERS, SRA)
Office of Business Opera;ons
Taxable Fringe Benefits records
Office of Business Opera;ons
RFPs-­‐ SRA, misc ded, invol ded (PR copies)
Office of Business Opera;ons
NACHA file for direct deposit pay
Office of Business Opera;ons
Rpt from bank for nacha bank account changes
Office of Business Opera;ons
Nacha reversal bank confirma;on
Office of Business Opera;ons
Stop Payment Authoriza;ons
Office of Business Opera;ons
7 years from effec;ve date
TYPE OF RECORD
W-­‐8 BEN
1042-­‐s Forms
941 Quarterly Tax Return
Iowa VSP Annual Tax Return
Quarterly Unemployment Reports
Student Employment)Approval Forms (SEAF)
Involuntary Deduc;on records
Employee Statement of Earnings
Authoriza;on for Misc Payroll Deduc;on
2 years from employment termina;on
5 years from last payment
Permanent, suppor;ng detail 10 yrs
5 yrs aEer calendar year wages paid
5 yrs aEer employment termina;on
5 years from effec;ve date
3 years from superceded or employment 5 years from effec;ve date of pay
permanent
7 years from effec;ve date
3 years from effec;ve date
7 years from effec;ve date
7 years from effec;ve date
7 years from confirma;on
7 years from stop payment
A
3
CATEGORY
B
SUB-­‐
CATEGORY
488
489 Personnel Records
490
Employees
491
Faculty
492
493
494
Staff
Faculty
495
496
497
498
499
500
501
502
503
504
Faculty
Faculty
Faculty
Faculty
Faculty
Faculty
Faculty
Faculty
Employees
Employees
505
Employees
506
507
Employees
Employees
508
509
510
511
512
Employees
Employees
Applicants
Applicants
Staff
513
Faculty
Staff
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
I-­‐9 Forms (faculty, staff, graduate assistants)
Human Resource Services
Personnel Files (including, background checks, PAFs, termina;ons, emeritus Human Resource Services
Personnel Files (including applica;on, background checks, resume, Human Resource Services
Faculty Grievances
Execu;ve Vice President & Staff Grievances
Personnel files, appointment leFers and forms
Appointment leFers and forms
Evalua;on File (includes student Actual publica;ons of faculty Approved Professional Development Approved internal grant applica;ons
Promo;on and Tenure documents
Board of Regents decision regarding Conflict of Interest in Employment
Injury and illness reports
Benefit Forms (health, dental, vision, flexible spending, claims, COBRA, etc.)
Re;rement (Early Re;rement Incen;ve Program, re;rement plans, Life Insurance
Leaves (FMLA, catastropic leaves, etc.)
Workers Compensaton
Veteran's Status for faculty/staff Background Checks for faculty/staff Staff search records
Academic search records including ads, pos;ngs, announcements of any Human Resource Services
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
One year from date of termina;on or 3 years from date of hire, whichever is Permanent
Permanent
Permanent
Permanent
College Dean's office
College Dean's office
Departmental or School Office
Departmental or School Office
Graduate College Office
Execu;ve Vice President & Execu;ve Vice President & Execu;ve Vice President & Human Resource Services
Risk Manager
Permanent
Permanent
Permanent
Un;l death of faculty member (including Un;l death of faculty member (including Un;l death of faculty member (including Permanent
Permanent
Permanent
Negligence/tort claim statute of Human Resource Services
Termina;on Date + 6 Years
Human Resource Services
Human Resource Services
Permanent
Permanent
Human Resource Services
Human Resource Services
Human Resource Services
Human Resource Services
Human Resource Services
Compliance and Equity Management
Permanent
Effec;ve Date + 30 Years
Effec;ve Date + 3 Years
Effec;ve Date + 3 Years
Effec;ve Date + 3 Years
Three Years; then shred
A
B
3 CATEGORY
514
515
516
517
SUB-­‐
CATEGORY
Employees
Staff
Employees
Staff
518
Faculty
519
520
521 Physical Plant
Employees
C
TYPE OF RECORD
Employee Handbooks/Manuals
PEC
Benefit Coverage Manuals
Staff employment seFlements
D
OFFICIAL REPOSITORY
Human Resource Services
Human Resource Services
Human Resource Services
Human Resource Services
Execu;ve Vice President & Execu;ve Vice President & Provost Office
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Permanent
Effec;ve Date + 5 Years
Permanent
Permanent
Faculty employment seFlements
Child abuse checks for childcare center employees, including student Director's Office; Child employees
Development Center
Permanent
522
Biology Preserves CommiFee
Physical Plant
Permanent
523
Building Drawings
Physical Plant
Permanent
524
Building Key Records
Physical Plant
Discard when employee leaves
525
Central Stores Inventory
Physical Plant
5 Years
526
527
528
529
530
Equipment Inventory
Facili;es Studies
Invoices, copies
Job es;mates
Job orders
Maintenance contracts and specifica;ons
Personnel files, departmental
Procurement Card Invoices
Purchase Orders
Requests for Payment
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant/FAMIS
Life of Equipment
Permanent
5 Years
7 Years
Permanent
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Palnt
5 Years
10 Years aEer employee departs
5 Years
5 Years
5 Years
531
532
533
534
535
F
5 years aEer end of employment
Originals in OBO
Originals in OBO
Originals in OBO
Originals in OBO
A
3 CATEGORY
536
537
538
539
540
541
542 Power Plant
543
544
545
546
547
548
549
550
551
552
553
554 President's Office
555
556
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
Safety and Health CommiFee
Specifica;ons Files
Statement of Account, departmental copies
Surplus Store sales records
Vehicle records
Cedar Falls Wastewater Biannual Compliance Reports
Environmental Protec;on Agency Pet Coke Consump;on Report
IDNR Annual Compliance Cer;fica;ons
IDNR Ash Beneficial Use Report
IDNR Emissions Inventory Ques;onnaire
IDNR Main Campus Repor;ng and Record Keeping Requirements
IDNR NPDES Monthly Opera;ng Report
IDNR Power Plant Repor;ng and Record Keeping Requirements
IDNR Quarterly Reports
IDNR Semi-­‐Annual Compliance Cer;fica;ons
D
E
F
OFFICIAL REPOSITORY
Physical Plant
Physical Plant
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Permanent
Permanent
Physical Plant
Physical Plant
Physical Palnt
5 Years
5 Years
Life of Vehicle
Power Plant
5 Years
Power Plant
5 Years
Power Plant
Power Plant
5 Years
5 years
Power Plant
5 Years
Power Plant
5 Years
Power Plant
5 Years
Power Plant
Power Plant
5 Years
5 Years
Power Plant
5 Years
American Associa;on of State Colleges and Universi;es material
President's Office
Office Correspondence of an Official Nature
President's Office
Permanent
Permanent
A
3
CATEGORY
557
558
559
560 Property
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
Iowa Coordina;ng Council for Post High School Educa;on
University Policies and Procedures
561
562
Abstracts, Property
Leases
563
Easements, rights of way,
564
Property ;tles
D
E
F
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
President's Office
President's Office
Permanent
Permanent; on UNI website
Financial Accoun;ng and Repor;ng Services
University Risk Manager
Financial Accoun;ng and Repor;ng Services
Financial Accoun;ng and Repor;ng Services
Permanent
Permanent
Permanent
Permanent
Public Safety/University 565 Police
566
567
568
Incident/accident reports
Crime reports
Clery reports
University Risk Manager
Public Safety
Public Safety
569
Property damage reports
Public Safety
570
Inves;ga;on materials
Public Safety
571
Evidence
Public Safety
572
Dispatch records
Public Safety
573
Surveillance video
Public Safety
Negligence/tort claim statute of limita;ons is 2 years; for wriFen contracts 10 years
Permanent
7 years
Permanent; if part of a police report
Kept un;l sentence is completed if accused is found guilty; or un;l "not guilty" verdict at trial, then destroyed
Kept un;l sentence is completed if accused is found guilty; or un;l "not guilty" verdict trial, then destroyed
Permanent on aht ard drive/server; Any audio pulled for a case is retained as evidence and handled 30 days or when video aoccordingly
verwrites when storage is full; Any video pulled for a cases is retained as evidence and A
SUB-­‐
CATEGORY
C
D
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
TYPE OF RECORD
OFFICIAL REPOSITORY
575 Publica;ons and informa;on
576
Admissions materials
577
Event promo;onal materials
Admissions
Permanent
Each sponsoring department or Send to University Archives when oganiza;on
disposing from department
578
579
580
Ins;tuional promo;onal materials
News releases
University Rela;ons
University Rela;ons
Permanent
Permanent
582
Request for payments and travel reimbursements
Office of Business Opera;ons
7 years
583
Invoices
Office of Business Opera;ons
7 years
584
585
586
Requests for proposals, contract bids Office of Business Opera;ons
Purchasing agreements
Office of Business Opera;ons
Stop Payment Authoriza;ons
Office of Business Opera;ons
10 years aEer expired
10 years aEer expired
7 years
587
Supplier Forms
Office of Business Opera;ons
Permanent
588
Student Supplier Forms
Office of Business Opera;ons
Permanent
589
Conflict of Interest Forms
Office of Business Opera;ons
7 years
590
1099's
Office of Business Opera;ons
7 years
3
CATEGORY
B
574
Purchasing and Accounts 581 Payable
A
B
C
D
E
F
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
591
Procard Applica;ons
Office of Business Opera;ons
7 years after terminated
592
Procard Changes
Office of Business Opera;ons
7 years after terminated
593
Procard Reconcilia;ons
Office of Business Opera;ons
7 years
599
Contracts
University Risk Manager
University Risk Manager
Held by individual department entering into contract
Held by individual department entering into contract
One year or dura;on of the project
Permanent
598
Cer;ficates of insurance
Insurance policies
Indemnifica;on agreements, hold harmless agreements
600
Leases
University Risk Manager
601
602
Incident/accident reports
University Risk Manager
Permanent
Negligence/tort claim statute of limita;ons is 2 years; for wriFen contracts 10 years
3
CATEGORY
SUB-­‐
CATEGORY
594
595 Risk Management
596
597
Research and Sponsored 603 Programs
Permanent
10 years
A
C
D
SUB-­‐
CATEGORY
604
TYPE OF RECORD
OFFICIAL REPOSITORY
Documents in this file set include: Award document and all amendments; Proposals of awarded projects; Programma;c Sponsord correspondence; PAF's involving the Award award; financial reports to sponsor, Agreement invoices to the sponsor (but not the and Financial original supporing expense Repor;ng documenta;on); and subaward file (if Research and Sponsored File
applicable)
Programs office
605
Conflict of Interest forms for awards Conflict of that required the form as standard Interest policy or awards with documented Statements conflicts
3
CATEGORY
B
Research and Sponsored Programs office
608
Financial Report
Cer;fica;on Report
Financial Report
609
Cost Transfers transac;on documenta;on for sponsored awards Journal Entry (labor distribu;on and non-­‐labor Research and Sponsored Records
distribu;on transac;ons)
Programs office
610
Board of Regents Sponsored Program Monthly Reports (Summary sheet, Research and Sponsored requested, awarded, and denied)
Programs office
606
607
Financial Report
Grants and Contracts Accoun;ng and Research and Sponsored Financial Summary reports
Programs office
Research and Sponsored Effort Cer;fica;on Reports
Programs office
Research and Sponsored Incen;ve Fund Alloca;on reports
Programs office
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
10 years from the date of last ac;vity unless sponsor specifies an alterna;ve reten;on dura;on
10 years from the date of last ac;vity unless sponsor specifies an alterna;ve reten;on dura;on
5 years
12 years (place holder reten;on as of 4/9/14, subject under review)
5 years
5 years
Permanant
A
3
CATEGORY
611
612
B
SUB-­‐
CATEGORY
Contracts
Ins;tu;onal Review Board (IRB) IRB Study Protocol Records
IRB mee;ng minutes and agendas
IRB Federal Registra;on documenta;on and Federal Wide Assurance Statements
IRB non-­‐compliance case documenta;on
614
615
Responsible Conduct of Research records
RCR Training Roster
620
621
622
623
624
625
TYPE OF RECORD
D
OFFICIAL REPOSITORY
Sponsor Master Agreement (general Research and Sponsored terms and condi;ons document)
Programs office
613
616
617
618
619 Student Employment
C
Legal
Research and Sponsored Programs office
Research and Sponsored Programs office
Research and Sponsored Programs office
Research and Sponsored Programs office
Research and Sponsored Programs office
State and Federal W4s
Office of Business Opera;ons
Direct deposit forms
Electronic Student Employment Approval Forms
Office of Business Opera;ons
Office of Business Opera;ons
I-­‐9s
Office of Business Opera;ons
General student employment files, i.e. evalua;ons, schedules, etc.
Departmental offices
Student employment grievance seFlements
Career Services
E
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
10 years from the date of last ac;vity unless sponsor specifies an alterna;ve reten;on dura;on
5 years from the date of last ac;vity
5 years
5 years
5 years from the date of last ac;vity
5 years
4 years aEer due date of taxes
Un;l superceded or two years aEer termed
7 years from termina;on date
Later of 3 years aEer date of hire or 1 year from end of employment
At department's discre;on
Permanent
A
3
CATEGORY
626 Student Organiza;ons
627
628
629
630
631
632
633
634
635
636
637
638
639
640
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
General documents
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Encouraged to contact university archives to dispose of past records
Each organiza;on
Archived to network drive FY Student Organiza;on Database List annually star;ng FY14
Permanent
Form will begin to be used in Fall Student Organiza;on Advisor of 2014. Forms will be kept in Agreement
Student Involvement Center.
Permanent
Student Organiza;on Registra;on Paper copy kept in Student Annual Renewal Forms
Involvement Center
Permanent
Electronic and paper copies kept in the Student Involvement Pepsi roduct requests
Center
two years, then shredded
Electronic and paper copies kept in the Student Involvement Northern Iowan ad requests
Center
two years, then shredded
Electronic and paper copies kept in the Student Involvement CopyWorks prin;ng requests
Center
two years, then shredded
Paper or electronic copies kept in the Student Involvement Student Organiza;on cons;tu;ons
Center
Permanent
Student Organiza;on mailbox, office, Paper copies kept in Student storage space applica;ons
Involvement Center
two years, then shredded
Event Waivers
With each organiza;on
3 years
Fraternity and Sorority Life
Fraternity & Sorority Life
Greek Membership Cards
NPC Membership Recruitment Acceptance Binding Agreement
Fraternity/Sorority Judicial Hearings
F
Student Involvement Center
10 years
Student Involvement Center
Student Involvement Center
3 years
5 years
A
3
CATEGORY
641
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
E
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Northern Iowa Student Government Northern Iowa Student Government
642
Organiza;on and Finance Applica;ons NISG Office, Library Archives
643
Opera;ons Records
NISG Office, Library Archives
644
Pepsi Fund
NISG Office, Library Archives
645
Con;ngency Fund
NISG Office, Library Archives
646
Senate Bills & Execu;ve Orders
NISG Office, Library Archives
647
Diversity MaFers
NISG Office, Library Archives
648
Student Service Fee Applica;ons
NISG Office, Library Archives
649
NISG Annual Budget Request Forms
NISG Office, Library Archives
650
Student Organiza;on Recogni;on
NISG Office, Library Archives
0-­‐3 years NISG office, 3+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
1 year NISG office, 1+ years Library Archieves
0-­‐2 years NISG office, 2+ years Library Archieves
Wellness
7 years; then shredded
Wellness
7 years; then shredded
Wellness
7 years; then shredded
Wellness and Recrea;on 651 Services
652
653
654
Confidential student files:
alcohol/other drug/tobacco notes,
letters, releases, etc.
Confidential student files: victim
services notes, letters, releases, etc.
Confidential student files: eating
disorder notes, letters, releases, etc.
F
A
3
655
656
657
658
659
660
661
662
663
664
665
666
CATEGORY
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
Confidential client files: massage
therapy intake forms, notes
Student Health 101
contract/agreement (College Health
Services LLC)
Alcohol Edu contract/agreement
(Everfi)
Echeckup To Go contract/agreement
(San Diego State University)
Empathy Belly program release form
Program Registration forms and
charges
Student Employment Applications
Student Employment History Cards,
employment reports
Outdoor trip registration and waiver
forms (paper)
Personal Training liability waivers,
medical history and pre-training
information (paper)
Sport Club liability waivers, handbook
confirmation and volunteer template
(paper)
Sport Club team rosters, officer
updates, competition/facility
schedules, activity/contest approvals,
travel itineraries/roster, practice space
requests, vehicle requests, post event
information,
expenditures/reimbursements, funding
requests and community service
documentation. (stored electronically
on Google Docs)
D
E
F
OFFICIAL REPOSITORY
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Wellness
7 years; then shredded
Wellness
7 years
electronic file
Wellness
7 years
electronic file
Wellness
Wellness
7 years
7 years; then shredded
electronic file
WRS Administration
WRS Administration
WRS Admin Student
Employment
7 years; then shredded
1 year; shredded each April 1st
student's active employment plus 3
years; then shredded
Program Coordinator
3 years; then shredded
Program Coordinator
7 years; then shredded
Program Coordinator
7 years; then shredded
Program Coordinator
5 years; then cleaned from Google Docs
location
A
3
CATEGORY
B
SUB-­‐
CATEGORY
C
TYPE OF RECORD
D
OFFICIAL REPOSITORY
Program Coordinator
12 years; then cleaned from website
Program Coordinator
3 years;then cleaned from website
one semester;forms for those who have
graduated are shredded at the end of
each semester
668
669
Welcome Desk Patron Needs Forms
670
672
Instructional Fitness registration forms WRS Office Staff
Aquatic swim lesson, Master club and
certification registrations (paper)
WRS Office Staff
Aquatic student staff
immunization/shot records
Program Coordinator
673
Swim lesson registration (electronic)
671
F
DURATION: Beyond the date iden>fied -­‐any record or document that may have historical or enduring value should be reviewd by University Archives prior to any destruc>on.
ADDITIONAL COMMENTS
Youth Programming registration,
medical information and waivers electronic via myonlinecamps.com
website
Intramural Sports registration electronic via IM leagues website
667
E
WRS Office Staff
Program Coordinator
7 years; then shredded
7 years; then shredded
30 years; then shredded
7 years; then cleaned and deleted from
computer