University of Colorado Boulder Records Retention Schedule
TABLE OF CONTENTS
Administrative Records.............................................................................................................3
Faculty Senate Records ............................................................................................................5
Student Records..........................................................................................................................6
Curriculum and Instruction Records .....................................................................................8
Personnel Records .....................................................................................................................9
Information Management Records .......................................................................................11
Equipment and Supplies Records ........................................................................................13
Facilities and Property Records ...........................................................................................13
Health Services Records.........................................................................................................13
Financial Aid Records .............................................................................................................14
Safety and Security Records .................................................................................................16
Campus Police Records ..........................................................................................................17
Athletic Records ........................................................................................................................21
Budget and Finance Documents ..........................................................................................22
Procurement Records.....................................................................................................22
Bond Documents .............................................................................................................22
Budget Records ..............................................................................................................23
REVISED 02/18/16
1
Cash Management Records ..........................................................................................23
Contracts ..........................................................................................................................24
Expenditure ......................................................................................................................24
Fixed Assets.....................................................................................................................25
General Ledger ................................................................................................................26
Inventory Control .............................................................................................................26
Revenue/Accounts Receivable .....................................................................................26
Grants and Research Records ..............................................................................................26
Payroll and Benefit Records ..................................................................................................29
Publications, Promotions and Alumni Records ...............................................................30
Library, Museum, and Collection Records.........................................................................30
REVISED 02/18/16
2
Document Type
Accreditation Records
• Evaluation Reports from
Accreditation Organizations
• Final Reports sent to Accreditation
Organizations
• Self-evaluation Reports
• Statistical Data
• Working Papers
Audit Reports
Repository
Administrative Records
Office of the Chancellor, Permanent
or designee
Related Authority
State Archives Schedule 8
Committee Records
• Agendas
• Meeting Minutes
• Reports
• Working Papers
• Related documentation and
correspondence
Originating Department
10 years or until no longer needed for
reference, whichever is longer
5 years
Correspondence, Administrative
• Communications received or sent
which contains significant
information about the programs of
a unit
Correspondence, Ephemeral
• Communications received or sent
which do not contain significant
information about programs of a
unit, fiscal status, or routine
agency operations.
Originating Department
2 years
Originating Department
Until no longer needed
Correspondence, General
• Correspondence received or sent
which contains information about
routine matters.
Originating Department
2 years
State Archives Schedule 8
Gifts Records
Treasurer’s Office
Permanent
State Archives Schedule 8
REVISED 02/18/16
3
Office of Internal Audit
Retention
Period
State Archives Schedule 8
State Archives Schedule 8
State Archives Schedule 8
Document Type
• Agreements
• Copies of Bequest Instruments
• Financial Statements and Reports
• Fund Disbursement Records
Identification Card Records
Institutional Planning Records
• Activity Reports
• Information Materials
• Planning Committee Records
• Planning Reports/Surveys
• Statements of Goals and
Objectives
• Working Papers
• Related Documentation
Insurance Records
• Auto/Liability/Property Claim
Records
• Policies/Riders/Endorsements
• Records of Payment
Key Issuance Records
• Requests
• Agreements
Lecture and Lecture Series Records
• Committee Minutes/Notes
• Financial Support Records
• Lecture Recordings and
Transcripts
• Program Records and
Announcements
Legal Case Records
• Case files pertaining to legal
actions brought against or on
behalf of the University
Legislative Relations Records
• Bill Review and Tracking Forms
• Copies of Pending or Approved
REVISED 02/18/16
4
Retention
Period
Repository
Related Authority
Issuing Department
Boulder Campus
Planning Commission
6 years after employee or student separation
Permanent
Risk Management
10 years
Facilities Management
2 years
Until key is returned to Issuing Dept.
Until no longer needed for reference
State Archives Schedule 8
Office of University
Counsel
6 years after case is closed
State Archives Schedule 8
Office of Government
Relations
Permanent
State Archives Schedule 8
Unit/Program Sponsor
State Archives Schedule 8
State Archives Schedule 8
Document Type
Legislation
• Working Papers
• Related Documentation
Parking Records
• Appeal/Citation Records
• Permit Records
Policies and Procedures Records
• Handbooks
• Mission and Policy Statements
• Official Procedure Guidelines
• Organizational Charts
• Strategic Planning Documents
Real Property Records
• Deeds
• Easement Agreements
• Leases
• Property Descriptions
• Purchase Agreements
• Sale Agreements
• Title Abstracts
• Related Documentation
Agendas
Meeting Minutes
Award records
• Winners’ names
Election/ Ballot Records
• Ballots
• Results
Faculty Handbook
Governing documents: Boulder Faculty Assembly
Constitution and Bylaws, Rules of the Boulder
Faculty Assembly
Membership lists
REVISED 02/18/16
Retention
Period
Repository
5
Parking and
Transportation Services
Current year plus 3 years
Originating Department
Permanent. Previous policies should be
retained for 5 years post-revision unless a
separate document memorializes the changes.
University Treasurer’s
Office
Permanent
Boulder Faculty Assembly Records
Boulder Faculty
Permanent
Assembly (BFA) Office
BFA Office
5 years
BFA Office
5 years
Permanent
Payroll and Benefits
Permanent
Services website
Current editions in BFA
Permanent
Office and BFA website;
older editions in BFA
office
BFA Office
Permanent
Related Authority
State Collections
State Archives Schedule 8
Document Type
Policies and Procedures
Privilege and Tenure Committee Records
• Grievance case files
• Other confidential files
• Public files (meeting minutes, reports, etc.)
Reports
Resolutions, Motions and Enactments
Studies
Surveys
Admission Records
Class Rosters
Repository
BFA Office
BFA Office
Enrollment Reports
Examinations, Tests, Term Papers, and Homework
Records
Permanent
Permanent
Permanent
Permanent
Student Records
Admissions and
Accepted students - 5 years after graduation or
Registrar
last date of attendance
Planning, Budget and
Analysis
Various academic depts.
and faculty offices
Family and Educational Rights and Privacy Act
(FERPA) Disclosure Requests and Consents
Registrar
Grade Sheets
Grievance Records – Academic
Registrar
Unit responsible for
investigating grievance
Housing, Family
Housing
Housing Records
• Housing Contracts and Leases
• Related Billing Records
REVISED 02/18/16
6
Related Authority
Permanent
10 years from the date the case is closed.
BFA Office
BFA Office
BFA Office
BFA Office
Student Information
System/Data
Warehouse
Registrar’s Office
Commencement Records
Retention
Period
State Archives Schedule 8
Rejected students - 1 year
Permanent
Permanent
State Archives Schedule 8
designates years, but
AACRO guidelines
recommend permanent
retention
Permanent
No specific requirement for retention; generally
up to individual faculty member or departmental
policy
Permanent, with the exception of student’s
written consent for disclosure or for privacy
requests, then until terminated by the student or
permanent.
Permanent
4 years after closure of grievance
1 or 2 years after expiration of contract/lease
FERPA, Department
practice
Department Practice
Document Type
• Medical Forms for Children’s Center
• Students/Critical Incident Files
International Student Records
Repository
Children’s Center
Visa and Immigration Documents
International Student
Scholar Services (ISSS)
Office of International
Education
Office of International
Education
Internship Program Records
Medical/Counseling Records
Career Services
Wardenburg Health
Services, Athletics
Sports Medicine,
Counseling &
Psychological Services,
Faculty/Staff Assistance
Program
Disability Services
Registrar, Admissions
Services to Students with Disabilities Records
Student Academic Records
• Academic Progress Reports
• Applications
• Course Withdrawal Forms
• Examination Reports
• Grade Changes
REVISED 02/18/16
7
Retention
Period
3 years
No set standard
3 years from the time the student leaves the
University
•
J1 visa documents: 3 years from the
time the J1 exchange visitor completes
the J1 program
• H1b Public Access Files: 1 year from
the date the LCA expired or was
withdrawn
• PERM files: 6 years from the time the
FN obtains permanent residency or
leaves the University
• Employment based nonimmigrant visa
petitions: 3 years from the time the FN
leaves the University or obtains
permanent residency.
• Immigrant Petitions 3 years from the
time the FN obtains permanent
residency or leaves the University.
7 years after students no longer utilizing service
10 years from the date of last contact with the
student
Related Authority
Colorado Dept. of Human
Services/Social Services
8 C.F.R § 214.3(g);22
C.F.R. § 62.10(g)
22 CFR 62.10(g)
20 CFR 655.760(c)
20 CFR 656.10(f) and
Department Practice
Department Practice
Department Practice
Department practice
6 C.C.R.1011-1
If a minor – 10 years from last contact with the
student after the student reaches the age of
majority (age 18)
5 years after student’s last contact with office
5 years after date of last attendance
American Association of
College Registrars and
Admissions
Document Type
• Grade Reports
• Letters of Recommendation
• Notices of
Admission/Denial/Acceptance
• Notices of Readmission
Student Account Records
Repository
Related Authority
Only until student is admitted
Denials retained in Admissions for one year
Bursars Office
Students of Concern Records
Office of Student
Conduct
Office of Student
Conduct or Honor Code
Committee
Student Conduct Records
Permanent for all accounts with outstanding
balances. All other accounts 3 years after
student separation from University.
2 years after student’s last date of enrollment.
No specific requirement for retention; OSC
keeps all records for 7 years pursuant to Clery
Act reporting requirements, keeps records for
expelled students permanently
Relevant academic or
10 years after separation from employment
administrative
(except for Work-Study, which is 3 years after
department
the relevant annual Fiscal Operations Report is
filed)
Originating Department
Permanent
Registrar’s Office
75 years after graduation or withdrawal
Curriculum and Instruction Records
Registrar’s Office,
Student Information
• 1 year after semester ends
System, Data Warehouse,
• Permanent
Continuing Education
• Permanent
• Permanent
• Permanent
Student Employment Records
Thesis and Dissertation Records
Transcripts
Academic Program Administrative Records
• Add/Drop Reports
• Course Enrollment Summaries
• Graduation Summaries
• Registration Reports
• Summer Term Reports
Course Catalog and Schedule of Courses
Course Records
• Class Roster
• Course Proposals
• Degree Requirements
• Syllabi
New Degree Records
Program Development and Review Records
REVISED 02/18/16
Retention
Period
8
Registrar’s Office
Registrar’s Office
3 years
Until no longer needed for reference
Dean’s Office
Registrar’s Office
Instructor’s Office
Library Archives
Library Archives
Indefinitely
Until no longer needed for reference
As long as program is in operation
Indefinitely
Department Practice
34 C.F.R. 675.19(b)(2)(i)(iii)
State Archives Schedule 8
State Archives Schedule 8
State Archives Schedule 8
Document Type
Student Faculty and Course Evaluation
Summaries (FCQ)
Repository
Personnel File
Retention
Period
3 years from end of employment
Related Authority
Personnel Records
Human Resources
Human Resources
3 years
29 C.F.R. § 1602.48
Human Resources
2 years
29 C.F.R § 1602.14
Employment Data Analysis Records
Equal Employment Opportunity Reports
Employment Tests and Selection Criteria –
Impact or Adverse Impact Records
Classified Employee Personnel Records
Human Resources
Human Resources
Human Resources
2 years
2 years
2 years
Human Resources
10 years after employee’s separation from the
University.
29 C.F.R § 1602.14
29 C.F.R. § 1602.48
29 C.F.R. 1607.15
(A)(2)(a)
All:
Title VII
ADA
29 C.F.R. 1602.49
State Archives Schedule 8
Employee Medical Records
These records are not personnel records and
must be kept separate from personnel records.
• Documentation of work related
injuries or illness
• Family Medical Leave Act
documentation
• First-aid incident reports
• Hazard exposure records
• Medical Examination Records
• Records of health or disability
limitations
• Release consent forms
• Return to Work Forms
• Short and Long-Term Disability
Documentation
Human Resources
Hazard exposure records: 30 yrs. after
employee separation.
All other medical records: 10 years after
employee’s separation from the University.
Employment Applications
Human Resources
Affirmative Action Information
Records to complete EEO-6 or IPEDS Staff
Survey
Affirmative Action Plans and Progress Reports
REVISED 02/18/16
9
Successful applicants: 2 years from
29 C.F.R. 1910.1020.
29 C.F.R. 1904.33
Retention
Period
Document Type
Successful
Unsuccessful
Repository
online JobsatCU
Employment Verification Records
• I-9 Forms
• Residence Records
• Visa Records
Faculty and Exempt Employee Personnel Records
Human Resources
Human Resources
10 years after employee’s separation from the
University.
All:
Title VII
ADA
29 C.F.R. 1602.49
State Archives Schedule 8
Individual Employee Security Profiles
• Initial set up and changes to the
security profile of an employee
HR access records:
Boulder Campus
Division of Human
Resources
Duration of the authorized profile plus two years
after the user’s profile is changed or expires.
State Archives Manual
Schedule 7
•
•
employment date.
Unsuccessful applicants: 2 years from denial
date.
3 years after date of hire, or one year after
termination, whichever is later
FIN access records:
Boulder Campus
Controller’s Office
Human Resource Recruitment Records
• Applicant Pool
• Appointment Records
• Notifications of Academic Position
Openings
• Position Descriptions
• Test forms and scores
Human Resources
3 years
Note: Application of the successful
candidate become part of the employee’s
personnel file.
Leave, Time, and Attendance Records
Search Committee Records
• Applications
• Committee Meeting Minutes
• Interview Materials
• Letter of Offer/NonOffer
Department
5 years from creation of the record
2 years from creation of record unless an action
involved
Note: Application materials of the
successful candidate become part of the
employee’s personnel file.
REVISED 02/18/16
Human Resources
Department
Department
Human Resources
10
Related Authority
8 C.F.R. § 274a.2
Document Type
• Letters of Recommendation
• Resumes
• Transcripts
State Personnel Employee Reporting Records
• Employee Rosters
• Employment Vacancies
• Job Announcements
• Job Classifications
• Performance Review
• Position Descriptions
• Positions Review Reports
• Salary Change Report
• Summary Report
• Termination Analysis
Repository
Human Resources
Human Resources
Human Resources
Human Resources
Until superseded or updated
Information Management Records
Office of Information
For OIT provided services, the life of the
Technology
service.
Office of Information
For the life of the IT service
Technology
IT Service Provider
For highly critical services, the change
management records should be maintained for
life of the information system component. Less
critical services should be maintained for to
support operational needs at the discretion of
the service provider.
IT Service Provider
Minimum of 1 year or longer at the discretion of
the service provider.
IT Service Provider
Minimum of 1 year or longer at the discretion of
the service provider.
Service Catalog
Service Continuity Plans
Change Management Records
Service Incident Records
Service Fulfilment Requests
REVISED 02/18/16
Retention
Period
11
Related Authority
State Archives Schedule 8
Document Type
Information Security Records
Repository
IT Service Providers
Retention
Period
The minimum retention period for records not
covered by any regulations, external standards,
federal or state laws as determined by the
campus information security officer is 18
months for highly critical services. The
minimum retention period for records that are
covered by regulations, standards, federal law,
or state law varies and must be retained for
such duration.
• Payment Card Industry Data Security
Standards (PCI-DSS) - 1 year
• Gramm–Leach–Bliley Act (GLBA) - 5
years
• Health Insurance Portability and
Accountability Act (HIPAA) - 6 years
• Sarbanes–Oxley Act (SOX) - 7 years
Less critical services should be maintained for
to support operational needs at the discretion of
the service provider. Recommended minimum
is 90 days.
Exceptions to be documented as part of risk
acceptance decisions to be approved by the
CIO.
REVISED 02/18/16
12
Related Authority
Document Type
Software Management Records
• Licenses
• Site Licenses
• Software Inventories
• Software Purchase Records
• Related Documentation
• VPATs
Repository
IT Service Providers
Email (mailbox) of all terminations, voluntary or
involuntary
Information Security
Officer
Bid and Competitive Selection Records
Equipment Inventory Records
Equipment Maintenance Records
Research and Teaching Drug Inventory Records
Vehicle Records
• Emission Records
• Fuel Records
• Insurance Records
• Maintenance Records
• Registration Records
• Titles
• Use Records
Building Space Inventory and Valuation Records
Building/Grounds Repair, Maintenance,
Remodeling, and Construction Records
Capital Construction Project Records
Land Inventory Records
HIPAA Compliance Records and Reports
Immunization Records
REVISED 02/18/16
13
Retention
Period
Software management records should be kept
for the life of the license use or life of the
system.
Related Authority
189 days/27 weeks from date of termination in
HRMS.
Equipment and Supplies Records
Procurement Services
Until completion of project
Center
Facilities Management
10 years
Originating Department
Life of the equipment
Originating Department
2 years
Parking &
Until vehicle is no longer owned by the
Transportation Services
University.
21 C.F.R. 1304.04(a)
Facilities and Property Records
Facilities Management
10 years
Facilities Management
Permanent
Facilities Management
Permanent
Facilities Management
Permanent
Health Services Records
HIPAA Compliance
6 years from creation date or effective date
Office
Originating Medical
Students – 2 years after student graduation or
Services Department
withdrawal
State Archives Schedule 8
State Archives Schedule 8
45 C.F.R. pt. 160
Document Type
Repository
Retention
Period
Employees – Until no longer needed
10 years from the date of last contact with the
individual
Medical Records
• Students
• Patients
• Employees
Originating Medical
Services Department
Patient Encounter Logs
Originating Medical
Services Department
Originating Medical
2 years
Services Department
Originating Medical
2 years
Services Department
Originating Medical
Until individual’s separation from the University
Services Department
Originating Medical
Until no longer needed
Services Department
Financial Aid Records
Financial Aid Office or
3 years after the end of the award year in which
Student Debt
the student borrower last attended the
Management Office
University
6 C.C.R.1011-1
If a minor – 10 years from last contact with the
individual after the individual reaches the age of
majority (age 18)
2 years
Pharmacy Prescription Dispensation Records
Practitioner Rotation Schedules
Health Insurance Records
Shadow Charts
Borrowers Loan Records
• Institutional Loans
• Repayment Schedules
• Statements of Rights and
Responsibilities
• Records of Actions Taken
• Related Correspondence
Federal Title IV, Program Records, Institutional
Records
• Accreditation Reviews and Reports
• Any other record pertaining to factors of
financial responsibility and standards of
administrative capability
• Audits and Program Reviews including
school responses
• Education Program Eligibility
• Institutional Program Participation
Agreement
• Recertification
REVISED 02/18/16
Related Authority
14
Financial Aid Office
(a) Agreements: 6 years after expiration
(b) 3 years after the end of the award year in
which the report was submitted
Records pertaining to audit and program
reviews must be retained until resolution of the
matter is reached.
C.R.S. § 12-22-131(1)(a)
34 C.F.R. § 668.24
34 C.F.R § 668.24
Document Type
• Documentation supporting degree
completion, graduation rate and transfer
out rate calculations
Direct Loan Program Records
• Applications
• Borrower Eligibility Calculation
• Origination Records
• Disbursement Records
• Promissory Notes
• Loan Confirmation Process
• Entrance and Exit Loan
Counseling
Fiscal Records and Reports
• Accreditation and Licensing
Agency Reports
• Annual Federal Fiscal Operations
and Application to Participate
Report and related records used
to prepare the report
• Cash Disbursements
• ED Payment Management
System Cash Requests and
Reports
• Federal Pell Grant Statements of
Account
• Federal Work-Study Payroll
Records
• General Ledgers and Bank
Statements for all accounts
containing Title IV funds
• Refunds and Repayments
• State Grant and Scholarship
Award Rosters and Reports
• Title IV Program Reconciliation
Reports
• Title VI Program Transaction
Records
REVISED 02/18/16
15
Repository
Retention
Period
Related Authority
Financial Aid Office
3 years after the end of the award year in which
the student borrower last attended the
University (loan confirmation process records
are held indefinitely).
34 C.F.R. § 668.24
Financial Aid Office
3 years after the end of the award year for
which the report was submitted or the record
was created
34 C.F.R. § 668.24
Document Type
Repository
Pell Grant Records
Financial Aid Office
Perkins Loan Program Records
• Promissory notes
• Repayment schedules
• Cancellation and Deferment Records
• Annual Report
Student Financial Aid Records
• Affidavit of Lawful Presence
• Award Calculation Records
• Applications
• Award Letters
• Eligibility Records
• Payment Records
• Repayment Agreements
• Withdrawal Calculations
• Documentation of all Professional
Judgment decisions
• Enrollment Reporting Records
Financial Aid Office or
Bursars Office
Tuition Appeals
Work Study Program Administrative Records
• Award Letters
• Job Descriptions
• Payment Records
• Related Correspondence
Registrar’s Office
Financial Aid Office or
Relevant Academic or
Administrative
Department
Accident and Injury Reports
Asbestos Records
Carcinogenic Compounds Inventory/Use Records
Chemical and Hazardous Waste Disposal Records
REVISED 02/18/16
16
Financial Aid Office
Retention
Period
Related Authority
3 years after the end of the award year for
which the aid was awarded
3 years after loan repayment or from the date
the loan was assigned to the Department,
cancelled or repaid (or until the loan is satisfied
or as long as needed to enforce the obligation)
34 C.F.R. § 668.24
3 years after the end of the award year in which
the student last attended the institution
34 C.F.R. 668.24
34 C.F.R. 668.24; 34
C.F.R. § 674.19; 34 C.F.R.
§ 674.8(c)
Office of the Registrar
10 years from date of appeal
3 years after the award year for which aid was
awarded
Safety and Security Records
Office of Risk
5 years from date of accident or injury
Management
EH&S Office &
30 years
Distribution Center
Archives
EH&S Inventory
10 years
Database
EH&S Office
5 years
34 C.F.R. § 668.24(e); 34
C.F.R. § 675.19
OSHA & EPA
Document Type
Chemical Hazardous Material Survey Records
Chemical Incident Reports
Emergency Response Plans and Procedures
Repository
EH&S Office
EH&S Office
EH&S Office or Risk
Management
EH&S Office
Environmental Regulation Records
Fire Alarm and Drill Records
Facilities Management
Office
EH&S Office
Human Material Authorizations Records
Retention
Period
30 years after student/employee separation
3 years
Until superseded
Related Authority
Includes almost all EH&S files – refer to other
entries above and below
3 years
375 days to 50 years depending upon type of
document
none
Asbestos = 30 years
Until License is terminated
Until License is terminated
NRC & CDPHE
Until License is terminated
EH&S electronic database that shows
inspection history; remain in system indefinitely.
EH&S paper records not needed - keep
electronic database that shows latest (refresher
training) +
initial training date; remain in system until
employee leaves University.
Until vehicle is no longer owned by the
University
CDPHE
CU Police Department
5 years plus current
State Archives Schedule
17
Adult Offender Felony Arrest Records (Major
Felonies and Violent Crimes)
Adult Offender Felony Arrests (Other)
CU Police Department
Permanent
CU Police Department
5 years plus current
Adult Offender Misdemeanors
CU Police Department
3 years plus current
Material Safety Data Sheets Records
Medical Surveillance Records
Radiation Licensing Records
Radiation Material Handling and Disposition
Records
Radiation Monitoring and Exposure Records
Safety Inspection Records
EH&S Office & Online
EH&S Office
EH&S Office - RSO
EH&S Office - RSO
Safety Training Records
EH&S & University Risk
Management
Vehicle Accident Records
Office of Risk
Management and/or
Transportation Center
Office of Risk
5 years or 1 year after all compensation is paid
Management
to claimant (whichever is later)
CU Police Department Records
EH&S Office - RSO
EH&S
Workers Compensation Records
Arrest Records
Arrest and Booking Logs
REVISED 02/18/16
17
OSHA
CDPHE
CDPHE
State Archives Schedule
17
State Archives Schedule
Document Type
Retention
Period
Repository
Related Authority
17
Case Files
Major Crimes (Arson, Aggravated Assault,
Homicides, Kidnapping, Deaths, Missing Persons,
Robbery, Forgery, theft of Public Funds, Traffic
Fatalities)
Felony cases and special investigations
CU Police Department
Permanent
State Archives Schedule
17
CU Police Department
5 years plus current
CU Police Department
3 years plus current
CU Police Department
Permanent
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
Felonies
CU Police Department
10 years plus current
Homicides
CU Police Department
Permanent
Misdemeanors
CU Police Department
5 years plus current
Evidence Records – Records pertaining to the
collection and storage of evidence collected at
crime scenes and during police investigations.
(Retention periods apply provided offenses are not
affected by statute of limitations).
Fingerprint Cards and Files – Records containing
latent fingerprints and palm prints found at crime
scenes without identification of suspects
Handling and Storage of Evidence Records – Logs
documenting the receipt, transfer, and release of
materials taken into evidence, including property
reports, release records, evidence tags and similar
records
Mug Shots/Negatives – Photographic records of
suspects and persons charged with crimes,
including photographic prints and negatives
Photographs – Photos of crime scenes, including
photographic prints and negatives
CU Police Department
75 years plus current
CU Police Department
75 years plus current
State Archives Schedule
17
CU Police Department
75 years plus current
State Archives Schedule
17
CU Police Department
75 years plus current
State Archives Schedule
17
CU Police Department
75 years plus current
State Archives Schedule
17
Misdemeanor cases, Petty offenses, and Traffic
Offenses
Sex Offenders
Criminal History Files
REVISED 02/18/16
18
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
Document Type
Tape Recordings – Dispatch audio tapes recorded
to monitor radio transmissions
Video Tapes related to cases involving death,
missing persons, kidnapping, treason, and forgery
Video Tapes concerning all other cases
Retention
Period
Repository
CU Police Department
90 days
CU Police Department
Permanent
CU Police Department
10 years plus current
CU Police Department
90 days
State Archives Schedule
17
CU Police Department
90 days
State Archives Schedule
17
CU Police Department
90 days
CU Police Department
5 years from date of last contact
CU Police Department
1 year from date of last contact
CU Police Department
4 years
State Archives Schedule
17
CU Police Department
2 years plus current
Crime Logs
CU Police Department
3 years plus current
Dispatch Logs
CU Police Department
1 year plus current
DUI Logs
CU Police Department
2 years plus current
Offense Logs
CU Police Department
3 years plus current
Routine Activity Logs – Records of Routine
Welfare Checks, alarm checks, etc
CU Police Department
1 year plus current
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
Field Contact Records
Records or contacts with businesses,
complainants, juveniles, victims, or witnesses after
which no incident report is filed, including written
statements
Taped-Recorded Interviews conducted during field
contacts in which no incident report is filed
Intelligence Files – Records containing information
regarding individuals and groups
Multiple Contacts
No Further Contact
Internal Affairs Investigations
Records pertaining to internal investigations
regarding police conduct or actions, board of
inquiry proceedings, and any subsequent
disciplinary actions
Logs
Court Subpoena Logs
REVISED 02/18/16
19
Related Authority
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
Document Type
Traffic Accident Logs
Repository
CU Police Department
Retention
Period
2 years plus current
Miscellaneous Records
Parole File Card
CU Police Department
Until no longer needed
Prisoner Transport Records
CU Police Department
1 year plus current
Seizure Fund Documentation
CU Police Department
7 years plus current
Statistical Files
CU Police Department
5 years plus current
Training Records
CU Police Department
Summonses and Complaints
CU Police Department
5 years after employees separation from the
University
1 years plus current
Registered Sex Offender Records
Information Request Forms
CU Police Department
1 year plus current
Sex Offender Registration and Cancellation Forms
CU Police Department
5 years after offender leaves the jurisdiction
Sexually Violent Predators Notifications
CU Police Department
Permanent
Accident Reports
CU Police Department
3 years plus current
Activity Summaries
CU Police Department
1 year plus current
Crime Stopper Reports
CU Police Department
5 years plus current
Incident Reports
CU Police Department
3 years plus current
Offense Reports
CU Police Department
Records Checks
CU Police Department
Permanent for serious offenses; 10 years for all
other offenses
2 years plus current
Uniform Crime Report/NIBRS - Annual
CU Police Department
Permanent
Related Authority
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
Reports
REVISED 02/18/16
20
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
State Archives Schedule
17
Retention
Period
Document Type
Ride Along Program Records
Approved Ride-Along Records
Repository
CU Police Department
3 years plus current
Denied Ride-Along Records
CU Police Department
Permanent
Athletics Records
Director of
7 years
Eligibility/Cert.
Athletic Business Office
7 years
Eligibility Checklists Records
Game Contracts
Game Statistics
Individual Student-Athletes Records
Media Guides
Photographs (Student-Athletes, Coaches, Staff)
Play Books
Practice Log Records (CARA)
Press Clippings
Recruiting Records
Student Athlete Academic Advising Records
Student Athlete Medical Records
Ticket Records
Level II/Secondary Violations/Waiver
Records/Investigation Notes
Major Infractions Case/Investigation Notes/NCAA
Report
Participation Forms
National Letter of Intent/Financial Aid Agreement
Forms
Transfer Information
Official Visits
Sport Camps Documentation–Camp Operating
Plans and Camp Wraps
REVISED 02/18/16
21
Related Authority
State Archives Schedule
17
State Archives Schedule
17
Department Practice
Department Practice
Sports Information
Office
Compliance Office
Sports Information
Office
Sports Information
Office
Football Office
Compliance Office
Sports Information
Office
Sport Program Coach’s
Office
Student Advising Office
Sports Medicine
Ticket Office
Compliance Office
Permanent
Department Practice
7 years
Permanent
Department Practice
Department Practice
Permanent
Department Practice
Until no longer needed
7 years
Permanent
Department Practice
Department Practice
Department Practice
7 years
6 years
10 years from date of last contact
3 years
Permanent
NCAA/Department
Practice
Department Practice
State Archives Schedule 8
State Archives Schedule 8
Department Practice
Compliance Office
Permanent
Department Practice
Compliance Office
Compliance Office
7 years
7 years
Department Practice
Department Practice
Compliance Office
Compliance Office
Athletic Business Office
7 years
7 years
7 years
Department Practice
Department Practice
Department Practice
Document Type
Repository
Compliance Office
7 years
Compliance Office
7 years
Buffalo Sports
3 years
Properties
Athletic Business Office
7 years
Compliance Office
7 years
Compliance Office
7 years
Compliance Office
7 years
Compliance
7 years
Office/FAR’s Office
Budget and Finance Documents
Rosters
Squad Lists
Sports Sponsorship files
SAF (Special Assistance Fund)
Training Table Records
Football Bowl Affidavits Documents
Coaches Certification Exam Results
Campus Compliance Committee Minutes
Procurement Records
Canceled Solicitation Files
Retention
Period
Related Authority
Department Practice
Compliance Office
Learfield Sports
Department Practice
Department Practice
Department Practice
Department Practice
Department Practice
Procurement Service
Center
3 years
Contract Controversies and Appeals Files
Procurement Service
Center
Contract and Purchase Order Files
Procurement Service
Center
6 years
If any litigation, record maintained until all
issues resolved and final action taken
6 years
Leasing Contract Files
Procurement Service
Center
6 years
State Archives Manual
Schedule 7
Successful Bids and Proposals
Procurement Service
Center
6 years
State Archives Manual
Schedule 7
Real Property Acquisition Files
Treasurer’s Office
Permanent
Purchase Requisitions
Procurement Service
Center
3 years
State Archives Manual
Schedule 7
Unsuccessful Offers (Bids and Proposals)
Procurement Service
Center
3 years
State Archives Manual
Schedule 7
Bond Documents
REVISED 02/18/16
22
State Archives Manual
Schedule 7
C.F.R. Sec 74.53
State Archives Manual
Schedule 7
State Archives Manual
Schedule 7
Retention
Period
Document Type
Bond Official Transcripts
Repository
Treasurer’s Office
Bond Registration Files
Treasurer’s Office
3 years
State Archives Manual
Schedule 7
Bonds, Notes and Coupons Paid
Treasurer’s Office
3 years
State Archives Manual
Schedule 7
State General Obligation Bonds
Treasurer’s Office
3 years
State Archives Manual
Schedule 7
State Revenue Bonds/Notes
Treasurer’s Office
3 years
State Archives Manual
Schedule 7
State of Colorado
3 years
State Archives Manual
Schedule 7
Office of the Vice
President for Budget &
Finance
As designated by
System or Campus
Budget Office
As designated by
System or Campus
Budget Office
State of Colorado
3 years
State Archives Manual
Schedule 7
3 years
State Archives Manual
Schedule 7
State: 7 years
(permanent record with State Archives after 7
years)
5 years
State Archives Manual
Schedule 7
Originating Department
responsible for account
3 years
State Archives Manual
Schedule 7
Budget Records
Coded Long Bill
Annual Budget Document
Budget Work Papers
Annual Budget Reports
Appropriation Documents
Cash Management Records:
Bank Records
REVISED 02/18/16
23
3 years
(retained by State Archives permanently)
Related Authority
State Archives Manual
Schedule 7
State Archives Manual
Schedule 7
Retention
Period
Document Type
Cash and Credit Card Receipts
Repository
Cash collecting
Department
Deposits with State Treasurer
Campus Controller or
Treasurer’s Office
3 years
State Archives Manual
Schedule 7
EFT Authorizations
7 years
State Archives Manual
Schedule 7
External Bank Account Authorization
Procurement Service
Center or Treasurer’s
Office
Treasurer’s Office
3 years
State Archives Manual
Schedule 7
Payment Logs/EFT and Warrant
Campus Controller
5 years
State Archives Manual
Schedule 7
Warrant Reconciliation
Campus Controller
9 years
State Archives Manual
Schedule 7
Warrant/Cancelled
System Controller or
cancelling Department
5 years
State Archives Manual
Schedule 7
As designated by
System or Campus
Controller
State Controller and
System Controller
3 years
State Archives Manual
Schedule 7
Until Expire/Replaced or 3 years, whichever is
later
State Archives Manual
Schedule 7
System Controller
Until changed or 3 years, whichever is later
State Archives Manual
Schedule 7
Originating Department
or Procurement Service
Center when Expense
System is implemented
3 years
State Archives Manual
Schedule 7
Contracts:
State Contracts / all related documents
State Controller Delegation Authority Letters
Agency Signature Authority Forms
Expenditures:
Employee Reimbursement Vouchers and
Records
REVISED 02/18/16
24
3 years
Related Authority
State Archives Manual
Schedule 7
Retention
Period
Document Type
Expenditure Accounting General Documents /
Control Files
Repository
Originating Department
Federal 1099 1098-T or other Tax Reporting
Records
Procurement Service
Center, Payroll &
Benefits Services
Originating Department
4 years
State Archives Manual
Schedule 7
3 years
State Archives Manual
Schedule 7
Department or
Procurement Service
Center from date when
Expense System
implemented
Department or
Procurement Service
Center from date when
Expense System
implemented
Department or
Procurement Service
Center from date when
Expense System
implemented
3 years
State Archives Manual
Schedule 7
3 years
State Archives Manual
Schedule 7
3 years
State Archives Manual
Schedule 7
Procurement Service
Center, Campus
Controller
3 years from date of asset disposal
State Archives Manual
Schedule 7; Code of
Federal Regulations, Title
2, Part 200.333(c)
Physical inventory records
Facilities Management
3 years
State Archives Manual
Schedule 7
Depreciation schedules
Campus Controller
3 years
State Archives Manual
Schedule 7
Inter-departmental Transfers
Petty Cash Records
Procurement Card Records
Vouchers for the Purchase of Goods and
Services
Fixed Assets:
Fixed Assets
REVISED 02/18/16
25
3 years
Related Authority
State Archives Manual
Schedule 7
Document Type
Disposal of fixed assets records
Repository
Campus Controller
Retention
Period
3 years from date of asset disposal
Acquisition/disposal of property
Facilities Management
State: 6 years
State Archives Manual
Schedule 7
General Ledger:
Adjusting Journal Entries
Approving Department
State: 3 years
Fed: 3 years
State Archives Manual
Schedule 7
Inventory Control:
Inventory Records
Facilities Management
3 years
State Archives Manual
Schedule 7
Revenue/Accounts Receivable:
Accounts Receivable Invoices
Department
3 years
State Archives Manual
Schedule 7
Loan Records
Bursars Office
3 years
State Archives Manual
Schedule 7
Revenue Contracts
Campus Authorized
Signature Authority
3 years
State Archives Manual
Schedule 7
Payroll and Benefits
Services
10 years
Internal Revenue Code
Institutional Tax Returns
• Returns and supporting documentation and
schedules
Grants, Contracts, and Research Records
Department
2 years post marketing approval or IND
withdrawal
Clinical Research Records
• Protocols
• Patient Records
• Regulatory Records
• Associated Contracts
• Accounting Records
REVISED 02/18/16
26
Related Authority
State Archives Manual
Schedule 7; Code of
Federal Regulations, Title
2, Part 200.333(c)
Document Type
Repository
Grant and Contract Project Research Records
Activity Reports
Research Data
Summary Reports
Working Papers
Related Documentation
Laboratory Notebooks/Records
Technical Reports
Grant, Contract, and Awarded Proposal Records
Grants and Contracts Accounting Records
• Account Request Forms
• Assignment of Refunds
Documents
• Balance Sheets
• Billing Records
• Budget Summary Statements
• Contracts
• Financial Reports
• Grant authorizations
• Invoices
• Project Summaries
• Receipts
• Subcontracts
• Related Documentation
Receipts for Purchases on Federally Funded
Contracts
REVISED 02/18/16
Related Authority
Department
6 years after inactivation of project speedtype
State Archives Schedule 8
Office of Grants and
Contracts
6 years after inactivation of project speedtype,
unless otherwise provided for by the contract
documents
6 years after inactivation of project speedtype
State Archives Schedule 8
Original receipts for a minimum of one year
after image scanning
Federal Acquisition
Regulations 4.703
Sponsored Projects
Accounting
Department
27
Retention
Period
Code of Federal
Regulations, Title 2, Part
200
State Archives Schedule 8
requires 6 years
Document Type
Human Subjects Records
IRB
• Approval Applications/Forms
• Assurance/Certification/Declaration
Forms
• Consent Forms
• Grant Proposals
• Protection of Human Subjects
Forms
• Protocols
• Related Documentation
Repository
Retention
Period
3 years after completion of the activity
Related Authority
21 C.F.R. 56.11 5
Institutional Animal Care and Use Records
• Approval Applications/Forms
• Grant Proposals
• Protocols
IACUC
3 years after completion of the activity
9 C.F.R. 2.35(f)
Electronic Personnel Effort Reporting System
Forms
Systems
6 years
Code of Federal
Regulations, Title 2, Part
200
Research Misconduct Records
Office of the Vice
Chancellor for Research
Department
6 years
Tech Transfer
Permanent for original patents, formal invention
assignment forms, license agreements, patent
legal transactions, and invention disclosure
forms; 6 years for all other records
Government Titled Property
• Sponsor approval for purchase
• Purchase requisitions
• Purchase Orders
• Orders for transfer of material,
supplies, or other property
• Records reflecting receipt and use
of material in the performance of a
contract
• Records for equipment usage,
maintenance and repair orders
Invention Disclosure Forms
• Licensing Agreements
• Original Patents
• Patent Applications
REVISED 02/18/16
28
3 years after disposition of property
•
•
Document Type
Technology Transfer Records
Related Documentation
Repository
Annual Benefit Reports
Benefit Employer Contribution
Benefit Plan Description/Master Contract
Benefit Plan Bidding/Selection Data
Benefit Provider Report of Events
Benefit Records
Employee Tax Records
Wage Attachments, Child Support, and
Garnishment Records
Federal Tax Levies
Pay Authorization Records
Paycheck Delivery Records
Payroll Adjustments – Off-cycle pay,
overpayments, retroactive pay, refunds, one-time
pay, leave adjustments
Payroll Check Register
Payroll and Benefit Records
Payroll & Benefits
Life of Plan
Services
Payroll & Benefits
Employee Tenure
Services
Payroll & Benefits
Life of Plan plus three years
Services
Procurement Services
Life of Plan
Center
Payroll & Benefits
Life of Plan plus 3 years
Services
Payroll & Benefits
Until employee separates from University
Services
Payroll & Benefits
4 years from the date the tax is due or the tax is
Services
paid, whichever is later
PBS Employee Record
3 years from the final withholding, release of
File
employee’s date of separation
PBS Employee Record
4 years from the final withholding or date of
File
employee separation
HRMS
Until updated, superseded, or no longer needed
for reference.
HRMS
Until updated, superseded, or no longer needed
for reference.
PBS Employee Record
3 years after termination or employment or
File
cancellation of authorization
HRMS
Payroll Register
HRMS
Direct Deposit Authorization
PBS Employment
Record File
PBS Employee Record
File
Tax Withholding Authorization Records W-4’s
REVISED 02/18/16
29
Retention
Period
Until updated, superseded, or no longer needed
for reference.
Until updated, superseded, or no longer needed
for reference.
3 years after change in authorization,
cancellation, or employee separation.
Until superseded or 4 years after employee
separation
Related Authority
26 C.F.R. 31.6001-1
State Archives Schedule 8
2005 Principles of Payroll
Administration
State Archives Schedule 8
State Archives Schedule 8
State Archives Schedule 8
State Archives Schedule 8
State Archives Schedule 8
State Archives Schedule 8
IRS Publication 15
(Circular E), Employer’s
Document Type
Retention
Period
Repository
Wage and Tax Statements
PBS Vendor Electronic
Interface
4 years
Wage and Tax Statements – Returned
undeliverable W-2’s and 1042’s
PBS
4 years
Publications, Promotions and Alumni Records
Alumni Association
5 years or until superseded
Alumni Records
• Event Planning Records
• Gift Records
• Mailing Lists
• Membership Lists
• Related Correspondence
Fundraising Records
• Donor Records
• Event Planning Records
• Fundraising Request Records
• Public Relation Records
• Events Accounting
• Photograph (Archival)
Publications
•
•
•
•
•
•
•
Books
Brochures
Catalogs
Directories
Magazines
Media Guides
Newsletters
Collection and Artifact Records
• Acquisition Logs
• Appraisal and Valuation Records
• Background Records
• Donor Agreements/Records
REVISED 02/18/16
Related Authority
Tax Guide
IRS Publication 15
(Circular E), Employer’s
Tax Guide
IRS Publication 15
(Circular E), Employer’s
Tax Guide
30
Originating Department
5 years
University
Communications
University
Communications
Permanent
State Archives Schedule 8
Until no longer needed for reference
State Archives Schedule 8
Library, Museum, and Collection Records
Campus Controller or
Minimum of 3 years
Procurement Service
Center
Document Type
• Inventory Lists
• Loan Records
• Ownership Records
• Purchasing Records
• Registration Records
Inter-Library Loan Records
Record Management Records
• Record Disposition Schedule
REVISED 02/18/16
Retention
Period
Repository
University Libraries
Campus Records
Management
Coordinator
31
3 years
Permanent
Related Authority
State Archives Schedule 8
State Archives Schedule 8