Records and Information Management

General Administrative Retention and Disposition Schedules

Item No.Record TitleMinimal Retention TimeDisposition
Budget Preparation Records
1Budget Request UA (Final Submission) Retain 3 years after current fiscal year or until administrative need is metDestroy after 4 years or after administrative need is met
2Budget RequestRetain 3 years after current fiscal year or until administrative need is metDestroy after 4 years or after administrative need is met
3Campus Budget Work Papers (Original Preparation File)Retain 3 years after current fiscal year or until administrative need is metDestroy after 4 years or after administrative need is met
4Department/Office Budget Requests Files (Working File)Retain 1 year after current fiscal year or until administrative need is metDestroy after 4 years or after administrative need is met
General Accounting Records
31Forgery & Fraud Investigation Case FilesRetain until case is closed plus three years.Destroy 3 years after case is closed.
Procurement, Leasing & Property Records
50Procurement FilesRetain formal contracts for life of the contract plus 3 years.Destroy 3 years after the life of the contract
51Space Lease Administration FilesRetain leases and space use agreements for life of lease plus 6 years.Destroy six years after the end of the life of the lease
52

Equipment Records - Originals


Equipment Records - Copies

Retain for the life of the equipment plus 4 years.


Retain copies for 3 years

Destroy 4 years after the useful life of the equipment

Destroy copies after 3 years

53Vehicle Inventory /Automotive ManagementRetain for 3 yearsDestroy after 3 years
54Property Control RecordsRetain for 3 years or until audit is completed, whichever comes first.Destroy after 3 years or until audit is completed whichever comes first
55Real Property (Land)

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.

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

MAUs should not keep copies of checks.

56Facilities  (Buildings)

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

Statewide Cash Management retains cleared checks.

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

MAUs should not keep copies of checks

General Office Administration Records
60Administrative Studies/Special Projects (Major)Retain until administrative or management need is met; then, transfer to the University Archives.University Archives review for archival value.
61Program History FilesRetain until administrative or management need is met; then, transfer to the University Archives.University Archives review for archival value.
62General Correspondence FilesRetain 3 yearsDestroy after 3 years
65Board of Regent's MinutesRetain until administrative or management need is met, then transfer to the University ArchivesUniversity Archives
65aBoard of Regent's Meeting FilesRetain until administrative or management need is met, then transfer to the University ArchivesUniversity Archives
65bMinutes and meeting Files Major Policy MakingRetain until administrative or management need is met, then transfer to the University ArchivesUniversity Archives
66Minutes and meeting Files Non-Policy MakingRetain for 3 years or until administrative or management need is met, whichever comes firstDestroy after 3 years or administrative/management need is met whichever comes first
67Program Policies & Procedures - MajorRetain for 3 years after policy is obsolete or superseded, then transfer to the University ArchivesUniversity Archives review for archival value.
68Program Policies & Procedures - RoutineRetain for 3 years after policy is obsolete or supersededDestroy 3 years after policy is obsolete or superseded
69Advertisements: LegalRetain 3 years after postedDestroy 3 years after posted
70Public Records Log & Request for InformationRetain 1 yearDestroy after one year
71Reading FilesRetain 3 yearsDestroy after 3 years
73Reports - AnnualRetain until administrative or management need is met; then, transfer to the University Archives.University Archives review for archival value.
74Reports - AuditRetain until administrative or management need is metDestroy after documentation of follow-up and corrective action taken is verified.
74aReports - Quarterly, MonthlyRetain until administrative or management need is metDestroy after administrative or management need is met.
74bEnvironmental Audit ReportsRetain indefinitely, unless University General Counsel approves disposition of records related to environmental liabilitiesDo not destroy unless University General Counsel approves disposition of records related to environmental liabilities
75Technical Reference FilesRetain until administrative or management need is metDestroy after administrative or management need is met.
76Transitory & Miscellaneous Administrative InformationRetain until administrative or management need is metDestroy after administrative or management need is met.
78Functional Forms FilesRetain until for 1 year after superseded, revised, or replacedDestroy 1 year after superseded, revised, or replaced
79Numerical Forms FilesRetain 1 year after obsolescenceDestroy 1 year after obsolete
80Forms Management ReportRetain 3 yearsDestroy after 3 years
81Disaster Preparedness PlansRetain until plan is superseded.Destroy after plan has been superseded.
82Disaster Preparedness DrillsRetain 3 years provided reviews have been conductedDestroy 3 years after drill or review which ever is longest
83Drafts and Working PaperRetain until obsolete, superseded, or administrative or management need is metDestroy when obsolete, superseded, or administrative or management need is met
84Incident ReportsRetain 4 yearsDestroy after 4 years
86Key, Badge Issuance, and Access Card RecordsRetain until employee no longer works for the universityDestroy after  employee terminates employment with the university
87Supply RecordsRetain 3 yearsDestroy after 3 years
88Surveillance Video TapesRetain record Copy 30 days, then erase and reuse, provided any necessary images are savedDestroy after 30 days
89Visitor LogsRetain record copy 2 yearsDestroy after 2 years
90Complaints: Student/Citizen/EmployeeRetain record copy 1 year after resolution provided applicable audits have been releasedDestroy 1 year after resolution
91Training Material RecordsRetain Record Copy until obsolete, superseded or administrative need is met; then contact the University Archives for archival reviewDestroy after obsolete, superseded or administrative need is met unless records have archival potential
92Mail and Telephone RecordsRetain 1 yearDestroy after 1 year
93Postage RecordsRetain 3 years or after audit, whichever comes firstDestroy after 3 years or after audit whichever comes first
94Parking Decal/Permit RecordsRetain 3 years or after audit, whichever comes firstDestroy after 3 years
95Statistical Data RecordsRetain until administrative or management need is metDestroy after administrative or management need is met
96Inspection RecordsRetain until after all corrections are completedDestroy after verifying all corrections are completed
97Delegations of AuthorityRetain 3 years after delegation is not longer validDestroy 3 years after delegation in no longer valid
Personnel Administration Records
102Recruitment, Selection, & Appointment RecordsRetain record copy 2 years from date of recruitment closure (All information and documentation for hired applicants are added to personnel file)Destroy after 2 years
Information Technology Records
120Feasibility Study ReportsRetain record copy at Department/MAU for 4 years after successful implementation or following an audit whichever is laterDestroy 4 years after successful implementation or following an audit whichever is later
121Systems Analysis & Design Documentation

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

Retain all other copies until administrative need is met.

Destroy 5 years after successful implementation.
122Testing Data

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

Retain all other copies until administrative need is met.

Destroy 1 year after successful implementation.
123Program Source Code & Programmer Documentation

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

Retain all other copies until administrative need is met.

Destroy 2 years after successful completion
124Program (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

Destroy 1 year after system no longer operational or 1 year after version update.
125IT 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.

Destroy when obsolete, superseded, or need is met. Retain licenses & agreements 3 years after termination
126Post Implementation Evaluation Review & Reports

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

Retain all other copies until administrative need is met.

Destroy 5 years after successful completion
127Information 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.Destroy after 4 years, the inventory is superseded by another inventory, disposed of; no longer operational, or owned by unit.
128Data Input FormsUntil input and verifiedDestroy after input is verified
129Automatic Data Processing and Electronic Data Processing MediaUntil ObsoleteDestroy when obsolete
130World Wide Web PagesRecord Copy: Retain 5 years or until  obsolete, superseded or administrative need is met, whichever comes later.Destroy after 5 years or when obsolete, superseded, or administrative need is met whichever comes later.
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