CENTRAL MICHIGAN UNIVERSITY
RECORD RETENTION SCHEDULE
REVISED: M A Y 9 , 2 0 1 3
Last Updated: 5 /9/13
A
Academic Advising and Assistance ........................................................................................................................................ 36
Academic Affairs ..................................................................................................................................................................... 15
Academic Assistance Programs ............................................................................................................................................. 36
Academic Departments-General Records .............................................................................................................................. 14
Academic Space & Remodeling ............................................................................................................................................. 15
Accounting Services ............................................................................................................................................................... 53
Admissions ............................................................................................................................................................................. 37
Affirmative Action ...........................................................................................See Office of Civil Rights and Institutional Equity
Art Department ....................................................................................................................................................................... 18
Athletics .................................................................................................................................................................................. 11
B
Benefits.................................................................................................................................................. See Human Resources
Board Of Trustees .................................................................................................................................................................. 10
Bookstore........................................................................................................................... See Residence & Auxiliary Services
Business Administration .................................................................................................... See Dean's Office-General Records
Business Administration, College of ....................................................................................................................................... 18
C
Campus ID Office .................................................................................................................................................................... 54
Career Services ....................................................................................................................................................................... 37
Carls Center for Clinical Care and Education ......................................................................................................................... 28
Center For Applied Research And Rural Studies (CARRS)................................................................................................... 69
Center For Leisure Services ................................................................................................................................................... 22
Central Health Improvement Program .................................................................................................................................... 51
Charter Schools ...................................................................................................................................................................... 19
Chemistry................................................................................................................................................................................ 32
Chief Financial Officer ............................................................................................... See Finance and Administrative Services
Clarke Historical Library.......................................................................................................................................................... 33
CM LIFE.............................................................................................................................................. See Student Publications
Communication and Dramatic Arts .................................................................................... See Dean's Office-General Records
Communication and Fine Arts, College of .............................................................................................................................. 18
Communication Disorders .............................................................................See Carls Center for Clinical Care and Education
Computer Software Records..................................................................................................................................................... 6
Controller, Office of ................................................................................................................................................................. 53
Counseling Center .................................................................................................................................................................. 38
D
Dean Of Students, Office of .................................................................................................................................................... 36
Dean's Office-CBA.......................................................................................................See Business Administration, College of
Dean's Office-EHS...........................................................................................See Education and Human Services, College of
Dean's Office-Health Professions ........................................................................................ See Health Professions, College of
Dean's Offices General Records ............................................................................................................................................ 13
Dean's Office-Science & Technology .........................................................................See Science and Technology, College of
1
Departmental Records .............................................................................................................................................................. 6
Development And Alumni Relations ....................................................................................................................................... 47
Documents of Historical Significance........................................................................................................................................ 6
E
Education And Human Services ........................................................................................ See Dean's Office-General Records
Education And Human Services, College Of .......................................................................................................................... 19
EHS Center For Student Services .......................................................................................................................................... 21
Employee Relations and Training .......................................................................................................... See Human Resources
Employment Services…………….......................................................................................................... See Human Resources
Environmental & Safety Services............................................................................................................................................ 63
Equipment Inventory .......................................................................................................................................... See Purchasing
Extended Learning, College of..........................................................................................See Professional Education Services
F
Facilities Management ............................................................................................................................................................ 49
Faculty Personnel Files ............................................................................................................See Faculty Personnel Services
Faculty Personnel Services .................................................................................................................................................... 15
Finance And Administrative Services ..................................................................................................................................... 49
Financial Planning & Budgets ................................................................................................................................................. 49
Fiscal Records .......................................................................................................................................................................... 6
G
General Correspondence ......................................................................................................................................................... 7
General Counsel ..................................................................................................................................................................... 50
General Policies........................................................................................................................................................................ 5
Governmental Relations And Public Affairs ............................................................................................................................ 68
Graduate Studies, College of.................................................................................................................................................. 24
Grant Records .......................................................................................................................................................................... 7
H
The Herbert H. and Gace A. Dow College of Health Professions ...................................... See Dean's Office-General Records
The Herbert H. and Grace A. Dow College of Health Professions.......................................................................................... 28
Honors Program ..................................................................................................................................................................... 17
Human Resources .................................................................................................................................................................. 50
Humanities And Social & Behavioral Sciences .................................................................. See Dean's Office-General Records
Humanities And Social & Behavioral Sciences, College of..................................................................................................... 31
I
Information Technology, Office of ........................................................................................................................................... 44
Institutional Diversity, Office for .............................................................................................................................................. 46
Instructional Materials Center ................................................................................................................................................. 22
Internal Audit........................................................................................................................................................................... 11
International Affairs, Office of.................................................................................................................................................. 46
L
Leadership Institute ................................................................................................................................................................ 39
Libraries .................................................................................................................................................................................. 32
2
M
Mailroom ............................................................................................................................................................ See Purchasing
Meeting Minutes ....................................................................................................................................................................... 8
Michigan Historical Review ..................................................................................................................................................... 35
Minority Student Services ....................................................................................................................................................... 46
Museum Of Cultural & Natural History .................................................................................................................................... 31
MSA Degree Program.............................................................................................................See Graduate Studies, College of
O
Office of Civil Rights and Institutional Equity ……..……………………………………………………………………………….… 11
Office of Research & Sponsored Programs ........................................................................................................................... 20
Office of Study Abroad………………………………………………………………………………………………………………… 47
OSHA/MIOSHA and Other Regulatory Agencies ..................................................................................................................... 8
P
Payable Accounting ................................................................................................................................................................ 54
Payroll Accounting .................................................................................................................................................................. 55
Personnel Records ................................................................................................................................................................... 8
Police ...................................................................................................................................................................................... 56
President’s Office ..................................................................................................................................................................10
Printing Services ................................................................................................................ See Residence & Auxiliary Services
ProfEd..................................................................................................................................................................................... 22
ProfEd - Academic Affairs....................................................................................................................................................... 22
ProfEd - Center Services ........................................................................................................................................................ 23
ProfEd - Financial Services .................................................................................................................................................... 24
Provost...................................................................................................................................................... See Academic Affairs
Psychology ............................................................................................................................................................................. 32
Public Relations & Marketing .................................................................................................................................................. 12
Purchasing.............................................................................................................................................................................. 57
R
Recreation, Parks & Leisure Services .................................................................................................................................... 22
Registrar ................................................................................................................................................................................. 39
Registration and Enrollment Records ....................................................................................................................................... 9
Residence & Auxiliary Services .............................................................................................................................................. 60
Residence Life ................................................................................................................... See Residence & Auxiliary Services
Retention Period ....................................................................................................................................................................... 5
Risk Management .................................................................................................................................................................. 62
S
SAP......................................................................................................................................................................................... 64
Scholarships & Financial Aid .................................................................................................................................................. 42
School Of Accounting ............................................................................................................................................................. 18
Science And Technology ................................................................................................... See Dean's Office-General Records
Science And Technology, College of ...................................................................................................................................... 32
Student Account Services and University Billing ………………………………………………………………………………… …. 59
Student Disability Services ..................................................................................................................................................... 43
Student Employment .............................................................................................................................................................. 53
Student Life............................................................................................................................................................................. 43
Student Ombuds Officer ......................................................................................................................................................... 12
Student Publications ............................................................................................................................................................... 47
3
T
Telecommunications .......................................................................................................................See Information Technology
Ticket Central ……………………………………………………………………………………………………………………………68
Travel and Employee Reimbursements ................................................................................................. See Payroll Accounting
U
Undergraduate Academic Services ...................................................................................................................... See Registrar
University Center ............................................................................................................... See Residence & Auxiliary Services
University Events .................................................................................................................................................................... 64
University Health Services ...................................................................................................................................................... 65
University Records.................................................................................................................................................................... 5
University Recreation/SAC ..................................................................................................................................................... 67
University Stores................................................................................................................................................ See Purchasing
V
Veterans Program............................................................................................................... See Scholarships and Financial Aid
Volunteer Center..................................................................................................................................................................... 44
W
Worker's Compensation.......................................................................................................................................................... 51
4
RECORD RETENTION SCHEDULE
Revised May 9, 2013
GENERAL POLICIES
This schedule is the university's official record retention schedule. The purpose of the
centralized schedule is to provide a mechanism to help ensure the university is maintaining
necessary records for an appropriate length of time. This schedule includes a section for each
division within the university.
COMMON DOCUMENTS FOR MANY DEPARTMENTS
Documents that are common to many university departments and offices have been
removed from the listing of records for individual departments and included in the General
Policies section of this schedule.
COMMON DOCUMENTS FOR DEAN’S OFFICES & ACADEMIC DEPARTMENTS
Documents that are common for a dean’s office and an academic department have been
removed from the listing of records for individual departments and included in the Office of the
Dean (general records) and academic departments (general records) section of this schedule.
However, some academic departments have specific records that only pertain to those
departments. Specific listings for these departments are included in this schedule.
University Records
For the purposes of these policies and schedule, university records are defined as all
records, regardless of their form, prepared, owned, used, retained by, or in the possession of an
individual in the performance of an official function of the university.
Records Included in this Schedule
Records included in this record retention schedule should be original, unique or of
continuing importance to the university. They should have legal, fiscal, administrative, or
historical purpose.
Retention Period
The retention period should be the length of time that the record is useful or required to be
kept by an external source, such as a law or an accreditation agency.
5
For documents listed in this schedule, there may be instances where departments are
required to keep a document longer. There may also be instances where departments may elect
to keep a document longer. This is a decision for the departments. However, space
requirements and costs should be considered.
If any record is related to an unresolved complaint or dispute involving the university, that
record should not be discarded or destroyed regardless of the provisions of this record retention
schedule. Questions about whether a dispute has been resolved should be directed to the Office
of the General Counsel.
Computer Software Records
Computer software records include license agreements, manuals, diskettes, CD’s, and
other documentation received with the computer software. These records should be kept by the
department for the life of the software.
Departmental Records
Departments have records that do not meet the criteria to be included on this record
retention schedule, however, they are necessary for departmental operations. For such records,
the department should retain them for as long as they are useful to departmental operations (e.g.
clinical records, contracts, alumni lists, publications, monthly reconciliation reports).
Documents of Historical Significance
Many departments maintain documents that have historical value to the university. The
university has interest in keeping such documents in the archives. If a department has
documents that have potential historical value and you have questions about their retention,
contact the Clarke Historical Library.
Fiscal Records
Fiscal records are those records that directly pertain to carrying out the business affairs of
the university.
Examples of these records are: SAP accounting reports and all supporting
documents, financial reports, payroll documents, invoice vouchers, paid invoices, etc.
The Finance and Administrative Services Division departments maintain most of the basic
business documents of the university.
Some documents, such as departmental credit card
charges, time cards and time and attendance sheets with original signatures should be kept in
individual departments. Each university department is responsible for maintaining documents
supporting purchases on a departmental credit card for three years (if applicable). The Payroll
6
office maintains payroll records, except original time cards and time and attendance sheets that
contain employee signatures. These documents should be kept by the department for four years.
The basic university business documents maintained by the Finance and Administrative
Services Division departments include, but are not limited to, invoice vouchers, employee
reimbursement vouchers, purchase orders, insurance documentation, budget documentation and
accounting reports. These documents are included in the attached schedule under the
appropriate Finance and Administrative Services Division department.
Departmental copies of fiscal records maintained by the Finance and Administrative
Services Division departments should be retained for the greater of two years plus the current
fiscal year or as long as useful to departmental operations.
Originals of fiscal records not submitted to the Finance and Administrative Services
Division departments should be included in the record retention schedule with the appropriate
retention period under the department responsible for maintaining them.
General Correspondence
Departments have general correspondence. Unfortunately, it is difficult to assess each
department’s general correspondence files. Each department should retain general
correspondence for as long as it is useful to departmental operations or is of continuing
importance to the university. If the records have retention requirements due to external sources,
the records should be kept accordingly.
Grant Records
Grant records are those records directly pertaining to applying for and/or receiving external
or in-house grants.
They include award letters, copies of proposals, copies of agreed upon
budgets, reports, etc.
The Office of Research and Sponsored Programs is responsible for maintaining official
university records. See the Office of Research and Sponsored Programs’ retention schedule for
specific documents.
The official financial records are kept by Accounting Services.
Some
departments may have grant records that the Office of Research and Sponsored Programs does
not. In this case, the department should ensure that any official record, other than records of
expenditures, are transferred to the Office of Research and Sponsored Programs.
Other
documents should be kept for the appropriate retention period usually determined by the funding
source.
Departmental copies of documents kept by the Office of Research and Sponsored
Programs should be retained for as long as they are useful to departmental operations.
7
Meeting Minutes
Many departments are responsible for maintaining meeting minutes such as council
minutes, departmental or university committee minutes, and other departmental meeting minutes.
The department that stores the original minutes is responsible for maintaining the official
university copy. Minutes provide a record of past decisions and how the decision was made.
Therefore, the original copy of the minutes should be kept permanently. Duplicate departmental
copies of minutes should be retained as long as useful to the department.
OSHA/MIOSHA and Other Regulatory Agencies
Written plans required by OSHA/MIOSHA and any other regulatory agency must be kept
permanently or in accordance with the regulatory agency guidelines. Topics of written plans
include, but are not limited to, material safety data sheets (MSDS), blood borne pathogens,
hazard communication and evacuation plans.
Personnel Records
Personnel records are those records that pertain to the employment of an individual by the
university.
Examples of these documents include:
applications, resumes, vitae, Personnel
Transaction forms (P-3), appointment letters, evaluations, and miscellaneous forms. Employees
have the right to review their personnel file and some items placed in the personnel file may be
subject to release under the Freedom of Information Act.
FACULTY:
Faculty Personnel Services, deans’ offices and academic departments
maintain personnel files for faculty, temporary faculty and graduate assistants. The files may
include teaching contracts, vitae, tenure documentation, promotion documentation,
reappointment documentation, disciplinary documentation, miscellaneous records, letters of
recommendation, etc. Original university documents should be transferred from the departmental
and dean office personnel files to Faculty Personnel Services after the employee separates from
the university. However, for temporary faculty, the files should not be transferred until three years
after the last assignment. Faculty Personnel Services will be responsible for maintaining the
official university personnel records after separation. See Faculty Personnel Services section for
further information. If you have additional questions regarding personnel documents, contact
Faculty Personnel Services.
STAFF: Employment S e r v i c e s /HR and many departments maintain personnel files for
staff employees. Employment Service’s files may include employment applications, Personnel
Transactions forms (P-3), compensation letters, evaluations, disciplinary documentation, letters of
recommendation, miscellaneous records, etc.
Upon termination or change of employment
assignment, the departmental file should be forwarded to Employment Services/HR to be
consolidated with the official personnel file. See Human Resources section for further
information. If you have additional questions regarding personnel documents, contact
Employment Services/HR.
8
STUDENT: Student Employment Services and many departments maintain personnel
files for student employees. However, Student Employment Services' file is considered the
official university personnel file. Student Employment Services' files may include documents
such as job referral slips, payroll withholding documentation, evaluations, letters of
recommendation and disciplinary documentation.
For those departments that keep student
personnel files, original personnel documents such as evaluations and disciplinary documentation
should be transferred from the departmental file to the Student Employment Services' file. See
Student Employment section for further information. If you have additional questions regarding
original personnel documents, contact Student Employment Services.
Registration and Enrollment Records
Registration and enrollment records are those records that directly pertain to carrying out
the academic registration and enrollment process for students. Examples of these records are:
enrollment printouts, grade distributions, class lists, course offering guides, and course
scheduling information and registration materials.
The Registrar's Office maintains the basic registration and enrollment records of the
university; however, many departments may also maintain copies.
Departmental copies of
registration and enrollment records that are maintained by the Registrar's Office should be
retained for the greater of two years plus the current fiscal year or as long as useful to
departmental operations.
9
BOARD OF TRUSTEES
SECRETARY – BOARD OF
TRUSTEES
Minutes of meetings, backup materials, official
correspondence.
Permanent
OFFICE OF THE PRESIDENT
PRESIDENT’S OFFICE
President’s Files (President’s preference to archive files
at Clarke Historical Library – open/close)
5 years
or term of President
Commencement
5 years
University Archives
Committee Reports
10 years
University Archives
Departments and Schools
Correspondence, reports, memoranda, and other
related materials specifically pertaining to university
operations.
10 years
University Archives
General Information Files
The general information files contain a wide range of
materials pertinent to the operation and interest of the
President’s office. Retention values for each of the subject
folders within the file range from three years to
permanent. Terminal records are discarded and others
having continuing importance are eventually transferred
to the Clarke Historical Library or other appropriate
functional areas. Because over 500 subject titles are
included in the special files, they are not individually
listed in this schedule.
3 years minimum
Institutional Memberships
10 years
Retirees
Permanent
10
ATHLETICS
MAC Items
Conference Letter of Intent
Eligibility Forms
National Letter of Intent
Scholarship forms
Squad List forms
7 years
7 years
7 years
7 years
7 years
NCAA Items
Academic Reporting forms
Certification of Compliance forms
Information and Sports Scholarship forms
Student Athletic Statement forms
5 years
5 years
5 years
5 years
University Items
Applications for Positions
Budgets
Employment Records
Game Contracts
Grants-in-Aid
Squad List forms
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
INTERNAL AUDIT
Audit Reports
Permanent
Audit Timesheets
3 years
Audit W orkpapers and Related Computer Files
7 years or two prior
audits, whichever is
longer
Board Memos & Correspondence
3 years
Special Projects
Permanent
OFFICE OF CIVIL RIGHTS AND INSTITUTIONAL EQUITY
Affirmative Action Plans
3 years
Applicant Searches
3 years
Complaints/Grievances Case Files
15 years
Complaint Case Log
Permanent
11
Governmental Audits
Permanent
OFCCP Audits
5 years or until
another audit
Utilization Analysis
3 years
Vets 100 Report
Permanent
PUBLIC RELATIONS & MARKETING
Building Files
Permanent
Faculty/P&A Biography Files
Permanent
Graduate and Honors Lists
5 years
News Release
University Archives
Permanent
Newsletter
Permanent
Photos
subject
Variable based on
University Archives
Photo Negatives
Permanent
Publications
Permanent
Sports Release
University Archives
Permanent
STUDENT OMBUDS OFFICER
Student Ombuds Cases
4 years from the date of
the last file activity
OFFICES OF THE DEAN
GENERAL RECORDS
BUSINESS ADMINISTRATION
COMMUNICATION AND DRAMATIC ARTS
EDUCATION AND HUMAN SERVICES
THE HERBERT H. AND GRACE A. DOW COLLEGE OF HEALTH PROFESSIONS
HUMANITIES AND SOCIAL & BEHAVIORAL SCIENCES
12
SCIENCE AND TECHNOLOGY
*Potential duplication may exist between the Offices of the Dean and
Academic Departments for these documents.
Academic Planning Documents
Permanent
Accreditation Documents*
Permanent
Course Syllabi*
Permanent
Faculty Grievance Materials*
7 years after separation
Investigation Backup Materials for Proven Cases
of W rongdoing (student papers, faculty grade books)
7 years after separation
Program Review Documents*
Permanent
Sabbatical Leave Applications & Reports*
7 years after separation
Scholarship Information*
5 years
Student Opinion Survey Results*
Permanent
ACADEMIC DEPARTMENTS
GENERAL RECORDS
* Potential duplication may exist between the Offices of the Dean and
the Academic Departments for these documents.
Accreditation, Certification, and Internal &
External Assessment Documents*
Permanent
Course Syllabi*
Permanent
Curriculum Documentation
Permanent
Deferred Grades
1 year after assignment
or permanent grade
Department Policies & Procedures and Bylaws
Permanent
Evidence of Academic Dishonesty
3 years
Faculty Grade Books
6 years
Faculty Positions & Search Materials (recruiting)
completion of search
5 years after
13
Graduate Assistant Applications
2 years after
completion of service
Grievance Material*
7 years after separation
Incomplete Grades
1 year after assignment
of permanent grade
Internship/Practicum Records
7 years
Major/Minor Files
Permanent
Planning Documentation
Permanent
Program Review*
Permanent
Sabbatical Leave*
7 years after separation
Scholarship Information*
Student Opinion Survey Results-Summary*
5 years
Permanent
Student Teacher Application
1 year
Student Teacher Final Evaluation
Not less than 7 years,
but at discretion of
TEPD
Dissertations
Permanent
Thesis
Permanent
ACADEMIC AFFAIRS
OFFICE OF EXECUTIVE VICE PRESIDENT/PROVOST
ACADEMIC SPACE & REMODELING
Construction Information
Includes drawing and specifications for building
projects currently being planned or under construction
and general correspondence related to the projects.
5 years
following completion
Program Statements
Permanent
Master Plans
Permanent
14
FACULTY PERSONNEL SERVICES
Collective Bargaining
Agreements
Bargaining minutes & associated records
Permanent
Permanent
Faculty Positions & Search Materials
(recruiting)
3 years after completion
of search
Grievance & Employee Relations Matters
Database
Grievances & associated records
Grievance status reports
Investigation materials for proven cases of wrongdoing
Permanent
7 years after separation
Until revised
7 years after separation
Medical
Certifications
30 years
15
FMLA records
Work accommodation requests & related data
Personnel Files
Appointment Letters/Contracts
Approvals/Denials relating to personnel matters
reappointment/promotion/tenure
sabbatical/leave records
salary notices
reduced assignments
Commendations (CMU Related)
Curriculum Vitae (Resume)
Disciplinary documentation
Personnel Transaction Forms
Transcripts
Policies, Procedures, and Guidelines
Department procedures, criteria, standards, & bylaws
Department chair duties
Directory of deans, chairs, and directors
Domestic partnership policy & affidavits
Drug-free schools & communities act amendments
Drug-Free W orkplace Act
Evaluation form for conference for tenure-track faculty
Reduced assignment plan
Some academic standards & practices at CMU
Temporary faculty guidelines for credit-hour salaries
Temporary faculty policy, on-campus
Work accommodation process for faculty, staff,
and student employees
Pre-Employment
I-9 Form
Labor certification
Reports
Affirmative action review process for new hires
30 years
2 years from date of
making personnel
action or record
involved, whichever
occurs later for active
employees, or 2 years
from date of involuntary
separation
Permanent while
employed and for
30 years following
termination
Permanent
Permanent
Until revised
Until revised
Permanent
Permanent
Permanent
Permanent
Permanent
7 years
Permanent
Permanent
3 years from date of
hire, or 1 year past
separation, whichever
is later
Permanent while
employed
Until revised
16
Authorized faculty positions
Contractual conferences for faculty bargaining
unit members
Faculty analysis and other demographic reports
Faculty sick leave usage
Procedures, criteria, standards, & bylaws
revision status
Promotion applications
Reappointment applications
Reappointment/tenure schedule
Reduced assignments
Sabbatical leave applications
Tenure applications
Utilization of non-bargaining unit members
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
HONORS PROGRAM
Honors Annual Report/Program Review/Assessment
Permanent
Honors Council Minutes
Permanent
Honor Bound Newsletter
Permanent
Historical Documents
Permanent
Honors Alumni Board Minutes
Permanent
Honors Student Folders
Paper files
Database files
1 year after separation
Permanent
Centralis Scholarship Applications
Paper files
Database files
Honors Course Information/Folders
Class Lists, Grade Lists, Honors Contracts
Course Syllabi, Enrollment Statistics
Paper files
1 year after selection
process
Permanent
Permanent
17
COLLEGE OF BUSINESS ADMINISTRATION
DEAN’S OFFICE
Donor Files, Endowments, Gifts
Permanent
Fellowships
3 years
Residential College Materials
5 years
Student Grievance Materials
7 years after
faculty separation
SCHOOL OF ACCOUNTING
Alumni List
Current
CPE Credit
5 years
COLLEGE OF COMMUNICATION AND FINE ARTS
ART
Exhibition Archives
Permanent
Grants Archives (tied to exhibitions)
Permanent
Print Collection File
Permanent
COLLEGE OF EDUCATION AND HUMAN SERVICES
18
DEAN’S OFFICE
EHS Contracts
Permanent
Professional Education Council Major/Minor Reviews
Permanent
State Department of Education Correspondence
Re: Teacher Education Program
Permanent
CHARTER SCHOOLS
Academy Files
Application
Contract Supporting Documentation
Insurance
Reauthorization
Related Party Transaction (Conflict of Interest)
School Improvement Plan
School Safety Plan
Special Education
Student Assessment
Yearly Files
Correspondence
Required Reports
At least 7 years or
5 years after
reauthorization of a
public school academy
Annual Education Report
Annual Education Report
Correspondence
Review Sheet
Supporting Documentation
15 Years
Board Member (active)
Board application
Interview questionnaire
CMU Board of Trustees Resolution (Board nomination)
Oath of Public Office
CMU Board of Trustees Resolutions (all)
Until become inactive
Board Member (inactive)
Board application
Interview questionnaire
CMU Board of Trustees Resolution
Oath of Public Office
15 years after termination
Certificates of Participation
At end of payment term
19
Contract Amendment
Correspondence
CSO Reviews
Legal Reviews
Contract Support Documentation
Contract conditions-supporting documentation
7 years after expiration
of contract
15 yrs after expiration
of contract
Health & Safety
15 yrs after expiration
of contract
Site & Facilities
Life of Charter School
Deficit Elimination Plan & Correspondence
7 years after elimination
of deficit
Litigation Files
6 years after
reauthorization
Non-Compliance
Correspondence & supporting documentation
15 years after expired
contract
Notice to Show Compliance (if applicable)
Notice to show compliance
Plan of correction
Resolution Documentation
Release Letter
Show cause meeting agenda & summary
Supporting documentation
7 years after
reauthorization
Performance Reports & Academy Profiles
15 years from
date created
PSA Contracts
15 years after expired
Reauthorization
Correspondence
CSO Reviews
1 year after next
reauthorization
State Aid Intercepts
Correspondence
Payment & Agreement
7 years after
reauthorization
20
Payment Schedule
Review Sheet
Supporting Documentation
EHS CENTER FOR STUDENT SERVICES
AACTE/NCATE Annual Reports
Permanent
Admission Files (admits)
7 years from
admission date
Application Files (non-admits)
Until admitted or 2 years
after last Education
class, then move to
drop files
Approval Documentation from Departments
for Student Teaching
3 semesters
ARC Program Completers
Permanent
ARC Inactive Files
3 years from drop date
Certification Recommendation Rosters
8 years
Consulting Notes
7 years
Cooperating Teacher Information Forms
Permanent
Fully Certified Files
7 years from
recommendation
Inactive Files
3 years from drop date
Interview Results
Permanent
MDE Unit Review/Program Review Documents
Permanent
Midtier Host Teacher Evaluation Surveys
3 years
NCATE Accreditation Documents
Permanent
Prospective Student Teaching Coordinator Resumes
3 years
Post Baccalaureate Program Evaluation Files (non-applicants)
2 years
Post Baccalaureate Inactive Files
3 years from drop date
21
Post Baccalaureate Program Completers
Permanent
Professional Certification Files
6 years from
recommendation
School Contracts
Permanent
Appeals
Permanent
Legal/Criminal History Documents
7 years
Semester Student Teaching Documentation
3 semesters
Student Programs in Progress
7 years from
program approval
Student Teaching Files
5 years
Title II Data
Permanent
INSTRUCTIONAL MATERIALS CENTER
IMC Materials Circulation
Permanent
Overdue Notices & Billing Information
3 years
Patron Address Information
2 years
RECREATION, PARKS & LEISURE SERVICES
CENTER FOR LEISURE SERVICES
Affiliation Agreements
Permanent
PROFED
ACADEMIC AFFAIRS
Contract Payment Request
2 years
Course Advertising Database
3 years
22
Faculty Files
3 years after inactive
Faculty Record Database
Permanent
Instructor Contract File
7 years based on
contract
Instructor Payment Database
4 years
Prior Learning Application & Documentation
with Evaluation Notes
3 years
CENTER SERVICES
Applications for Admission (non-admitted)
At least 1 year
Conditional Admissions Status
Review, then destroy
Final Commencement List
Permanent
Hold Report – I6
3 years
I and Z Report
3 years
Monthly Admissions Download
1 year
Printouts
Low Cum GPA list
Semester Course List
All IPCD Student Listing
Grade Distribution Summary
Semester End Statistical Report
3 years
3 semesters
Until run again
3 years
Permanent
Student Folders
Graduated Students
Students not graduated
Students in discontinued programs
Deceased Students
Admitted – not registered
Academic Dismissal
Tentative List of Graduates
At least 1 year after
graduation
At least 3 years after
last recording
At least 1 year after
last recording
At least 1 year
1 year
At least 7 years
6 months once
statistical report
Is complete
23
Tuition Waiver Documentation
Upgraded Reg. Error Report
7 years
Until superseded
Weekly Admissions Download
6 months
FINANCIAL SERVICES
Batch Headers
7 years
Credit Card Reports
7 years
Daily Receipts Transmittals
7 years
Journal Entries
7 years
Monthly Financial Reports
Permanent
Non-Credit Files
7 years
Receipts
2 years
Reconciliation of Fund Accounts
2 years
Third Party Invoices (w/supporting documents)
7 years
Withdrawal Forms/Adjustments to Student Accounts
7 years
Year-End Microfiche
Permanent
COLLEGE OF GRADUATE STUDIES
GRADUATE STUDENTS ADMISSION FILE
Admission Correspondence
Application for Admission
Authorization of Graduate Degree Program
Certificate of Admission
Change of Curriculum
Course Substitution Form
Critical Correspondence
Doctoral Dissertation
Extension of Time to Complete
Degree Program
Master’s degree grad1 year after graduation
Specialist’s Degree
grad-2 years
after graduation
Doctoral degree
grad-3 years
after graduation
24
Faculty Search Materials
Application
Prospectus of Thesis, Field Study, or
Doctoral Dissertation
Request for Change of Program
Request to take a 300 or 400 Level
Course for Graduate Credit
Student Application Folder
Transcripts
Transfer Credit Limitations
Waiver of Credit Limitations
3 years Graduation
Inactive student3 years after last class
then transferred to
Graduate Studies
archives for 7 years
after last class
MSA DEGREE PROGRAM
ACADEMIC:
Academic Dishonesty
3 years
Admission Files
1 year after Graduation
Annual Reports
Permanent
Class Lists
1 year
Correspondence-General
As needed for Dept. use
Course Records
5 years
Curriculum Documents
Permanent
E-mail
At least 1 year – as
needed for Dept. useany legal issues are
Permanent/don’t send
e-mail for any sensitive
issue—it remains permanent
on computer
even if deleted
Enrollment Stats
5 years
Faculty Search Materials
5 years
Grade Books
5 years
Grade Grievance Materials
7 years separation from
campus
25
Grade Sheets
5 years
Graduate Assistantship Apps
2 years after completing
service
Inactive Files
Internship/Practicum Records
3 years after last class
(Grad office puts theirs in
archive 7 years after
last class)
7 years
Inventory Lists:
On-HandDisposed-Of-
Permanent
4 years
Minutes – Department
Permanent
Plan B Papers
2 or More Grade Differences
Papers
Planning Documents
Permanent
Permanent
Permanent
Policies/Procedures
Permanent
Program Review
Permanent
Registration/Enrollment Stats
Year
2 years + Current Fiscal
Student Opinion Survey Summary
Permanent
Wrong Doing (PROVEN CASES)
7 years after leaving
campus
BUDGET:
Purchase Orders: Supplies & Equipment
3 years
Student Employment
Send file to Student
Employment Services
upon discharge
Staff/Faculty employee records & grade books
Send file to HR upon
discharge or change of
employment
This retention schedule is only for on campus MSA student data. ProfEd maintains the records
and data for off campus students.
26
OFFICE OF RESEARCH & SPONSORED PROGRAMS
Budget Reports
3 years from the
date of submission of
the final expenditure
report, the date of
submission of the final
progress report, the date of
grant/contract termination, or
the date imposed by sponsor,
whichever is later.
Contracts
3 years from the
date of submission of
the final expenditure
report, the date of
submission of the final
progress report, the date of
grant/contract termination, or
the date imposed by sponsor,
whichever is later.
Copyrights
Life of author, plus
70 yrs
Externally funded grants
3 years from the
date of submission of
the final expenditure
report, the date of
submission of the final
progress report, the date of
grant/contract termination, or
the date imposed by sponsor,
whichever is later.
In-house grants
3 years after grant
termination
Institutional Animal Care & Use Committee
3 years after
research completion
Institutional Review Board Records
3 years after
research completion
Patents
20 yrs from filing date
27
F & A cost rate proposals, cost allocations plans
and supporting records
If submitted to
federal government to
form basis for
negotiation, then 3 years
from the date of such
submission.
If not submitted to federal
government to form
basis for negotiation,
then 3 years from the
end of the fiscal year (or
other accounting period)
covered by the proposal,
plan, or other
computation.
For ORSP: All records related to an audit, appeal, litigation, or the settlement of a claim that was
initiated prior to the expiration of the specified retention period shall be retained until the audit,
appeal, litigation, or claim settlement has been resolved.
H. AND GRACE A. DOW COLLEGE OF
HEALTH PROFESSIONS
DEAN’S OFFICE
Dean’s Advisory Council
Permanent
Donor Records (endowments, gifts, scholarships)
Permanent
Fellowship Letters
3 years
Non-matriculated Student Applications
1 year
Residential College
5 years
Student Grievance Material
7 years after faculty
separation
CARLS CENTER FOR CLINICAL CARE AND EDUCATION
Administrative/Business Office
Accident and Incident Reports
1 year (via hard
copy or scanned).
28
Superceded documents
retained by RM/ESS
Accounts Receivable Monthly Reports
Audits
Rolling 5 years
Permanent (hardcopy/
electronically in the Sdrive)
Billing Records
 Journal legers
 Patient insurance and payor information
 Patient invoices
 Patient write-off waivers
 Vendor billing and refund vouchers
Rolling 7 years
Budgets
5 years
Contracts
 With vendors/providers
 Carls services provided elsewhere
7 years after
termination/expiration
7 years after
termination/expiration
Credit Card, Carls Center
 Monthly reconciliation review, Carls Center Card
 Month end reconciled reports, patient payments
Rolling 5 years
Clinician Licenses/Permits/Registrations
Current, until superseded
(Academic programs
keep faculty/staff records
in accordance with
accreditation requirements)
Deposit records
Rolling 5 years
Documents of historical significance
Permanent
Employee timesheets
Rolling 5 years
Expense Reimbursement
 Personal expenditures related to work
Rolling 5 years
HIPAA Staff/Student Training Records
Rolling 1 year in active
files.
Rolling 6 year HIPAA
29
training log sheet (for
academic accreditations)
Insurance Policies/Contracts
expiration
7 years after termination/
Legal documents, other
expiration
 Example, Appeal denial of admissions or continued
treatment.
7 years after termination/
Licenses, Permits, Contracts
Permanent
Manufacturer Invoices
 Hearing Aid Statements
Rolling 5 years
Material Safety Data Sheets
Current, until superseded
Patient Applications
 for specialty programs; ex.-CDO’S Summer
Speech-Language Specialty Clinics (SSSC)
Current, until superseded
Superseded 1 year
Petty cash vouchers
Rolling 5 years
Policies and Procedures
Current (S-drive), until
superceded;
Superceded 5 years
Purchase Orders
Rolling 5 years
Routers (hardcopy of encounter forms)
Rolling 1 year
Reports-Departmental
Permanent
(hardcopy or
electronically filed in the
S-drive)
Service charges (to Patients)
 Service Fees and Discount Determination Scales
5 years
Statistics on Admissions and Services
 Daily/monthly/quarterly
Destroy after year-end
statistics compiled
Surveys and Inspection Reports
3 years (hardcopy or
electronically in the Sdrive)
30
Clinic
Appointment Schedules
Life of software system
Equipment Inspection/Maintenance Files
3 years
Equipment Operating Disks/Instructions
 All originals to be maintained by the designate Clinical
Electronics/Information Technician
Current
Master Patient (Medical Record Index)
Indefinitely/Permanent
Medical Records
Indefinitely/Permanent
 Senate Bill 465—Maintenance and Retention of Medical Records
calls for minimum retention of seven (7) years from the last date an adult
patient received services (and a retention period for the records of minors is
7 years following the age of majority at 18 years), but the Carls Center will
retain all records permanently for the purpose of research and education,
if the file contains supporting authorization for research and education.
 All records accumulated on patients (whether filed as hardcopy,
electronic or scanned) includes (but are not limited to): patient
registration, most recent patient contact/demographic information,
intake reviews, progress notes, discharge summary, diagnostic tests,
authorizations, research waivers of authorization, disclosuretracking logs, consultant
notes/reports. etc.
 Refer to the Carls policy on medical record retention providing
protocols for record maintenance, storage and purging.
Spending money documentation
4 years
COLLEGE OF HUMANITIES AND SOCIAL & BEHAVIORAL SCIENCES
DAC
Permanent
Donor Records (endowments, gifts, scholarships)
Permanent
Grievance Materials
7 years after separation
MUSEUM OF CULTURAL & NATURAL HISTORY
Accession Records
Permanent
31
Certificates of Gift
Permanent
Collecting Permit Reports
Permanent
Specimen Data
Permanent
PSYCHOLOGY
Case Studies
10 years
Psychology Center Client Records
(including billing records)
Permanent
COLLEGE OF SCIENCE AND TECHNOLOGY
DEAN’S OFFICE
Residential College
Advisor Forms
Confirmation Forms
Correspondence
Database Participation Points
7 years
CHEMISTRY
Hazardous W aste Manifest
Permanent
Medical Waste Manifest
Permanent
Safety Inspection Reports
Permanent
LIBRARIES
ACCESS SERVICES
Automated Bill & Fine Records (NOTIS and III)
3 years
Manual Bill & Fine Records for Reserve
3 years
32
Manual Circulation Bill & Fine Records
3 years
Reserve Materials Lists submitted by Professors
5 years
ACQUISITION SERVICES
Purchase Orders
Books
Serials
8-10 years
Permanent
Correspondence with Publishers and Book or Serial Vendors
Permanent
BUSINESS SERVICES
NPO Invoices
Current, plus 5
previous years
Timesheets with Original Signatures
4 years
CLARKE HISTORICAL LIBRARY
Acquisition Purchase Records
Permanent
Annual Reports
Permanent
Billing Records
2 years
Board of Directors (minutes & supplemental materials)
Permanent
Budgets (reports & receipts)
7 years
Call Slips
5 years
Donor Agreements
Permanent
Grant Files
Permanent
Microfilming Production Records
2 years
Researcher Registration Forms
5 years
33
Shelf List/Location Guides/Finding Aids
Until superseded
INTERLIBRARY LOAN
Bursar Reports
Reports are shredded
as soon as all issues
related to that report
have been addressed
Circulation Records
Permanent
Correspondence Files
1 year
Fines Paid Files
3 months
Interlibrary Loan Reciprocal Borrowing Agreements
Permanent
Overdue Notices
Only retained where
troubleshooting a
problem is required;
shredded once problem
is resolved.
Patron Requests
1 year
LIBRARY SYSTEMS
Bursar Reports (printed)
1 year
Bursar Reports (electronic)
1 week
Integrated Library System Backup Tapes-Annual
1 year
Integrated Library System Backup Tapes-Daily
7 days
Proxy Server Logs
Cleared first of each
month
Web Server Logs
Cleared at end of
each month
MICHIGAN HISTORICAL REVIEW
Articles Submitted for Possible Publication
2 years
34
Issue copies (2 each)
Permanent
Subscription Payment Records
2 years
OFF CAMPUS SERVICES
Copyright Permission Approval Files
4 years from expiration
based upon fiscal year
for Copyright
Clearinghouse records;
7 years from expiration
based upon fiscal year
for all other records
Course Packs
Permanent as long as
the faculty member still
uses them. After 3 yrs.
or inactivity, they are
returned to the faculty
member.
Document Delivery Patron Requests
Permanent. Patron
name deleted on
records older than 1 yr
Fines Paid Files
Check copies retained
until proper posting is
verified.
Problem Transactions File
1 year (with personally
identifiable information
removed as soon as
the problem is no
longer actively being
addressed.)
TECHNICAL SERVICES
Bindery Invoices
2 years
Book Purchase Orders
Permanent (since 9/89)
Monograph and Serials Invoices
5 years
35
Serials Purchase Orders
Permanent (since 9/89)
OFFICE OF THE DEAN OF STUDENTS
ASSOCIATE DEAN OF STUDENTS
Policies & Procedures
Record copies of official university policies, procedures, &
regulations. Examples include those relating to solicitation,
freedom of information, contracting authority, investigations,
and general university operations
Current
Superseded
Permanent
4 years
Probation/Dismissal Records
Current
Obsolete
Permanent
5 years
ACADEMIC ADVISING AND ASSISTANCE
Policies & Procedures
Permanent
Electronic Data
Current
Orientation Database
Tutoring Database
Permanent
3 years
5 years
Orientation Mentor Applications
Temporary Employees
Upon completion of
services; then
forward to Human
Resources
Undergraduate & Graduate students
2 years
Orientation Materials
Program Notebooks
Reservation Cards
Rosters
5 years
2 years
3 years
Reports
Annual Report
Permanent
36
Orientation/Enrollment Statistics
5 years
Student Files (Academic Advising)
Active
Inactive
Until Major signed
2 years
Tutoring Documentation
Active
Inactive
Permanent
3 years
Academic Probation, Suspension, Dismissal Records
Confidential misc. documentation
Active
Inactive (not enrolled or graduated)
Permanent
3 years
Course Records
Documentation of EHS courses, including
description and syllabus
Permanent
Grade Books/Grade Lists
6 years
ADMISSIONS
Undergraduate Applications For Admission
Student application folders-not matriculated
1 academic year
beyond the intended
term of entry
High school & college transcripts for non-applicants
1 year from receipt
ACT score Profile Sheets for non-applicants
1 year from receipt
Orientation fee cards for paid applicants
5 years
CAREER SERVICES
Career Resource Center
Bulletin listing backup
Cash Register Tapes
Computer/Electronic Data
Registrant information
1 month after date of
posting
4 years
Up to 5 years, or
discarded 9 months
37
after separation from
the University
(whichever comes first)
Correspondence (employer & general)
1 year
Credential (currently in phase-out process)
< 2 years, or until phase
out process is complete
(whichever comes first)
Daily Payment Log
4 years
Interview Schedule
1 year
Referral Records (books)
2 years
Registration Cards
Candidate
Employer
2 years
3 years from last visit
COUNSELING CENTER
Computer Software Records
Life of software
Confidential Materials
Client Files (forms, notes, test results, etc.)
Behavior Evaluation team (files/notes/tapes)
7 years from end of therapy
Permanent
Department Records
Annual reports
Committee records
Documents of historical significance
Evaluations/Research projects (data)
Evaluations/Research projects (reports)
General correspondence
Meeting minutes
Search materials/files
Permanent
10 years
Permanent
4 years
Permanent
7 years
Permanent
5 years
Fiscal Records
Credit card statements/supporting documents
Purchase Orders/invoice vouchers/supporting
documents
Travel expense vouchers
Financial reports/Accounting
Payroll documents/timesheets
3 years
2 years + current
2 years + current
2 years + current
4 years
38
Personnel Records
Faculty
Duration of employment
(original to FPS upon
termination)
Staff
Duration of employment
(original to HRS upon
termination)
Student
Duration of employment
(original to SES upon
termination)
Policies & Procedures
Current
Superseded
Permanent
4 years
LEADERSHIP INSTITUTE
Leader Advancement Scholarship Application (paper)
Process
2 years after selection
Leader Advancement Scholarship Application Database
Permanent
Leader Advancement Scholarship Recipients’ Records
Ten years after
separation
REGISTRAR
Registrar’s Office Forms
Athletic Eligibility Sheets by Student
Athletic Rosters by Sport
Attendance Records (Current Employee, Time Sheets
Payroll Info, Overtime, etc)
Change of Residence Status (R-244)
Purchase Requisitions, Vouchers, etc.
Residence Status Appeals & Changes
Online
Online
1 year
2 years
1 year
3 years
Registrar’s Office Printouts
Budget Printouts
Distribution Record of Undergraduate Bulletins
1 year
Online
39
NCAA Athletic Eligibility
Worksheets for Statistical Reports and Printouts
Headcount, Sem. Hours, Geographic, Ethnic, etc.
Online
Online
Records Area Forms
Approval to Audit Card (SP10)
Change of Grade Card (R-69)
Change of Name, SSN & Birthdate Form
Competency Cards
Concurrent Enrollment Applications
Credit by Examination Card with Grade
Credit by Examination Application
a. Undergraduate
b. Graduate
Credit/No Credit Request Card (R-272)
Credit/No Credit and Audit Appeal Forms
Extended Learning Corrected Schedules
Experiential Learning Credit Granted Form (UNV Cred)
Final Class Lists – On-Campus, ECCO, EDP, W eb
Graduate – Request for 300-400 Level
Courses for Graduate Credit
Interdepartmental Transcript Request (R-59)
Major/Minor Authorization
Permanent Record Cards
Removal of Incomplete or Deferred Grade Card (R-128)
Removal of Incomplete Exception Letters
Removal of Incomplete Extension Letters
Repeat Course Request Card (R-8)
Request for Access to Official File
Semester W ithdrawal/Delete Forms
Student Folders
a. Regular – Not Graduated
Recording
b. Specials and Guests
Recording
c. Student Deceased
7 years
d. Academic Dismissal
Recording
e. Graduated Students
Transcript Request Forms (R-57) & Letters
Transmittals
Withdrawal Appeal Forms
Withdrawal Request Card (R-42)
1 year
1 year
1 year
1 year
See Student Folder
1 year
3 years
1 year
3 years
3 years
1 year
Online
See Graduate Folder
1 year
See Student Folder
Permanent
1year
3 years
2 years
1 year
See Student Folder
3 years
4 years after Last
4 years after Last
Records & Registration
4 years after Last
See UAS Section
4 months
3 years
3 years
3 years
40
Records Area Printouts
Admissions Clearing List
Clearinghouse Printouts
Credit/No Credit Class Printout
Incomplete Grades - Alpha
Misc Grade Recording Back-Up Data
Probation and Academic Dismissals
Rank in Class (no longer generated after Spring 2006)
Repeat Report
Semester Honors List (Dean’s/President’s Lists)
Verification Forms
Level Override
GradDoc Level Override
Audit
Withdrawal
Registration Area
Academic Load Appeals
Address Changes
Class Lists
Class Schedule Worksheets (all cycles)
Course Catalog Card File
Course Catalog List
Drop Appeals
Drop/Add/Change Forms (class schedule)
Drop/Add Correction Cards (orange & white)
Final Building/Room Usage
Final Class Schedule
Large Lecture Information
Non-Attendance Reports
Repeat Attempt Appeals
Room Reservations
Schedugraph Cards (stop using Summer ’08)
Section summary printout (final)
Senior Citizen Audit Application
Special Topics Adds
Special Topics Exceptions (shadow system)
Student Drop/Add (department requests)
Time Conflict Exception Requests
VA Records
No longer produced
Now a data file
1 semester
1 year
1 year
1 year
5 years
1 year
Now a data file
1 year
1 year
1 year
1 year
1 year
3 years
1 year
Online
2 years
Permanent
Online
3 years
2 years
3 years
Permanent
Permanent (online)
2 years
Online
3 years
2 years
20 years (now online)
Permanent
Permanent
Permanent
1 year
1 year
Online
UAS FORMS
Appeal for change in Graduation Honors
Application for Graduation (R-61a)
Diplomas – Returned Undeliverable
Diplomas – Students who did not graduate
1year After Graduation
See Student Folder
1Month
6 months after graduation
41
Graduation Audit Sheet (R-70)
Removal from Graduation List (Off Letter)
Student Folder (Students Graduated)
Transfer Recommendation Sheet (R-129)
6 months after graduation
See Student Folder
Through graduation
See Student Folder
UAS PRINTOUTS
Combined Graduation List
Final Commencement List – Alpha
Transfer Credit Equiv. by School
Through graduation
Through graduation
1 year
UAS PUBLICATIONS, REPORTS, NOTEBOOKS
College Catalogs
Commencement Program (bound copy)
Commencement Programs (5 Copies)
Diploma Order
Diploma Order by Degree
Graduates in Honors Program Listing
Graduation “OFF” List Book
Graduation Honors List
Graduation Statistics Book
Master Certification List
Majors/Minors added After Graduation
Permanent
Permanent
Permanent
6 Months
6 Months
6 Months
Permanent
Permanent
Permanent
3 years
3 years
SCHOLARSHIPS & FINANCIAL AID
Institutional Student Information Record
Reports
Applications for funds, reports, and annual fiscal
activity reports per the financial aid program and
federal audit reports
Current aid year, plus
5 previous aid years
Permanent
University Archives
Short-Term Loan Applications
5 years from academic
year loan was given
Student File
Current aid year, plus
5 previous aid years
Federal Audit Reports
Permanent
42
Registrar’s Drop List
3 years
State Approval Correspondence
Permanent
Student File
5 years
Student Employment Files
3 years after
employment expires
STUDENT DISABILITY SERVICES
Records of Students with Disabilities
5 years
STUDENT LIFE
Absence Reports (original)
1 year
Correspondence
2 years
Discipline Files
Records of disciplinary actions
1 year after graduation
or 3 years after last
enrollment
Records of students with disciplinary holds,
suspensions, or dismissals
Permanent
Records of disciplinary referrals for students not
cited, records of students banned from campus,
and disciplinary incidents not covered above
Until graduation or
3 years after last
enrollment
Electronic Data (copyrighted software & data disk files)
Current
Obsolete, unused, duplicate
Permanent
2 years
Fundraising Forms
Fundraising request forms & backup
3 years
Policies & Procedures
Current
Superseded
Permanent
2 years
Student Organization Files
Registration forms, constitutions and by-laws, and any
43
disciplinary information
Current
Superseded
Permanent
2 years
VOLUNTEER CENTER
AB Site Specific Hold Harmless
1 year
Alcohol/$50 Deposit Form
1 year
Driver Affidavit
3 years
Medical Release Forms
1 semester
Release of Liability
7 years
Volunteer Center Partnership Agreements
Permanent
OFFICE OF INFORMATION TECHNOLOGY
TECHNOLOGY OPERATIONS
Billing and Utilization Records
1 year after issue
Contract-W orking Copy
These are written agreements between CMU & a vendor
NOTE: Purchasing should have original, except
when no purchase order is issued.
1 year after term of
contract, or 1 year after
it is superseded
Copyrighted Software
Per contract agreement
Data Files and Backups
Per application
specification
Dayfile Access Log
5 years after occurrence
Documentation
Hardcopy or machine-readable instruction manuals
for the use & maintenance or hardware or software
Current-discard
superseded pages
Service Records
Service repair orders & student/faculty sales agreements
5 years from issue date
Central domain Security Logs
14 days
44
E-mail Logs
-Inbound
-Outbound
-Exchange
-ListServ
Backup
-Altiris
-TSM (backup)
Networking
-Bradford Connection Log
-RADIUS Logs (wireless/dial-in)
7 days (working on
upping to 30 days)
30 days
20 days
At least 5 years
15 days
Less than 30 days
60 days
60 days
Intrusion Detection System
21 days
Validations (Account Activity)
Indefinite
Web Access Logs
6 months
TELECOMMUNICATIONS
Billing Records
2 years
Blueprints/Switch R & Outside Plant
Permanent
Completed Work Orders
2 years
Database Printouts
2 years
Employee Schooling/Training Certificates
Permanent
Legal Documents
7 years
Outside Vendor Construction Bids
2 years
Outside Vendor Requests (GTE, Sprint, MCI, etc)
Duration of service
Repair W ork Orders
1 year
Station Message Detail Recording (SMDR)
2 years
Training Schedule for SL-100
1 year
Vendor Records
2 years
45
OFFICE FOR INSTITUTIONAL DIVERSITY
MINORITY STUDENT SERVICES
Committee Records
Official
Reference
Permanent
2 years
Personnel Records (staff)
Permanent
Policies & Procedures (current)
Permanent
Upward Bound
Financial Records & Student Records
3 years from date of
submission of final
expenditure report or
date from last time
funds are drawn for a
particular fiscal year
OFFICE OF INTERNATIONAL AFFAIRS
Exchange Agreements
Permanent
Faculty International Development,
Grant Applications & Correspondence
5 years after completion
of grant project
Handbooks
Permanent
International Faculty
Until citizenship is
effective
International Student & Study Abroad Statistics
5 years
International Student Files
2 years after graduation
or leaving
Memorandums of Agreement/Memorandums
of Understanding
Permanent
46
Policies & Procedures Manual
Permanent
OFFICE OF STUDY ABROAD
Student Files
Financial Files
5 years after
completion of program
5 years
Study Abroad Handbook
Information all on-line.
Statistics
2001 – forward.
STUDENT PUBLICATIONS
CM LIFE
Advertising Invoice
3 years
Classified Ad Invoice
3 years
CM Life-Bound Edition
Permanent
CM Life-Daily Edition
1 year
Display Advertising Invoice
3 years
Legal Documents (advertising contract, advertising
insertion termination order, and instruction sheet)
7 years after
termination
Student Advertising/Sales Payroll
4 years
Student Reporter Payroll
4 years
DEVELOPMENT AND ALUMNI RELATIONS
Budget
Equipment purchase orders
Maintenance contracts
Files
Alpha Subject (no longer created)
Permanent
Permanent
10 years
47
Biographical
Board, Committees, etc.
Campaign
Constituency-based Program
Corporate
Endowment
Estate Planning
Gift Club
Life Endowment
Loan Fund
Matching Gift Companies
Obituaries
Scholarship
Publication Samples
Annual Report (discontinued after 92/93)
Brochure
Centralight
Donor proof sheet (discontinued)
Gift card, reply envelope & mailing envelope
President’s Report
Yearbook
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
(discontinued)
Receipts, Reports & Forms
Contribution listing (kept indefinitely on computer)
Monthly report
July-May
June
Numeric donor receipts (no longer created)
Payroll deduction
Pre-fund historical giving printouts
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
1 year
2 years
Permanent
7 years
7 years
Permanent
FINANCE AND ADMINISTRATIVE SERVICES
OFFICE OF THE VICE PRESIDENT AND CHIEF FINANCIAL OFFICER
Committee Records
Minutes and related records pertaining to official
Finance & Administrative Services division committees
Official Records
Reference and courtesy
Permanent
2 years
48
Policies & Procedures
Record copies of official university policies, procedures, and
regulations. Examples include those relating to freedom of
information, contracting authority, investigations, and
general university operation.
Current
Superseded
Permanent
4 years
FINANCIAL PLANNING & BUDGETS
Operating and Capital Budget Records
Budgets approved by Board of Trustees
University Archives
7 years
Budget Revisions
3 years after fiscal
year-end
Original Allocations
4 years after fiscal
year-end
Position Control
Permanent or 7 years
after position
elimination, whichever
comes first
State Budget Requests
5 years
University Fees
Permanent
FACILITIES MANAGEMENT
Accident Reports
5 years
Apprenticeship Records
3 years after employee
termination
Bids & Quotes (and related documentation)
4 years
Contracts (all)
Permanent
Employee Time Cards and Sheets (staff & student)
4 years
Funded Grant Files
5 years after
grant termination
Grant Applications
3 years
49
Maintenance Work Order Reports (hard copy & microfiche)
Maintenance Work Orders
7 years
7 years after expiration
Material Safety Data Sheets
3 years
Overtime Authorization Sheets
3 years
Plan Evaluation Schedules
Permanent
Procedures
Current
Superseded
Until superseded
3 years
Utility Bills
7 years
Utility Consumption Records
Permanent
Utility Consumption Records (summarized)
Permanent
GENERAL COUNSEL
Legal Documents
Deeds, easements, titles, legal opinions, active
contracts, etc.
Expired or cancelled agreements, contracts, insurance
policies, and related terminal documents
Property Records
Materials pertaining to: land acquisition, negotiation
papers, correspondence, agreements, options, deeds,
surveys, purchase contracts, legal opinions, specifications
blueprints, and related materials that are pertinent to the
property and structures that are university owned.
Permanent
7 years
Permanent
HUMAN RESOURCES
Office of the Associate Vice President
Policies/Procedures/Guidelines
Current/until
superseded
Benefits and Wellness
Claims (self insured)
7 years
Deposit Receipts
2 years
50
Disclosure of Protected Health Information
6 years
Employee Enrollment Records
Active employee only
I-9 Forms
3 years from date of
hire or 1 year past
separation, whichever
is longer
Insurance Policies/Contracts
7 years post
termination
Plan Documents
Permanent
Reconciled Invoices
3 years
Salary Reduction Agreements/Maximum Calcs
7 years post
termination
Summary Plan Descriptions
Current
Tuition Waivers
7 years
Utilization Data/Insured Programs
3 years
Central Health Improvement Program Facility / Worker’s Compensation
By-laws, Policies, Procedures
Current
Equipment Inspection and Maintenance Records
3 years
Equipment Operating Instructions
Current
Licenses and Permits
30 years post
termination
Medical Records/Case Files
30 years post
termination
Employment Services
Additional Compensation Records
7 years
Annual Adjustment Records
3 years
Applicant Searches
3 years
Apprenticeship Records
2 years from date
apprenticeship received
51
Compensation Surveys
3 years
Criminal History Checks
1 year post term, unless
there is a criminal
history then record is
kept 30 yrs post term
Driver Qualification Files
30 years
Exemption Issues
Permanent
Independent Contractor Forms
7 years
Job Descriptions and ADA Data
10 years
Labor Condition Applications
30 years post term
Medical Records (pre-employment physicals, ADA,
FMLA, etc)
30 years post term
Personnel Files (optical disk)
30 years post term
Position Creations & Eliminations
5 years
Position Reclassifications
7 years
Reference Check questions and documentation
3 years
Seniority Lists
2 years
Staff Personnel Files (hard copies)
10 years post term
Staff Personnel Files (optical disk)
30 years post term
Temporary Employee Records and any notification
3 years post term
Unemployment Records
5 years
Union Notification of Personnel Transactions
1 year
Vacancy Reports
1 year
Wage Rate Tables/Schedules
10 years
52
Employee Relations and Training
Arbitration (briefs, exhibits, transcripts/notes) & Grievances
10 years
Bargaining Notes and Proposals
10 years
Collective Bargaining Agreements
Permanent
Contracts with Outside Vendors
7 years post term
Disciplinary Records
30 years post term
Investigations
7 years post term
Student Employment
Student Employment Personnel Files
College Work Study fiscal year-end balancing reports
5 years after filing of
Federal Fiscal Operations
Report pertinent to file
5 years after filing of
Federal Fiscal Operations
Report pertinent to file
OFFICE OF THE CONTROLLER
Accounting Services
Cash Disbursements
Cancelled checks (Accounts Receivable, Accounts
Payable, and Payroll)
5 years
Cash Receipts (old system); includes receipts
issued to document cash received by any
university activity and corresponding billing
invoices where applicable (including UC cash receipts)
5 years
Endowment Files
Permanent
Escheats
5 years
Financial Statements & Reports
Year-end detailed report of transactions by account
and public financial statements (detail available
since 1975)
Permanent
University Archives
53
Grants
Financial reports, supporting documents, statistical
records, and other records pertinent to a grant
5 years after grant
termination
Journal Entries
Including corresponding backup documentation,
monthly development spreadsheets and audit files
5 years
Legal Documents (general revenue bonds and trusts)
Permanent
Scholarship Files
Permanent
Campus ID Office
Additional Meal Forms
3 years
ID Card Replacement Forms
7 years or more
Meal Plan Change Forms
3 years
Misuse of ID Forms
3 years
Passport Style Photos Forms
3 years
Temporary ID Card Forms
3 years
Payable Accounting
Account Reconciliations
7 years
AP Reports – includes Vendor Maintenance
Create/Changes, Debit Balance Vendors, Open
Encumbrances, GR/IR Analysis, Bookstore Material
Returns/Vendor Credits, IC New Hire Reporting (and
related supporting documents)
7 years
Cash Disbursements-includes hard copy of check
registers, invoice vouchers and vendor invoices/credit
memos, (general and non-employee travel with related
supporting documents)
7 years
Form 1099 MISC (payer’s copy), electronic and hard copy
forms/records for IRS, State and Michigan City reporting
7 years
IRS CP2100-A (B-Notice) Reports (and related supporting
documents)
7 years
54
IRS Form W -9, Substitute Form W -9 and other documentation
of Vendor Tax Status
Permanently
IRS TIN (Taxpayer ID Number) Match Request/Verification
Forms
Permanently
Unclaimed Property/Escheated Check Reports
Permanently
Payroll Accounting
Account Reconciliations (concerning liability accounts)
3 years
Credit card applications
As long as individual
has card
Deposit Receipts-EFT or ACH for payroll funding deposits
Funding
Tax Deposits
Employee File
Includes retirement system information (except
the plan selection record), personnel transaction
form, salary letters, faculty/staff transmittals, and
payroll deduction authorizations
Active
Terminated
Retired
Deceased
Retirement Plan Record
3 years
4 years
Until terminated
3 years
3 years
3 years
3 years after
retirement, death,
or until person reaches
70 years old
Investment Records
Cash receipts-State appropriations
Investment confirmations
Investment Reports
Investment work sheets
3 years
3 years
3 years
3 years
NRA 8233 (Treaty Agreements)
4 years
Payroll Audit Registers
By check numbers (kept in Accounting Services)
Payroll has the ability to run SAP reports for 3 yrs
3 years
Payroll Reports (1042, 941,MI Withholding,TIAA-CREFF,MESC)
4 years
56
Retirement Reports
Permanent
Time Sheets and Time Cards (staff & students)
Report of employee name, social security number, leave
balances, organization number, earning code, hours paid
each pay period. (Time cards are kept in department
where employee is paid, and most departments also
keep a copy of timesheets on file)
2 years
W-2 Forms (employer’s copy)
3 years
W-2 Forms (returned undeliverable)
3 years
W-4 Forms (cancelled)
4 years
1042 (employer’s copy)
4 years
Financial Information Systems
Documentation Data
Permanent or life of
system
Security Data
Permanent or life of
system
Travel and Employee Reimbursements
All Reports and Expense Vouchers
6 years
Police
Arrest Book
Permanent
Bicycle Registration
Permanent
Complaint Book
Permanent
Complaint Cards
1 year
Delinquency Notices
1 year
Financial Summaries
5 years
Lien Information and Tests
5 years
Officer Daily Reports
5 years
Parking Ticket Appeal Forms
3 years
56
Parking Tickets – Paid, Void or Unused
3 years
Parking Tickets – Unpaid
5 years
Police Reports
Permanent
Property Records
7 years
Returned Decals
1 year
Shift Summary Reports
5 years
Temporary Vehicle Permit
1 year
Traffic Tickets (open & closed)
7 years
Vehicle Registration Cards
5 years
Warrant Worksheets
5 years
Weapons Registration
7 years
Purchasing
Bids and Quotes (and related documents)
4 years
Legal Documents
Deeds, easements, titles, legal opinions, active
contracts, etc.
Permanent
Miscellaneous Records
Invoices and supporting documents for purchases
from State of Michigan-Federal Property Section
4 years
Cost reports of federally funded buildings & equipment
7 years
Equipment sales records
4 years
Policies & Procedures
Record copies of official university policies, procedures,
and regulations relating to solicitation.
Current
Superseded
Permanent
4 years
57
Purchase Orders (Supplies & Equipment)
4 years
Equipment Inventory
Capitalized Equipment Purchase Orders
Permanent
CMU Take Sheets (tagging new items)
3 years
Documentation of additions, deletions and intra-university
relocations of equipment inventory
4 years from
transaction
Equipment Inventory Reports
3 years
Tag Number Sequence Book
1 year
Year-End Inventory Report (microfiche)
3 years
Mailroom
External Retention Schedule
US Postal Department-Delivery Receipts
US Postal Department-Receipts
United Parcel Pick-Up Summary
Current fiscal yr+1 yr
Current fiscal yr+1 yr
Current fiscal yr+1 yr
Internal Retention Schedule
Large Distribution Samples
Current fiscal year
Small Distribution Samples
Current fiscal Year
Management Reports
Daily printouts
Final edited monthly printout
Current month
Meter money spend (1/2 sheet copies)
Work load reports
Meter Reading Books
Current fiscal yr+1 yr
Current fiscal yr+1 yr
Current fiscal year (on
paper) +4 years (on
disk)
Current fiscal year
University Stores
Inventory and Adjustment Reports
3 years
Monthly Report (and related backup material
3 years
Purchase Orders (Receiving)
6 months, except
equipment POs
Reports-Paperwork
Audit Trails
Date
3 years
58
Type Code
Part number
Daily W ork File
Inventory Value Report (biweekly)
Inventory Value (monthly)
Management Report (monthly)
Purchase Orders
Reconciliation Sheets (monthly)
Stores Requisitions
Usage/Usage Summary (monthly)
Usage History Report (monthly)
Stores Requisitions
3 years
3 years
3 years
1 year
1 year
3 years
3 years
3 years
3 years
3 years
3 years
Current fiscal year
plus 2 years
Student Account Services and University Billing
Bankruptcy Files-Dismissed
11 years
Cash Receipts-SLCM System
Includes receipts issued to document cash received
through university departmental activity and
corresponding billing invoices where applicable.
In addition, the SAP-FI cashier’s checkout report
is maintained to record all other cash receipts
3 years
Collections (all documents)
7 years
Email Account-RECACCT Correspondence
3 years
Quickpay
Credit card payments, reports, and documentation
3 years
Invoices, memos, data entry
Scanned and then
destroyed immediately
after scanned
Perkins Student File
1 year after account
is paid in full
Receivables-Legal Accounts (Bankruptcy & Judgments)
Promissory notes repaid or cancelled (including
cancellation, postponement & deferment forms and
discharged bankruptcies)
4 years after account
is closed
Returned Checks
Permanent
59
Student Files
All activity maintained on SLCM system.
Archiving maintained within SCLM.
Permanent
Third Party Invoices
3 years
Residence & Auxiliary Services
Committee Records
Official
Reference
4 years
2 years
Policies and Procedures
Current
Superseded
Permanent
2 years
Bookstore
Cash Register Tapes
Current + 1 prev. year
General (copies, purchase orders, invoices, credits, etc)
3 years
Student Charge Slips
3 years
Office of Residence Life
Active & Cancelled Application and Agreements
4 years
Apartment Contracts – Canceled
4 years
Cash Count Sheets from Desk
After May closing
Copy Center Receipts
After fiscal year
Credit Card Records – Business
After fiscal year
Credit Card Records – Social/Agency Accounts
3 years
Damage Statements
1 year after processed
Desk Receptionist Applications
3 years
Desk Employment
5 years after termination
Discipline & Incident Reports
4 years
Fire Drill Reports
2 years
Guest Meal/Room and Cash Deposit Statements
4 years
60
Guest Registration Cards
4 years
Off Campus/Contract Breakage Approval Letters
1 year
Overnight Guest W aiver
After May closing
Package Log
Fall of the next year
Phone Bills
1 year
RA/MA Applications
3 years
RA/MA Employment
5 years after termination
RA/MA Reflections
After RHD reflection is written
Residence Life Policy Acknowledgment Sheet
August after academic year
RHD Reflections
After May closing
Room Inventories
2 years
Roommate Agreement W orkbooks
After May closing
Rosters
4 years
Voucher Copies
4 years
Printing Services
Copy Center W ork Request Orders
Duplicate copies of original work order showing
specifications, charges, and payment
2 years
Invoices-Accounts Receivable
3 years
Job Envelopes
Contains production procedures, supplies used,
all labor & supply costs, billing figures, proofs, delivery
receipts, delivery dates, and proofing information.
Used for reorder reference and related administrative
purposes.
3 years
Receipts (duplicate copies of cash sales)
3 years
Thesis Order Forms
Duplicate copy of Graduate Studies Thesis binding
approval forms showing dates, price, delivery dates,
5 years
61
and settlement information.
University Center
Business Office
Cash bank deposit slips & daily records
2 years
Dining Services & University Center Building
Accounts Receivable Invoices
Alcohol Records
Banquet Service Orders/Room Reservations
Grocery Bids
Inventory Reports
Licenses, Permits, Contracts
Purchase Orders
Student Manager Incident Reports
4 years
4 years
2 years
3 years
3 years
Permanent
2 years
1 year
Risk Management
Accidental Injury Forms
4 fiscal years-then
transfer to EH&S
permanent files
Bonds: Notary & Liquor
10 fiscal years
Certificate of Insurance – Issued by CMU
Current policy year + 1
previous policy year
Certificate of Insurance – Outside Groups & Vendors
Current fiscal year + 1
previous policy year
Educational Trip Forms
1 fiscal year + the current
year
Claims:
Auto-Motor Vehicle Accident Reports
General Liability
E&O (Errors & Omissions)
Property
All others (Sports Camps, PA, PT, etc.)
4 yrs. from close of claim
7 yrs. from close of claim
7 yrs. from close of claim
7 yrs. from close of claim
7 yrs. from close of claim
Incidents:
Auto
4 yrs. from occurrence
General Liability
4 yrs. from occurrence
E&O (Errors & Omissions)
4 yrs. from occurrence
Property
4 yrs. from occurrence
62
All others (Sports Camps, PA, PT, etc.)
4 yrs. from occurrence
date
Insurance Coverage Summary
Risk Mgmt. schedule depicting summary of policies
General files
Permanent – transfer to
Motor Vehicle Inventory
Most current
Motor Vehicle Record (MVR) Reports
Policies
Auto
General Liability
E & O (Errors & Omissions)
Property
All Other Policies
Property Artwork of Other Forms
Room Reservation Forms
Vendors & Off Campus Groups
RSO – Low Risk Academic Year Waiver
+ 1 previous year
4 fiscal years +
current year
7 policy years
7 policy years
7 policy years
7 policy years
Permanent Record
2 policy years + current
year
Current fiscal year
Current fiscal year
Environmental & Safety Services
Appointment Calendars
Current fiscal year
Accident Reports
All accidents involving faculty, staff, students, and visitors
Current fiscal year
+ 30 years
Building Department Industrial Hygiene Safety
Environmental Files
Records pertaining to the operation of the facilities,
departments, safety/industrial hygiene investigation,
safety/industrial hygiene inspections, industrial hygiene
environmental monitoring, and fire/fire alarm testing
Life of building
+30 years
Environmental Policies (Pollution, UST, etc.)
7 years after expiration
Committees
Minutes & related records in correspondence pertaining to
official safety committee and subcommittee
5 years
Electronic Data
Department policies & procedures (separate disks)
Current fiscal year
63
+ 30 years
Attendance record, testing & training materials
for all safety training
Equipment Instructions & Maintenance Logs
Formaldehyde Test Results
Plus 30 years
Permanent
Life of instrument
Length of employment
HIPAA Training Records
6 years or length of
employment, whichever
is greater
Industrial Hygiene Environmental Training and Results
Personal monitoring
+ 30 years
Area monitoring
Length of employment
30 years
Material Safety Data Sheets
Outdated will be kept
30 years
Most current
Respiratory Fit Testing Documentation
employment + 30 years
Work Orders-Special Service Requests
Maintenance, repair or installation of safety
related items
Duration of
General
+ 1 year
Current fiscal year
Current fiscal year
+ 30 years
SAP
HR and FI Information Systems
SAP Security Logs
Daily security logs of changes made to security profiles
1 year
University Events
Artist/Speaker Contracts
7 years from event
Artist/Speaker Files
3 years
Facilities Use Contracts
3 years from use date
Room Reservation Information
9 years on computer
64
University Center Box Office Records
7 years
University Health Services
Administrative Office
Accident (or incident) Report
7 years (then scan
to optical disk)
Bylaws, Policies, Procedures
Permanent
Communicable Disease Report to State &
Local Health Departments
3 years
Licenses, Permits, Contracts
Permanent
Permits – Alcohol & Narcotics
Permanent until
superseded
Reports – Departmental
Permanent
Statistics on Admissions and Services (daily & monthly)
Destroy after year-end
statistics compiled
Surveys and Inspection Reports
University Archives
3 years
Business Office
Budgets
5 years
Charges to Patients
5 years
Timesheets
5 years
Clinic
Appointment Schedules
3 years
Medical Records
Records accumulated on patients (e.g. progress notes,
laboratory, x-ray reports, consults, etc)
Hard copies-7 years
from last date of service,
then scan to optical disk
Electronic medical
records –permanent
Patient Registration
Permanent
65
Patient’s Name Index
Optical scan after 7 yrs
Engineering
Equipment Operating Instructions
Permanent
Equipment Records on Inspection & Maintenance
5 years
Work Orders
2 years
Personnel-Employee Health Record
Optical scan after 7 yrs
Pharmacy (Controlled Substance)
Inventory and Order Form 1451
2 years
Narcotics Dispensed
Permanent
Narcotics Inventory
5 years
Prescriptions
5 years
Insurance
Accident Reports (Worker’s Comp)
6 years
Laboratory, Therapy, and X-Ray
Appointment Logs
3 years
Index to Patient Records
(where not duplicated in medical records)
Permanent
Register of Tests
(chronological until statistics are compiled/daily log)
5 years
Requests for Tests
2 weeks
X-Ray
Negative chest films
Roentgenograms
10 years
5 years
66
UNIVERSITY RECREATION,
R
EVENTS AND CONFERENCES
University Recreation, SAC
U
Copies of Invoices (from credit card
purchases), journal transfers, purchase
orders, business credit card statements
3 years
Daily Cash Logs & Cash Register Tapes
4 years
Daily Guest Pass Forms/Signed Waivers
7 years
Discipline/Incident Reports/Sanctions
4 years
Facility Safety Check Reports
7 years
Facility Usage W aivers
7 years
Injury/Accident Reports
7 years
Intramural League Results
Do not retain
Intramural Registration Forms
5 years
Membership Applications
7 years
Personal Training Client Records
4 years
Safety/Lifeguard/CPR Course Records
5 years
Safety/Lifeguard/CPR Course Registration
5 years
Score Sheets
5 years
Sports Results
1 year
Student Employee Personnel Records
4 years
USwim Registration Forms
5 years
67
TICKET CENTRAL
Financial Documents
Daily reconciliation reports/copies of deposits
Journal entries
Monthly credit card reconciliation (electronic)
Over/Short reports (electronic)
Annual ticket revenue per sport by event (electronic)
5 years
5 years
5 years
5 years
Permanent
Ticketing Documents
Attendance figures (electronic)
Season ticket holder lists (electronic)
Event ticket holder lists (electronic)
Customer order forms
Complimentary ticket request
Complimentary ticket reports (electronic)
Void and returned tickets
Void and returned ticket reports/logs
Ticket stubs
Event reconciliation paperwork
Pass lists
Copies of sponsorship agreements
Permanent
5 years
3 years
5 years
5 years
5 years
5 years
5 years
5 years
5 years
5 years
3 years
Employee Documents
Timesheets
Temporary staff payroll submissions (electronic)
3 years
3 years
GOVERNMENTAL RELATIONS AND PUBLIC AFFAIRS
Budget Requests
University Archives
Permanent
Capital Outlay Budget Requests
University Archives
Copies of Appropriation Acts and Other Legislation of
Interest to CMU
Permanent
Michigan Manuals, 1961-Present
Permanent
State of Michigan Public & Local Accounting 1951-Present
Permanent
Permanent
68
CENTER FOR APPLIED RESEARCH AND RURAL STUDIES (CARRS)
Account Reconciliation-Monthly
4 years
Contracts
5 years from expiration
Credit Card Receipts/Statements
3 years
Data List of Names & Addresses
Kept per IRB approval
Electronic-CATI Lab Questionnaire, results, compilations of data
Permanent
Employment Applications – Student (not employed)
2 years
Equipment Inventory Reports
3 years
General Information Files
10 years
Graduate Assistant Applications
2 years after completion
of service
Grants
Financial records, supporting documents, statistical
records, and other records pertinent to a grant
5 years after grant
termination
Institutional Review Board Approval
3 years after research
completion
Payroll-Original timesheets & attendance (staff & student)
4 years
Purchase Orders
3 years
Research Data
Permanent
Research Final Report and Support Materials
Permanent
Returned W ritten Copies of Surveys
2 years
69