Records and Information Management

General Administrative Retention and Disposition Schedules

Item No. Record Title Minimal Retention Time Custodian Location
Disposition Description/Details
Budget Preparation Records
1

Budget Request UA (Final Submission)

This records series constitutes the University's copy of its final budget request submitted to the Office of Management & Budget (OMB).

Retain 3 years after current fiscal year or until administrative need is met State Wide Budget Office Destroy after 4 years or after administrative need is met Record Copy of budget requests, budget amendments, supplemental requests and revised programs are maintained permanently by OMB in most cases. Statewide administers Record Copy of reimbursable Serves Agreements (RSA's) that do not require OMB approval for 3 years after closeout. (Refer to Reimbursable Service Agreements)
2

Budget Request

This records series constitutes the Campus's copy of its final budget request submitted to the State Wide Budget Office.  May include: amendments: revised programs; supplemental requests; personal services information, including expenditure data; component financial summaries; supplies, equipment, and contractual detail; correspondence; and, other component supporting documentation.  Includes data relating to intercampus transfers both operating and  capital funds.

Retain 3 years after current fiscal year or until administrative need is met State Wide Budget Office Destroy after 4 years or after administrative need is met Record Copy of budget requests, budget amendments, supplemental requests and revised programs are maintained permanently by State Wide Budget Office in most cases.
3

Campus Budget Work Papers (Original Preparation File)

This series consists of the working papers of campus budget analysts and line staff used for the preparation of the fiscal year budget submission to State Wide Budget Office. Includes the following types of documents: budget instructions, operating and capital budget submissions, cost allocations, amendments, revised programs, supplemental, correspondence and other supporting backup.

Retain 3 years after current fiscal year or until administrative need is met Campus Budget Office Destroy after 4 years or after administrative need is met  
4

Department/Office Budget Requests Files (Working File):

This file set includes documents created and used by department mangers to develop budget requests including cost statements, estimates, justifications, and supporting backup. The department budget request is submitted to campus budget analyst and maintained as part of Item 3.

Retain 1 year after current fiscal year or until administrative need is met Department/ Office Destroy after 4 years or after administrative need is met Department/Office
General Accounting Records
31 Forgery & Fraud Investigation Case Files Retain until case is closed plus three years. Unit + Cash Management Destroy 3 years after case is closed. This records series documents formal investigation of suspected forgery and fraud notes, materials, detailed backup, police reports, affidavits, etc. 
Procurement, Leasing & Property Records
50

Procurement Files

These records document agency procurement of supplies, services and professional services, including the solicitation, selection, award and administration of contracts.

Retain formal contracts for life of the contract plus 3 years.

Record copy is maintained by the Procurement and Contract Services Office.

Duplicate copies may be disposed after administrative need is met.

Destroy 3 years after the life of the contract

May include the following: vendor contacts and responses, purchase/delivery orders, invoices, price quotations, ITB, RFQ, RFP, RAP backup, public notices, bid correction or withdrawal documents, bid totals, protests, final decisions, Notice of Intent to Award, procurement reports, evaluation criteria and score sheets.

Also consists of original contract and amendments/renewals, special conditions, payment logs, reports (fiscal, progress, final), appropriation data, bond verification (bid security), transcripts, audio tapes and correspondence.   Authority:  AS 36.30 State Procurement Code, 2 AAC 12

Per AS 09.10.053 Statute of Limitations for contract cases is 3 years.

Certain technical and proprietary data and trade secrets submitted by actual or prospective bidders or offerors may be confidential.

ITB: Invitation to Bid
RFQ:  Request for Quotation
RFP: Request for Proposal
RAP: Request for Alternate Procurement

51

Space Lease Administration Files

This records series documents the administration of university space leases and consists of request for proposals, public notices, notifications of award, executed original space leases, and any amendments or renewals, certificates of insurance, fiscal reports, payment logs, correspondence, and/or reports.

Retain leases and space use agreements for life of lease plus 6 years. Files maintained by relevant office with signatory authority Destroy six years after the end of the life of the lease The relevant office with signatory authority for space leasing maintains the Master Lease Records for 6 years after lease expiration or termination.
52

Equipment Records - Originals

Includes warranty information, instruction/ operating manuals, repair/maintenance history, etc.)

Retain for the life of the equipment plus 4 years.

MAUs

Destroy 4 years after the useful life of the equipment

Justification for Retention: Most torts carry a two-year statute of limitations; some have three.  The Department of Law does not always get brought into a case immediately upon expiration of the statute of limitations.  Retaining warranty data, manuals and repair/maintenance history records for the life of the equipment plus four years will protect the University in 99% of its cases.

The Statewide Finance administers the Record Copy for vehicle documentation.
 

Equipment Records - Copies

Includes delivery order, correspondence,
General/preventative maintenance records.
Retain copies for 3 years Destroy copies after 3 years
53

Vehicle Inventory /Automotive Management

Includes copies of the following:  Motor Vehicle Accident Reports, Certification of Insurance, Lost-Stolen-Damaged Property Reviews, inspection reports, maintenance records, repair estimates, Liability Accident Notices, credit card usage reports, and monthly travel/mileage logs.

Retain for 3 years Vehicle Files Record Copy administered by the Statewide Finance Office, which is responsible for procuring, maintaining, and disposing of vehicles and equipment owned and operated by the University. Destroy after 3 years  
54

Property Control Records

Agency copies of controlled property management reports, property tag register, excess property reports, interdepartmental property transfer documents, Lost-Stolen-Damaged Property Reviews, Property Destruction Authorizations and correspondence. 

Retain for 3 years or until audit is completed, whichever comes first. MAU Destroy after 3 years or until audit is completed whichever comes first

Maintain reports on any federally funded property until audit is completed.

Grant purchased equipment records are maintained per the grant requirements.

55

Real Property (Land)

This records series documents the acquisition, ownership and disposal of university real property and consists of, but is not limited to:                   due diligence reports, purchase agreements, closing documents, deeds/patents, title insurance, land use authorizations, easements, development analyses and studies, soils data, mapping data, plats/surveys, and land disposal offerings, and acquisition, disposal, property and project files.

Property records are active as long as the University of Alaska owns the land or building.

Retain until the University no longer  has an interest  in the  property plus 4 years. Except, retain records that relate to environmental risk liabilities indefinitely.

SW Cash Management retains cleared checks.

State Wide Land Management

Destroy 4 years after the University no longer has an interest in the property.

MAUs should not keep copies of checks.

State Wide Land Management retains the official copies of all university land records.                              This retention meets federal requirements for real property acquired with federal funds  (e.g. 34 CFR 74.53).

Note For Files Having Potential Litigation: 
AS 46.03.822 relates to "strict liability for the release of hazardous substances" and impacts retention requirements for property documents.  Liability, current or future, pertaining to the release of hazardous substances, attaches to property owners.  Contact the General Counsel regarding disposition of records for real property with known or suspected contamination.
 

56

Facilities  (Buildings)

This records series document the acquisition and construction related to buildings and other improvements and includes, but is not limited to: due diligence and inspection reports, bills of sale, plans and drawings, as-builts/surveys, soils report, request for proposals, public notices, notifications of award, executed original contracts and any amendments or change orders, invoices, purchase orders, certificates of insurance, claims schedules, fiscal reports, payment logs, statements, and correspondence.

Property records are active as long as the University of Alaska owns the building and improvements.

Retain until the University no longer  has an interest  in the  property plus  4 years.

Statewide Cash Management retains cleared checks.

MAUs

Destroy 4 years after the University no longer has an interest in the property.

MAUs should not keep copies of checks

This retention meets federal requirements for real property acquired with federal funds  (e.g. 34 CFR 74.53).

Note For Files Having Potential Litigation: 
AS 46.03.822 relates to "strict liability for the release of hazardous substances" and impacts retention requirements for property documents.  Liability, current or future, pertaining to the release of hazardous substances, attaches to property owners.  Contact the General Counsel  regarding disposition of records for real property with known or suspected contamination.

General Office Administration Records
60 Administrative Studies/Special Projects (Major) Retain until administrative or management need is met; then, transfer to the University Archives. MAU then transfer to University Archives University Archives review for archival value. Includes all final reports and backup data regarding major administrative studies and special management projects. Review for archival value.
61

Program History Files

These records document function, organizational structure, history, activities and accomplishments of a university agency.

Retain until administrative or management need is met; then, transfer to the University Archives. MAU then transfer to University Archives University Archives review for archival value.

 May include:  media releases, public information files, photographs (digital, prints, negatives), videotapes/discs, scrapbooks, clipping files, audio tapes/cd’s, speeches by program manager, written histories and monographs, and other visual aids, publications (brochures/leaflets/pamphlets) related to the university functions for which the agency is responsible.

Recommend review/transfer every five years.

62 General Correspondence Files Retain 3 years Responsible MAU or department Destroy after 3 years

Consists of original incoming and copies of outgoing letters and memoranda related to the general administration and operation of the department/office, usually arranged typically according to a system index. Includes; staff reports (activity, routine management, trip), endorsements, conference/training notes, conflict of interest statements, financial disclosure forms, confidentiality statements, inventories/logs, studies, policies & procedures, forms and templates.

This includes email associated with the general correspondence.

65

Board of Regent's Minutes

 

Retain until administrative or management need is met, then transfer to the University Archives Board of Regents Executive Officer University Archives

AS 14.40.170 The Board of Regents shall (5) keep a correct and easily understood record of the minutes of every meeting and all acts done by it in pursuance of its duties.

These records document the policies, decisions, and historical activities of the University of Alaska.

65a

Board of Regent's Meeting Files

Includes the following agendas, information packets, reports, notes, transcripts, media releases, meeting summaries, public testimony statements and questionnaires.

Retain until administrative or management need is met, then transfer to the University Archives Board of Regents Executive Officer University Archives These records document the policies, decisions and historical activities of the University of Alaska.
65b

Minutes and meeting Files Major Policy Making

Documents all Major Administrative Units (MAU), advisory councils/committees, task forces, special committees and major policy making groups activities.   Includes the following agendas, information packets, reports, notes, transcripts, media releases, meeting summaries, public testimony statements and questionnaires.

Retain until administrative or management need is met, then transfer to the University Archives MAU, Department, Group responsible for making policy University Archives These records document the policies, decisions and historical activities of the MAUs.
66

Minutes and meeting Files Non-Policy Making

For all general staff, routine and operational meetings that do not result in changes to university positions or procedures. Consists of agenda, minutes, notes, and other backup.

Retain for 3 years or until administrative or management need is met, whichever comes first Responsible office or group Destroy after 3 years or administrative/management need is met whichever comes first  
67

Program Policies & Procedures - Major

Substantive and binding university issued policies, procedures, directives, decisions, rules, and manuals that address mission essential functions for the university, campuses, or departments are responsible.       These records document university, campus, or department functions and have archival research value.

Retain for 3 years after policy is obsolete or superseded, then transfer to the University Archives Responsible MAU or department University Archives review for archival value.

Policy: A governing principle established at the executive level, which mandates or constrains action, has consistent system, campus, or department wide application, and sets a course, which changes infrequently.

Procedure: a set of effective and logical interrelated steps that implement a policy.

68

Program Policies & Procedures - Routine

Routine agency issued policies, procedures, directives, decisions, rules, organizational charts and manuals that address internal functions and operating procedures.

Retain for 3 years after policy is obsolete or superseded Responsible MAU or department Destroy 3 years after policy is obsolete or superseded  
69 Advertisements: Legal Retain 3 years after posted Procurement and/or Contracting Office Destroy 3 years after posted This records series consists of agency advertisements which may have appeared in newspapers or posted on the Online Public Notice System administered by the Procurement and Contracting Officer.  Examples include bid invitations for construction jobs, public hearings or notices, public sales.
70

Public Records Log & Request for Information

Unless a request is governed by 6 AAC 96.300, a public agency shall  maintain a log of each written request for public records that it receives. The log must include date of request, requestor name, and tracking information.

Retain 1 year PAO Destroy after one year Authority: 6 AAC 96.320
71

Reading Files

Reading Files: Extra outgoing copies of letters, memoranda, messages or other records used for periodic review by office staff, as a cross-reference to the record copies filed in the same office, for signature control, preparation of periodic reports, or for similar administrative purposes, and  maintained separately in a chronological arrangement.

Retain 3 years Department/Office Destroy after 3 years Record Copy may be administered in the General Correspondence Files.
73

Reports - Annual

Reports issued by University agencies that describe functions, activities and events.

Retain until administrative or management need is met; then, transfer to the University Archives. MAU, Department, Office University Archives review for archival value. Permanent Transfer to Archives when circulated
74

Reports - Audit

Audit Reports are written by Legislative Audit, the Office of Management & Budget, UA Internal auditors, and contractors and document the financial accountability and statutory/regulatory compliance of the University.

Retain until administrative or management need is met MAU, Department, Office Destroy after documentation of follow-up and corrective action taken is verified.

Unit's response to internal UA and independent management, operations, and fiscal audits. This series may include but is not limited to audit reports; written responses showing how recommended changes will be implemented; and relate documentation and correspondence.

The Internal Audit Office may retain external and contractor audits.

The Statewide Finance Office maintains Record Copies of state and federal single audits.

74a

Reports - Quarterly, Monthly

Consists of agency produced quarterly and monthly reports

Retain until administrative or management need is met MAU, Department, Office Destroy after administrative or management need is met.  
74b Environmental Audit Reports Retain indefinitely, unless University General Counsel approves disposition of records related to environmental liabilities MAU Do not destroy unless University General Counsel approves disposition of records related to environmental liabilities Note: for files having potential litigation: AS4603.822 relates to "strict liability for the release of hazardous substances: and impacts retention requirements for property documents. Liability, current or future, pertaining to the release of hazardous substances, attaches to property owners.  Contact the General Counsel regarding disposition of records for real property.
75

Technical Reference Files

Consists of technical studies, publications, consultant reports, internet printouts from any source related to program administration and functions.

Retain until administrative or management need is met MAU Destroy after administrative or management need is met. Until superseded or administrative/ management need is met. Technical studies, newsletters & publications used in the administration of the department.
76 Transitory & Miscellaneous Administrative Information Retain until administrative or management need is met MAU, Department, Office, Committee Destroy after administrative or management need is met. This records series consists of documents that are created primarily for the communication of information, as opposed to communications designed for the perpetuation of knowledge. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. Includes: e-mail, self adhesive notes, data input documents, appointment books/calendars, intra-office correspondence tracking logs, word processing files, suspense files, temporary instructions, publication bulletins, notary certificates (copies) meeting notices, announcements and training flyers.
78 Functional Forms Files Retain until for 1 year after superseded, revised, or replaced MAU, Department, Office Destroy 1 year after superseded, revised, or replaced Collection of current forms used for control precedent, comparison and general reference.
79 Numerical Forms Files Retain 1 year after obsolescence MAU, Department, Office Destroy 1 year after obsolete Request for approval of forms, or similar documents submitted by office of primary responsibility for the form, and all revisions; latest printing specification; latest review of form, showing status of form; records about the form; final draft/master or a copy of the current edition showing the office of primary responsibility's approval; and, copy of each printed edition of the form.
80 Forms Management Report Retain 3 years MAU, Department, Office Destroy after 3 years Reports of forms management activities, progress, status, and costs
81

Disaster Preparedness Plans

This records series consists of disaster preparedness and/or recovery plans adopted by an agency.

Retain until plan is superseded. MAU, Department, Office Destroy after plan has been superseded. Provide copy of Disaster Preparedness Plans to SW Disaster Preparedness Officer. Plans should be reviewed and updated every two years.
82

Disaster Preparedness Drills

This records series consists of the results of disaster preparedness exercises and the supporting documents including scenarios, location of safety related drills, timetables, response times, probable outcomes, areas of difficulties, description of how difficulties were resolved, and areas for improvement.  Types of drills include: fire, earthquake, safety,  chemical spills and active shooter on campus.

Retain 3 years provided reviews have been conducted MAU, Department, or Office Destroy 3 years after drill or review which ever is longest Provide a copy of the Disaster Preparedness Drill results and review to the SW Disaster Preparedness Officer. Building evacuations and active shooter exercises should be conducted at minimum annually.
83 Drafts and Working Paper Retain until obsolete, superseded, or administrative or management need is met MAU, Department, Office Destroy when obsolete, superseded, or administrative or management need is met This series contains documents, correspondence, reports, memoranda, and other materials in preliminary or developmental form before their iteration as a final product. Drafts may include copies of materials circulated for review for grammar, spelling and content. Working papers may include notes and miscellaneous documents used in compiling an assembling the final product.
84 Incident Reports Retain 4 years MAU, Department, Office Destroy after 4 years This records series consists of reports of strange occurrences or incidents which occur at an university owned/leased property and may include: alarm or lock malfunctions, security breaches, documentation of hostile actions by employees or the public, suspicious persons, maintenance problems, or any other circumstance that should be noted for future reference or follow-up. Types of data listed: name of reporting staff member, date/time/location of the incident, persons involved or witnesses, the extent of the problem, emergency response, supervisors notified, and general outcome.
86 Key, Badge Issuance, and Access Card Records Retain until employee no longer works for the university MAU, Department, Office Destroy after  employee terminates employment with the university This records series consists of the key control system which includes receipts for keys, access cards, and security or identification badges issued by employees. Access cards are deleted/expired from the system.
87 Supply Records Retain 3 years MAU, Department, Office Destroy after 3 years This records series consists of documentation of consumable supplies located in a central supply office for use by university staff. May include a listing of all available supplies which is distributed periodically or upon request.
88 Surveillance Video Tapes Retain record Copy 30 days, then erase and reuse, provided any necessary images are saved MAU, Department, Office Destroy after 30 days

This records series consists of surveillance video tapes created to monitor activities occurring both within and outside of university buildings.

University should create an internal management policy to determine which images should be retained for further investigation. Tapes may play an integral part in prosecution or disciplinary actions.

89 Visitor Logs Retain record copy 2 years MAU, Department, Office Destroy after 2 years This records series consists of records documenting employees' and visitors'' entrance into a university building during and /or after office hours. Logs may require time, date, signature, reason for visit, and location or person visited.
90 Complaints: Student/Citizen/Employee Retain record copy 1 year after resolution provided applicable audits have been released MAU, Department, Office Destroy 1 year after resolution

This records series consists of individual complaints from students, citizens, or employees and may include: name, address, date, telephone number, narrative of complaint, to whom referred and date, action taken and signature of person taking the action.

This file set does not include claims of harassment or discrimination among employees. Refer to Personnel Records, Item 111, Grievance case files.

91 Training Material Records Retain Record Copy until obsolete, superseded or administrative need is met; then contact the University Archives for archival review MAU, Department, Office Destroy after obsolete, superseded or administrative need is met unless records have archival potential

This records series consists of materials used in training, such as films, compact disks, electronic files, slides, commentaries, manuals, workbooks and other related items.

Refer to 100 & 101 for employee training records.

92 Mail and Telephone Records Retain 1 year MAU, Department, Office Destroy after 1 year Consists of mail files or logs that document transmittal/posting of United States Post Office materials and returned/undeliverable first class mail. Also, includes telephone logs, message books and phone number lists.
93 Postage Records Retain 3 years or after audit, whichever comes first MAU, Department, Office Destroy after 3 years or after audit whichever comes first Consists of a detailed listing showing the amount of postage used, date, used balance and purpose. Record of a United Parcel Service or Federal Express package sent by an office to another would also fit within this series.
94 Parking Decal/Permit Records Retain 3 years or after audit, whichever comes first MAU, Department, Office Destroy after 3 years This records series consists of copies of parking applications for motor vehicles authorized to park on University  owned/leased lots.
95 Statistical Data Records Retain until administrative or management need is met Institutional Research Destroy after administrative or management need is met These records normally consist of computer printouts, spreadsheets or other electronic files containing various types of information that have been collected and compiled by units to compare figures for some time frame on such subjects as: funding, student enrollment figures, courses offered, production or activity figures, fiscal data, student schedules, etc.
96 Inspection Records Retain until after all corrections are completed Units Destroy after verifying all corrections are completed Inspection reports for fire, security, and safety.    The Fire Marshall and Police Chief maintains the official copy of all fire, security, and safety inspections.
97 Delegations of Authority Retain 3 years after delegation is not longer valid Units Destroy 3 years after delegation in no longer valid Retain 3 years after delegation is not longer valid
Personnel Administration Records
102

Recruitment, Selection, & Appointment Records

This records series includes applications, transcripts, position vacancy announcements, letters of introduction, test answer sheets, examination papers, records of ratings of applicants, correspondence, candidate summaries, hiring proposals, and approvals.

Retain record copy 2 years from date of recruitment closure (All information and documentation for hired applicants are added to personnel file) Depending on MAU policy retain by HR or  department until destroyed Destroy after 2 years

Record Copy may be maintained by Human Resources or by authorized hiring department.

Confidential per AS 39.25.080.

Retention Authority: 2AAC 07.113

6 AAC 30.0840 (State Commission for Human Rights) requires 2-year retention of recruitment records. If EEO action is initiated, retain agency copies 1 year after settlement.

BOR Policy 04.01.062

Information Technology Records
120 Feasibility Study Reports Retain record copy at Department/MAU for 4 years after successful implementation or following an audit whichever is later MAU, Campuses, Colleges, Departments, and Offices Destroy 4 years after successful implementation or following an audit whichever is later These reports document the analysis of information management problems to determine effective operational, economical and technical solutions and include data collection material such as: logs, time studies, interview notes, questionnaires, computer printouts, requirements analysis document and related correspondence.
121 Systems Analysis & Design Documentation

Retain record copy at MAU for 5 years after successful implementation.

Retain all other copies until administrative need is met.

MAU, Campuses, Colleges, Departments, and Offices Destroy 5 years after successful implementation. This records series documents the examination of an IT problem and the creation of its solutions and includes; logs, time studies, interview notes, questionnaires, computer printouts, diagrams, schematics, workflow documents, computations, correspondence ad other documents related to systems analysis and design.
122 Testing Data

Retain record copy at MAU for 1 year after successful implementation.

Retain all other copies until administrative need is met.

MAU, Campuses, Colleges, Departments, and Offices Destroy 1 year after successful implementation.

These file sets document programmer and user testing processes created prior to implementation of a new or revised application.

Contains a sample of every category of valid data as well as many invalid conditions as possible and may include: test programs/scripts with their results, instructions, routines, validity checking and verification data, and user acceptance and other test documentation.

123 Program Source Code & Programmer Documentation

Retain Record copy at MAU for 2 years after successful implementation.

Retain all other copies until administrative need is met.

MAU, Campuses, Colleges, Departments, and Offices Destroy 2 years after successful completion This records series consists of programming statements and instructions that are written by a programmer, and convertible into machine language by compilers, assemblers, or interpreters; and, other documentation the programmer utilizes for application implementation. May also include data systems/file specifications, codebooks, file layouts and output specifications.
124 Program (User) Documentation & Training Materials

Retain record copy at MAU for 1 year after the system is no longer operational

Retain all other copies until administrative need is met

MAU, Campuses, Colleges, Departments, and Offices Destroy 1 year after system no longer operational or 1 year after version update. May include user guides, notes, computations, reports, computer printouts, data systems/file specifications, codebooks, file layouts, output specifications, brochures and other end user material regarding the use of an application.
125 IT General Documentation File

Retain until documentation is obsolete, superseded or administrative need is met.

Retain application software licenses and agreements for three years after termination.

MAU, Campuses, Colleges, Departments, and Offices Destroy when obsolete, superseded, or need is met. Retain licenses & agreements 3 years after termination Documentation may include:   usage/inventory reports, application software licenses/agreements, security information, disaster recovery/backup procedures; and, Worldwide Web page data, statistics and other development materials utilized in the creation and maintenance of MAU internet site.
126 Post Implementation Evaluation Review & Reports

Retain record copy at MAU for 5 years after successful implementation.

Retain all other copies until administrative need is met.

MAU, Campuses, Colleges, Departments, and Offices Destroy 5 years after successful completion Assessments conducted following the completion of each IT project that address operational problems (whether the project met propose objectives, was completed within the anticipated time and budgetary constraints, and achieved the proposed  benefits). Includes surveys, gap analysis checklists, third party recommendations and auditor comments.
127 Information Technology Assets Audits (Inventories) Retain record copy at MAU for 4 years, the inventory is superseded by another inventory, the asset is no longer operational, has been disposed of ; or , is no longer owned by the program, whichever is later. MAU, Campuses, Colleges, Departments, and Offices Destroy after 4 years, the inventory is superseded by another inventory, disposed of; no longer operational, or owned by unit. Consists of information used to accurately locate and monitor software assets of the MAU, including; analyses, reports, reviews, listings, logs, risk assessment documents and other software-audit tool outputs.
128 Data Input Forms Until input and verified Units Destroy after input is verified This series contains several types of paper forms that are used to create the same record in electronic form.
129 Automatic Data Processing and Electronic Data Processing Media Until Obsolete Units Destroy when obsolete Retain until obsolete, superseded or administrative/ management need is met. Office copies of magnetic cards/tapes/diskettes & other media used for communicating with data processing equipment or as preliminary input, temporary storage, output control which serves as an intermediate means for the production of printouts, computer-output Microfiche (COM) or online data.
130 World Wide Web Pages Record Copy: Retain 5 years or until  obsolete, superseded or administrative need is met, whichever comes later. MAU, Campuses, Colleges, Departments, and Offices Destroy after 5 years or when obsolete, superseded, or administrative need is met whichever comes later.

This records series consists of university internet and intranet web site content documentation.  May include: web master policies; procedures; notes; content pages that compose the site, inclusive of the HTML markup; records generated when a user interacts with a site; lists of URL's referenced in the site's hyperlinks; web site design records; records addressing usage of copyrighted material; software applications used to operate the site; web snapshots; site maps depicting directory structure saved after substantive site changes have been implemented; server environment configuration specifications; and, correspondence. and other development materials utilized in the creation and maintenance of MAU internet site.

**Contact University Archives regarding web site records that may have historical value.

**Back-end programmatic databases for which a web page serves as the interface should be listed on the unit's program records schedule.

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