Records and Information Management| General Administrative RDS

Russ O'Hare, Ed.D, CRM

Chief Records Officer

910 Yukon Drive

Suite 209e, Butrovich Building
PO Box 755120
Fairbanks, AK 99775-5120

Email: russell.ohare@alaska.edu
Phone: 907-450-8078

John Osborne, MBA, ECMp, ERMp

ECM & ERM Systems Administrator/Architect

910 Yukon Drive

Suite 209, Butrovich Building
PO Box 755120
Fairbanks, AK 99775-5120

Email: jhosborne@alaska.edu
Phone: 907-450-8074

Alicia Wyse, BS, OCSA, OCWA

ECM & ERM Systems Administrator/Architect

Email: adwyse@alaska.edu

Phone: 907-450-8074

Sue Ann Denny

Statewide Records Coordinator

910 Yukon Drive

Suite 019, Butrovich Building
PO Box 755120
Fairbanks, AK 99775-5120

Email: sueann.denny@alaska.edu

Phone: 907-450-8365

MAU's

General Administrative Retention and Disposition Schedules

Item No.	Record Title	Minimal Retention Time	Disposition
Budget Preparation Records
1	Budget Request UA (Final Submission)�	Retain 3 years after current fiscal year or until administrative need is met	Destroy after 4 years or after administrative need is met
2	Budget Request	Retain 3 years after current fiscal year or until administrative need is met	Destroy after 4 years or after administrative need is met
3	Campus Budget Work Papers (Original Preparation File)	Retain 3 years after current fiscal year or until administrative need is met	Destroy after 4 years or after administrative need is met
4	Department/Office Budget Requests Files (Working File)	Retain 1 year after current fiscal year or until administrative need is met	Destroy after 4 years or after administrative need is met
General Accounting Records
31	Forgery & Fraud Investigation Case Files	Retain until case is closed plus three years.	Destroy 3 years after case is closed.
Procurement, Leasing & Property Records
50	Procurement Files	Retain formal contracts for life of the contract plus 3 years.	Destroy 3 years after the life of the contract
51	Space Lease Administration Files	Retain 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
53	Vehicle Inventory /Automotive Management	Retain for 3 years	Destroy after 3 years
54	Property Control Records	Retain for 3 years or until audit is completed, whichever comes first.	Destroy after 3 years or until audit is completed whichever comes first
55	Real 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.
56	Facilities� (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
60	Administrative Studies/Special Projects (Major)	Retain until administrative or management need is met; then, transfer to the University Archives.	University Archives review for archival value.
61	Program History Files	Retain until administrative or management need is met; then, transfer to the University Archives.	University Archives review for archival value.
62	General Correspondence Files	Retain 3 years	Destroy after 3 years
65	Board of Regent's Minutes	Retain until administrative or management need is met, then transfer to the University Archives	University Archives
65a	Board of Regent's Meeting Files	Retain until administrative or management need is met, then transfer to the University Archives	University Archives
65b	Minutes and meeting Files Major Policy Making	Retain until administrative or management need is met, then transfer to the University Archives	University Archives
66	Minutes and meeting Files Non-Policy Making	Retain for 3 years or until administrative or management need is met, whichever comes first	Destroy after 3 years or administrative/management need is met whichever comes first
67	Program Policies & Procedures - Major	Retain for 3 years after policy is obsolete or superseded, then transfer to the University Archives	University Archives review for archival value.
68	Program Policies & Procedures - Routine	Retain for 3 years after policy is obsolete or superseded	Destroy 3 years after policy is obsolete or superseded
69	Advertisements: Legal	Retain 3 years after posted	Destroy 3 years after posted
70	Public Records Log & Request for Information	Retain 1 year	Destroy after one year
71	Reading Files	Retain 3 years	Destroy after 3 years
73	Reports - Annual	Retain until administrative or management need is met; then, transfer to the University Archives.	University Archives review for archival value.
74	Reports - Audit	Retain until administrative or management need is met	Destroy after documentation of follow-up and corrective action taken is verified.
74a	Reports - Quarterly, Monthly	Retain until administrative or management need is met	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	Do not destroy unless University General Counsel approves disposition of records related to environmental liabilities
75	Technical Reference Files	Retain until administrative or management need is met	Destroy after administrative or management need is met.
76	Transitory & Miscellaneous Administrative Information	Retain until administrative or management need is met	Destroy after administrative or management need is met.
78	Functional Forms Files	Retain until for 1 year after superseded, revised, or replaced	Destroy 1 year after superseded, revised, or replaced
79	Numerical Forms Files	Retain 1 year after obsolescence	Destroy 1 year after obsolete
80	Forms Management Report	Retain 3 years	Destroy after 3 years
81	Disaster Preparedness Plans	Retain until plan is superseded.	Destroy after plan has been superseded.
82	Disaster Preparedness Drills	Retain 3 years provided reviews have been conducted	Destroy 3 years after drill or review which ever is longest
83	Drafts and Working Paper	Retain until obsolete, superseded, or administrative or management need is met	Destroy when obsolete, superseded, or administrative or management need is met
84	Incident Reports	Retain 4 years	Destroy after 4 years
86	Key, Badge Issuance, and Access Card Records	Retain until employee no longer works for the university	Destroy after� employee terminates employment with the university
87	Supply Records	Retain 3 years	Destroy after 3 years
88	Surveillance Video Tapes	Retain record Copy 30 days, then erase and reuse, provided any necessary images are saved	Destroy after 30 days
89	Visitor Logs	Retain record copy 2 years	Destroy after 2 years
90	Complaints: Student/Citizen/Employee	Retain record copy 1 year after resolution provided applicable audits have been released	Destroy 1 year after resolution
91	Training Material Records	Retain Record Copy until obsolete, superseded or administrative need is met; then contact the University Archives for archival review	Destroy after obsolete, superseded or administrative need is met unless records have archival potential
92	Mail and Telephone Records	Retain 1 year	Destroy after 1 year
93	Postage Records	Retain 3 years or after audit, whichever comes first	Destroy after 3 years or after audit whichever comes first
94	Parking Decal/Permit Records	Retain 3 years or after audit, whichever comes first	Destroy after 3 years
95	Statistical Data Records	Retain until administrative or management need is met	Destroy after administrative or management need is met
96	Inspection Records	Retain until after all corrections are completed	Destroy after verifying all corrections are completed
97	Delegations of Authority	Retain 3 years after delegation is not longer valid	Destroy 3 years after delegation in no longer valid
Personnel Administration Records
102	Recruitment, Selection, & Appointment Records	Retain 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
120	Feasibility Study Reports	Retain record copy at Department/MAU for 4 years after successful implementation or following an audit whichever is later	Destroy 4 years after successful implementation or following an audit whichever is later
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.	Destroy 5 years after successful implementation.
122	Testing 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.
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.	Destroy 2 years after successful completion
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	Destroy 1 year after system no longer operational or 1 year after version update.
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.	Destroy when obsolete, superseded, or need is met. Retain licenses & agreements 3 years after termination
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.	Destroy 5 years after successful completion
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.	Destroy after 4 years, the inventory is superseded by another inventory, disposed of; no longer operational, or owned by unit.
128	Data Input Forms	Until input and verified	Destroy after input is verified
129	Automatic Data Processing and Electronic Data Processing Media	Until Obsolete	Destroy when obsolete
130	World Wide Web Pages	Record 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.