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UNIVERSITY SYSTEM OF GEORGIA

Records Management and Archives

University System of Georgia records retention policies and procedures

Search USG Record Retention Schedules

  • Academic Program Administrative Records
  • Number: 0472-05-001
  • Description: This series documents the development, planning, and routine administration of academic programs of the department or college, including special programs serving and aiding institutional students. This series may include but is not limited to: policy and program planning and development documentation; explanatory materials on the program; evaluations of the program; final reports; curriculum committee meeting minutes; curriculum proposals; review agendas; faculty status reports; reviews of individual degree programs; registration reports; add-drop analyses and reports; course enrollment summaries by class; graduation summaries; majors by class level; international programs; cooperative ventures; summer term classes and enrollment reports; and placement information.
  • Retention: Final reports, meeting minutes, curriculum proposals, reviews of individual degree programs, and policy and program planning and development documentation and reports: PERMANENT; All other records: 5 years.
  • Academic Standing Reports
  • Number: 0472-06-001
  • Description: This series documents student academic standing, including academic deficiency and the status changes of academically deficient students. Records may include: reports containing student names, grade point averages (GPA), grade point deficiencies, and numbers of previous suspensions and probations; student petitions for re-evaluation; report of student progress toward academic readmission/removal of probation status at other institutions; and academic honors and awards.
  • Retention: 5 years.
  • Accounting Records
  • Number: 0472-03-001
  • Description: This series includes bank statements, purchase requests, purchase orders, requisitions, financial reports, accounts payable and receivable records, write-off records, discrepancy, payment schedules, operating statements, year-end projections, reconciliation and expenditure reports, cancelled checks, check stubs, moving expenses records, cost accounting reports, refund/disbursement request records, returned checks, deposit slips, travel records, credit voucher requisition records, cash balances and reconciliations, sales and cash reconciliation records, journal entries, outstanding obligations, refund/disbursement requests, receipts, and invoices.
  • Retention: Monthly and quarterly reports: 1 year; All other records: 5 years.
  • Accounts Aging and Accounts Receivable Subsidiary Records
  • Number: 0472-03-002
  • Description: This series provides a cumulative listing of all receivables on the accounts receivable master file and a history of charges and payments recorded for each customer on the student information system.  
  • Retention: 7 years.
  • Accreditation Records
  • Number: 0472-02-001
  • Description: This series documents the accreditation process for the colleges, units, and related programs. The series provides a record of materials compiled for inclusion in a report packet sent to the appropriate accreditation board for the specific program or service and usually includes statements on mission, finance, and educational programs, departments, and divisions composition. This series may include but is not limited to: self-evaluation reports; final reports sent to accreditation organization; statistical data; working papers; and accreditation organization evaluation reports.
  • Retention: Self-evaluation reports, final accreditation reports, and accreditation organization evaluation reports: PERMANENT; Other accreditation records: 2 accreditation cycles.
  • Accrual Worksheets
  • Number: 0472-03-003
  • Description: This series documents monthly and year-to-date expenditures for each project, cost category, and line item.
  • Retention: 3 years after the end of the fiscal year.
  • Acknowledgement of Rules Records
  • Number: 0472-04-001
  • Description: This series documents that a new institutional employee has been provided copies of rules and has discussed applicable rules with the supervisor. This series includes but is not limited to acknowledgment forms.
  • Retention: 5 years.
  • Administrative Reports
  • Number: 0472-02-002
  • Description: This series documents the annual activity of the institution and its subdivisions. This disposition includes reports prepared for the university by the president, vice-president, and deans of the institution. Final annual reports may be printed and bound or they may be less formal unpublished documents prepared for limited distribution. Reports may include but are not limited to periodic statistical reports; summarized statistical reports; copies of reports from other units; other working papers; and final annual reports.
  • Retention: Final annual reports and periodic and summary statistical reports not reflected in the final annual report: PERMANENT; All other reports: Until superseded or obsolete.
  • Admission Program Records
  • Number: 0472-06-002
  • Description: This series provides summary information relating to student admission programs that may be used for control, planning, or review.
  • Retention: Final reports: PERMANENT; All other records: 5 years.
  • Advisory Board Records
  • Number: 0472-02-003
  • Description: This series documents the activities of boards and councils that function in an advisory capacity and may have as their charge highly specific or broad areas of concern. This series may include but is not limited to meeting minutes; agendas; reports; notes; working papers; audio recordings; and transcriptions.
  • Retention: Minutes, agendas, reports, and correspondence: PERMANENT; All other records: 3 years.
  • Affirmative Action and/or Human Resources Recruitment Review Records
  • Number: 0472-04-002
  • Description: This series documents the review of all stages of academic hiring by the institution's affirmative action office and/or human resources office. Records may include but are not limited to: position descriptions; notifications of academic position opening; Affirmative Action compliance data sheets; Affirmative Action compliance statements; applicant pool and appointment reports; utilization reports; payroll-budget requests or action forms; contract requests to offer appointments; and certificates of eligible or applicant lists.
  • Retention: 2 years.
  • Affirmative Action Audits, Annual Reports, and Compliance Records
  • Number: 0472-02-004
  • Description: This series documents the institution's response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits. This series may include but is not limited to: audit reports; written responses showing how compliance will be accomplished; Equal Employment Opportunity (EEO-6) Reports; Vets 100 Employment Reports; final biennial plans and policy statements; executive department printouts; Affirmative Action (AA) policies and procedures; AA mission and goals; AA office reviews; departmental reports; status reports on minority action programs; AA compliance data sheets; guidelines; specific case histories; and discrimination complaints.
  • Retention: Plans: PERMANENT; All other records: 2 years.
  • Agency Files
  • Number: 0472-11-001
  • Description: Documents relating to coordinating, supervising, and offering assistance to agencies in conducting records management and archival programs, including Records Retention Schedules and RMO information.
  • Retention: Routine administrative records: Retain 5 years; Agency RMO Information: Until superseded; All other records: PERMANENT.
  • Agency Relations Records
  • Number: 0472-02-005
  • Description: This series documents the institutional interactions with local, state, national, and international government agencies, educational institutions, businesses, and groups to gain their assistance with the development and coordination of institution research and instructional programs. This series may include but is not limited to: reports; copies of publications; and background information.
  • Retention: 7 years.
  • Alcohol and Beverage Control Records
  • Number: 0472-01-001
  • Description: This series is used to provide a record of annual and temporary event licensing for dispensing and serving alcoholic beverages, and may also be used to document the training certification of employees. This series may include but is not limited to applications and purchase orders.
  • Retention: 4 years after termination of license and server permit.
  • Alumni and Alumni Associations Records
  • Number: 0472-06-003
  • Description: This series documents the activities of alumni and alumni groups.
  • Retention: Programs, agendas, minutes, bylaws, and reports: PERMANENT; mailing lists, data cards and files for individual alumni, and membership directories: Until superseded; All other records: 5 years.
  • Animal Breeding and Management Records
  • Number: 0472-09-001
  • Description: This series includes records relating to the care, management, and breeding of animals for research and teaching purposes.
  • Retention: 3 years.
  • Annual Budget Records
  • Number: 0472-03-004
  • Description: This series documents the annual institutional budget provided for inclusion in its Annual Adopted Operating Budget book. This series includes: operating budget expense by categories and functions report; estimated gifts, grants, contracts and clearing account summary report; student fee income and application of funds report; statewide public service source and application of funds; other reports specified by the Chancellor's Office; and institutional budget preparation instructions.
  • Retention: Annual operating budget: PERMANENT; All other records: 7 years.
  • Annual Financial Statements
  • Number: 0472-03-005
  • Description: This series provides a summary and report of fiscal year operations.
  • Retention: PERMANENT.
  • Annual Fiscal Reports
  • Number: 0472-03-006
  • Description: This series documents annual fiscal year-end status of accounts and is used to provide the office with summary information relating to its programs. Records include: reconciliation reports; annual operating statements; and schedules of rates.
  • Retention: 5 years or two successive audits, whichever is longer.
  • Appraisal Records
  • Number: 0472-11-003
  • Description: This series documents monetary value appraisals of institutional artifacts, objects, and collections.
  • Retention: Life of item.
  • Archives Environmental Monitoring Reports
  • Number: 0472-11-002
  • Description: This series documents the environmental conditions in archival facilities and may include hygrothermograph charts and reports documenting the humidity and temperature over time.
  • Retention: 10 years.
  • Asbestos Records
  • Number: 0472-13-004A and B
  • Description: This series documents a building by building survey and plan to correct asbestos material hazards. This series may include but is not limited to: surveys; monitoring tests and reports; data forms; building plans; correction checklists; and removal records.
  • Retention: (0472-13-004A) Records documenting personal contact with asbestos: 30 years after separation; (0472-13-004B) All other records: 30 years.
  • Association and Organization Advisory Records
  • Number: 0472-02-006
  • Description: This series documents the relationship and participation of institution units in professional and educational associations and other organizations. The unit's role may be one of membership on the advisory or administrative board, participation in a task force or subcommittee, or one of membership in consortia. This series may include but is not limited to: promotional information; rules and regulations; reports; proposals and planning records; workshop and conference records; surveys and questionnaires; and minutes. This series does not include individual faculty or staff membership information.
  • Retention: 3 years.
  • Athletic Eligibility Records
  • Number: 0472-07-001
  • Description: This series is used to provide a record of verification by intercollegiate athletics of student athletes' academic progress to the NCAA or NAIA. These records include academic progress reports.
  • Retention: 10 years.
  • Athletic Recruiting Records
  • Number: 0472-07-002
  • Description: This series documents the recruitment of athletes into the institution's intercollegiate athletics program. The series also provides a record of the recruitment process for prospective players created by the institution to comply with NCAA, NAIA, and conference rules and regulations. This series may include but is not limited to: the institution's football questionnaire forms; information request cover sheets; grade transcripts; Information for Certification of NCAA Freshman Athletics Eligibility Compliance; letters of intent; copies of admissions forms and materials; performance reports; telephone and conversation notes; mailing lists; and related correspondence.
  • Retention: 5 years or end of eligibility whichever is longer.
  • Athletic Scholarship and Grant-in-Aid Award Records
  • Number: 0472-06-004
  • Description: This series is used to provide athletic departments with information pertaining to player eligibility and receipt of financial aid in the form of scholarships to monitor accounts, and to assist in complying with NCAA, NAIA, and conference rules and regulations. These records include: squad lists; conference eligibility reports; team roster update sheets; scholarship count sheets; applications; nominee lists; eligibility questionnaires; eligibility reports; and credit voucher request sheets.
  • Retention: NCAA records: 10 years; All other records: 5 years.
  • Attorney General Opinions
  • Number: 0472-14-001
  • Description: This series documents responses of the State Attorney General's Office to legal questions posed by the institution's legal advisor and administrative officers which may have an impact on the institution's operations and policy.
  • Retention: PERMANENT.
  • Audit Report
  • Number: 0472-03-008
  • Description: This series documents the unit's response to internal and independent management, operations, and fiscal audits. This series may include but is not limited to audit reports and written responses showing how recommended changes will be implemented.
  • Retention: 5 years or two successive audits, whichever is longer.
  • Author’s and Artist’s Contracts and Agreements Records
  • Number: 0472-02-007
  • Description: This series provides documentation of the duly executed and binding contractual agreements between the institution and authors and artists concerning subjects such as royalties, pricing agreements, and copyright. Information in individual contracts or agreements may include but is not limited to: terms and conditions; provisions; amendments; exhibits and addenda; and authorizing signatures.
  • Retention: Authors' and artists' contracts and agreements with university presses: 120 years; All other authors' and artists' contracts and agreements: 7 years after expiration.
  • Average Daily Enrollments
  • Number: 0472-03-007
  • Description: This series is generated each month for each fund. These records are used to determine charges for indirect costs for each fund.
  • Retention: 3 years after the end of the fiscal year in which the records were created.
  • Awards Records
  • Number: 0472-02-008
  • Description: This series documents the process of selecting institutional faculty, staff, students, and alumni to receive awards, fellowships, and scholarships based on merit or achievement. The series may include but is not limited to: applications; nomination letters; eligibility terms and selection criteria; recommendations; transcripts; letters of award notification or denial; letters accepting or declining awards; summary lists of winners; biographies; demonstration of need documentation; press releases; and award history and information on funding sources.
  • Retention: Eligibility terms and selection criteria, award history and information on funding sources, award notifications, summary lists of winners, biographies of winners, and press releases: PERMANENT; All other records: 1 year.
  • Bargaining Unit Records
  • Number: 0472-04-004
  • Description: This series documents negotiations and contractual agreements between the institution and the bargaining unit, and labor relations planning. Records may include but are not limited to: union contracts and amendments; tentative agreements; arbitrator's recommendations; negotiation work notes; strike contingency plans; management counter proposals; negotiation updates; newspaper clippings; press releases; research background material; employee classification printouts; Fair Share records; minutes; sound recordings; exhibits; and reports of meetings.
  • Retention: Final contracts, amendments, and negotiation minutes: 7 years after expiration of contract; All other records: 7 years.
  • Benefits Policies and Procedures Records
  • Number: 0472-04-005
  • Description: This series documents policy and procedure decisions and important events in the operations history of the office and includes contracts and formal documents.
  • Retention: 7 years after expiration of program or contract.
  • Bids and Competitive Records
  • Number: 0472-03-009
  • Description: This series documents the procurement of equipment and service valued in excess of bid limit. This series may include but is not limited to: acquisition specifications; acquisition justification studies and explanations; requests for proposal (RFP) forms; affidavit of publication for RFP forms; requests for invitations to bid (RFI); requests for quotes (RFQ); vendors proposals and bids; bid tabulation sheets and records for all bids received; departmental requisition forms; and competitive quotes.
  • Retention: Capital improvement projects: 11 years; All other records of selected bids: 7 years; Records related to non-selected bids: 5 years after selected contract has been signed.
  • Biographical Records
  • Number: 0472-04-006
  • Description: This series contains biographical data for institutional faculty and staff. This series may include but is not limited to: biographical sketches; vitae; photographs; personal history data sheets; newspaper clippings; retirement notices; funeral programs; and obituaries.
  • Retention: Historical information: PERMANENT: Other records: 3 years after separation from institution.
  • Board of Regents Relations Records
  • Number: 0472-02-009
  • Description: This series documents the coordination and interaction between institutional administrative units and the Board of Regents. This series may include but is not limited to: dockets; notes; activity reports; and proposals.
  • Retention: 3 years.
  • Book Order Records
  • Number: 0472-05-002
  • Description: This series provides a record of books ordered for courses taught in the department. This series includes institution textbook request forms.
  • Retention: 1 year.
  • Budgeting Records
  • Number: 0472-03-010
  • Description: This series documents the planning, projection, preparation, and allocation of budgets, including cooperative federal program and self-sustaining program budgets.
  • Retention: Year-end budget reports: 10 years; Budget maintenance reports: 6 years; Other budget reports: 1 year; All other budget records: 5 years.
  • Building Space Inventory and Valuation Records
  • Number: 0472-02-010
  • Description: This series documents the buildings owned and leased by the institutions both on and off campuses. Building space inventory reports are used to project institutional space needs; to identify deferred maintenance; and to provide cost recovery support documentation.
  • Retention: Summary space inventory reports and building valuation reports: PERMANENT; Lease records: 7 years after expiration of lease; All other records: 10 years.
  • Building System, Fire, and Inspection Records
  • Number: 0472-13-006
  • Description: This series documents building security and fire alarm systems, including maintenance and inspection records; inspections done by various agencies such as the city building department, health department, or fire department in the course of routine business and is used by the institution to correct and analyze safety problems and to document compliance with regulations.
  • Retention: 5 years.
  • Buildings/Grounds Repair, Maintenance, Remodeling, and Construction Records
  • Number: 0472-12-001
  • Description: This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds. It also documents remodeling and construction projects with a total expenditure of less than $100,000 over six years. This series may include but is not limited to: floor plans; specifications; layouts; sketches; maintenance agreements; work logs; and sign-in sheets.  
  • Retention: As built floor plans, layouts, and specifications: PERMANENT; All other records: 7 years.
  • Business Office Log Out and Safekeeping Records
  • Number: 0472-03-011
  • Description: This series documents checks processed by the office and given to another party and funds placed with the office for safekeeping in trust and their disbursement to students or departments.
  • Retention: 4 years.
  • Capital Construction Project Records
  • Number: 0472-12-002
  • Description: Records relating to the planning, administration, and implementation of capital construction projects; includes project descriptions and requirements, bid records, plan reviews, project schedules, contract changes, consultant contracts, and budgets.
  • Retention: As built floor plans, layouts, and specifications: PERMANENT; All other records: 11 years after completion of the project.
  • Carcinogenic Comp Inventory Research & Use, Chem & Hazardous Waste Dispose, Survey Rep, Incident Rep
  • Number: 0472-13-007A and B
  • Description: Full Name of Series: Carcinogenic Compound Inventory Research and Use, Chemical and Hazardous Waste Dispose, Survey Reports, and Incident Reports. This series documents the inventory and use of hazardous carcinogenic compounds by institutional researchers. This series may contain but is not limited to: inventories; research protocols; applications for use of Class B and C chemical carcinogens; chemical carcinogen animal care requirement forms; lists of personnel involved in laboratory contact with chemical carcinogens; and lists of carcinogenic compounds to be used in the specific research projects. Also includes receipt, shipment, and disposal of chemical material or hazardous wastes including inspection records, drum packing sheets, Uniform Hazardous Waste forms (EPA 8700), certificates of disposal from vendors; land disposal notification forms, and waste disposal records. Also includes records used to document student and employee exposure to hazardous chemicals as required by federal regulations.
  • Retention: (0472-13-007A) Records documenting personal contact with compounds: 30 years after separation; (0472-13-007B) All other records: 30 years.
  • Catalog/Bulletins, Class Scheduling Records, and Student Handbooks
  • Number: 0472-05-003
  • Description: This series documents information regarding academic requirements, procedures, and policies; program and course offerings; fields of study; faculty; evaluation and research proposal processes; room scheduling records, and the formulation of class schedules, including course schedule maintenance forms. 
  • Retention: 1 copy of published catalogs/bulletins, schedule of classes booklets, and handbooks: PERMANENT; Course Schedule Maintenance Forms: 2 years; All other records: 1 year.
  • Certification Log
  • Number: 0472-01-002
  • Description: This series documents the certification of records.
  • Retention: 10 years.
  • Chemical Application Records
  • Number: 0472-12-003
  • Description: This series documents the application of chemicals such as pesticides, herbicides, and fertilizers to institutional property. Information usually includes: date used; weather conditions; application area; chemical applied; mix ratio; and coverage rate.
  • Retention: 3 years.
  • Child and Youth Program Participant Records
  • Number: 0472-05-004
  • Description: This series documents the participation of children and youth in programs sponsored by the institution. The series may include: applications; enrollment records; progress reports and assessments; immunization records; parental consent forms; activity records; and lists of attendees.
  • Retention: 3 years after participants reach majority age 18.
  • Circulation Records
  • Number: 0472-11-004
  • Description: This series documents the borrowing of circulating library materials by qualified patrons.
  • Retention: Until material is returned, fines are paid, and, if applicable, information is summarized into statistical report.
  • Claims Payment Records
  • Number: 0472-07-003
  • Description: This series documents the verification and payment of secondary coverage insurance claims of injured student athletes. This series may include but is not limited to: lists of requests for claims payment; transmittal letters for reimbursement of the institution; proof of loss forms; intercollegiate athletic reports; and ledgers of providers.
  • Retention: 7 years after claim is settled.
  • Class Gift Records
  • Number: 0472-06-005
  • Description: This series provides a record of gifts given to the institution by classes.
  • Retention: PERMANENT.
  • Classroom and Laboratory Utilization Reports
  • Number: 0472-02-011
  • Description: This series provides information about the utilization of classroom and laboratory space. This series includes preliminary and final reports, which contain class number, time of the class, and the number of students in the class.
  • Retention: Final utilization reports: 5 years; Preliminary utilization reports: 2 years.
  • Collection Records
  • Number: 0472-03-012
  • Description: This series documents the office's efforts to collect unpaid accounts. Records include: collection letters; notices; letters of transmittal; and bankruptcy records.
  • Retention: 5 years after account is paid in full or deemed uncollectible.
  • Collections and Artifact Acquisition, Deaccession, and Exchange Records
  • Number: 0472-11-005
  • Description: This series documents the acquisition, accession, use, preservation, storage, transfer, and disposition of artifacts and collections. This series may include but is not limited to: acquisition/accession log; cataloging worksheets; deed of gift; object file cards; subject file cards; numerical file cards; wildlife collecting permits; guns and weapons registration forms; condition/conservation records; reformatting logs; photographs; donor correspondence; descriptions of property; inventory lists; incoming loan agreements; background data about the collections and/or persons associated with the collections; receipt of collections documentation; donor agreements; purchasing data; preliminary descriptive inventory files; publicity records; foundation equity history reports; declaration of charitable gifts forms; copyright; citation information; and permission to publish or reproduce images forms.
  • Retention: PERMANENT.
  • College Department Student Files
  • Number: 0472-06-006
  • Description: This file contains documents related to the college's process of graduation certification. Included are checklist for graduation, grade reports, student academic records, official change of grade forms, official request forms for permission to change colleges within the university system, and letters of reference.
  • Retention: 5 years after graduation or date of last enrollment.
  • Commencement Records
  • Number: 0472-06-007
  • Description: This series documents commencement program planning and implementation at the institution.
  • Retention: 1 Commencement Program: PERMANENT; All other records: Useful life.
  • Committee Reports
  • Number: 0472-02-012
  • Description: This series documents the activities of standing and ad hoc committees and councils made up of members from a variety of units. The committees are charged with formulating and recommending institutional policies and procedures, establishing standards and requirements, performing an advisory function, or reviewing petitions, appeals, and deviations from policy. Types of committees include administrative committees (those appointed by an administrator) and faculty senate committees (those created by the faculty senate's executive committee). They may function as steering committees, activities committees, standards committees, planning committees, academic committees, awards committees, councils, etc. Committees may be chaired by the director of a specific unit or rotate to different chairs on a regular basis. This series may include but is not limited to: agendas; meeting minutes; reports; notes; and working papers.
  • Retention: Agendas, minutes, and reports of meetings where any official business, policy, or public matter is formulated, presented, discussed, or voted upon and final reports of Ad Hoc Committees: PERMANENT; All other records: 3 years.
  • Communicable Disease Records
  • Number: 0472-08-001
  • Description: This series may include but is not limited to: laboratory test results; name and address of student; date; and person making referral.
  • Retention: 3 years.
  • Competition Record Forms
  • Number: 0472-07-004
  • Description: This series provides a summary record of individual games and competitions and is used to comply with NCAA and NAIA reporting requirements for both revenue and non-revenue producing sports.
  • Retention: 10 years.
  • Computer System Documentation, Management, and Maintenance Records
  • Number: 0472-10-001
  • Description: This series documents the addition, modification, maintenance, and removal of software and/or hardware from an institution computer system. Records may include: computer equipment inventories; hardware performance reports; component maintenance records; system backup reports; backup tape inventories; system overviews; operations logs; job listings; system development logs; system specifications and changes; conversion notes; dataset logs; dataset inventories; dataset record layouts; hard copies of tables; data dictionaries; programming logs; program specifications and changes; record layouts; user views; control program table documentation; program listings; instruction manuals; software purchase records; software inventories; and licenses.
  • Retention: Computer Equipment Inventories: 4 years after surplussed and all audit requirements have been met; Records related to backup: Retain for 2 backup cycles; All other records: Life of system, software, or component and all audit requirements have been met.
  • Conservation and Repair Records
  • Number: 0472-11-007
  • Description: This series documents the conservation and repair of materials. This series may include but is not limited to: bookbinding records and treatment logs.
  • Retention: PERMANENT.
  • Continuation of Insurance Benefits (COBRA) Records
  • Number: 0472-04-007
  • Description: This series documents the institution's compliance with the Consolidated Omnibus Reconciliation Act of 1986 (COBRA). Records may include notices given to insurance administrators when employees leave the institution, information in the notices includes employee and dependent names and Social Security numbers, insurance package currently carried, dates of termination, coverage end date, and dates of notice to the contractor.
  • Retention: 6 years.
  • Contracts and Agreements Records
  • Number: 0472-14-002
  • Description: This series documents the negotiation, execution, completion, and termination of legal agreements between an institution and other parties, and for personal/professional services. Records include a copy of the official contract or agreement, memoranda of understanding, amendments, exhibits, and addenda.
  • Retention: Contracts or agreements documenting building construction, alterations, or repair: 10 years after expiration; Other contracts and agreements: 7 years after expiration.
  • Cooperative Program Reports
  • Number: 0472-02-013
  • Description: This series documents the institution's participation in cooperative and shared educational or research programs. Such programs may share research facilities and resources or instructional programs such as programs permitting student matriculation at member institutions. This series may include but is not limited to: information on requirements and application procedures; applications and eligibility certificates; committee minutes; meeting agendas; working papers; memoranda of interpretation and understanding; and fiscal records.
  • Retention: Requirements and application procedures, committee minutes, meeting agendas, and memos of interpretation and understanding: PERMANENT; All other records: 7 years after expiration.
  • Course and Class Records
  • Number: 0472-06-008
  • Description: This series provides instructional units with an official record of students enrolled in courses taught and documents test scores and semester end grades of each student.
  • Retention: Permanent.
  • Courses Records
  • Number: 0472-05-005
  • Description: This series documents course offerings and individual course contents. These records include: syllabi; course descriptions; course outlines; course request proposals; enrollment reports; course summaries; request for undergraduate and graduate course and instructor approval forms; nominations to the undergraduate faculty; course announcements; handout materials; and final and summary reports.
  • Retention: Final and summary reports: PERMANENT; All other records: 5 years after superseded.
  • Credit Bureau Reports
  • Number: 0472-06-009
  • Description: This series documents holders of student loans that have been reported to credit bureaus.
  • Retention: 2 years after collected or deemed uncollectible.
  • Credit Card Administration Records
  • Number: 0472-03-013
  • Description: This series documents administration of credit cards and P-Cards issued to institutional staff and units. Records may include: applications; master monthly billing statements; individual card holders' statements; billing summaries; printouts including vendor analysis by code; number of charges and stores; and use summaries.
  • Retention: 7 years.
  • Criminal Incident Statistical Reports
  • Number: 0472-13-033A and B
  • Description: Uniform Crime Reports.
  • Retention: (0472-13-033A) Annual Report: Permanent; (0472-13-033B) Other periodic reports: 5 years.
  • Crisis or Disaster Recovery Records
  • Number: 0472-02-014
  • Description: This series is the highest level documentation of the events and damages to institutional property due to storms, riots, fires, droughts, floods, and other events affecting citizens and facilities within the jurisdiction of the institution. This series may include but is not limited to: diaries; logs; reports; photographs; and notes that document what happened.
  • Retention: Records with historical value documenting lasting change to the institution's activities or property: PERMANENT; All other records: 5 years.
  • Daily Broadcast Logs
  • Number: 0472-01-003
  • Description: This series documents daily broadcast activities of the institutional radio station or television channel.
  • Retention: 3 years.
  • Daily Logs
  • Number: 0472-01-004
  • Description: This series documents the day-to-day activities of the office. This series may include but is not limited to: staff members' daily schedules; daily work logs; appointment information; desk calendars; and vehicle, equipment, and parking pass usage logs.
  • Retention: Vehicle, equipment, and parking pass usage logs: 1 year; All other records: 3 years.
  • Deduction Authorization Records
  • Number: 0472-04-008
  • Description: This series documents deductions from salary checks authorized by employees. These records include lists with notation of authorized deductions as well as actual deduction forms.
  • Retention: 4 years after the end of the fiscal year.
  • Defense Base Act (DBA) Records
  • Number: 0472-04-009
  • Description: This series documents insurance coverage for institutional employees in foreign countries who are not covered by the State Accident Insurance Fund (SAIF). These records include one-year contracts with a mandated insurance carrier. This series may include but is not limited to: liability claims against the institution that are both open and completed; legal files with affidavits; accident reports; estimates for repairs; police reports; suit status reports; disbursement records; and settlements.
  • Retention: 10 years after all claims are settled.
  • Development and Endowment Management Records
  • Number: 0472-03-014
  • Description: This series documents the revenue earned quarterly on gift accounts and fees charged by the institution's development office. Information includes: dates; gift account amounts and identification numbers; earnings; department or account responsible for payment; and fee amount.
  • Retention: 5 years.
  • Diploma Mailing Verification Records
  • Number: 0472-06-010
  • Description: This series documents students' requests to have diplomas and other graduation records distributed to specific addresses.
  • Retention: 1 year.
  • Disaster Preparedness, Response, and Recovery Plans
  • Number: 0472-02-015
  • Description: This series consists of records related to the protection and reestablishment of data processing services and equipment in case of a disaster or emergency. This series may include disaster recovery manuals, business continuity plans, inventories, procedure plans, step-by-step procedures, unit and institutional emergency response plans, and contact lists.
  • Retention: 5 years after superseded.
  • Dispatch and Automatic Call Distribution Vector Records
  • Number: 0472-13-005
  • Description: This series documents dispatch of officers to both criminal and noncriminal incidents occurring on campus and the technical programming for automatic call distribution.
  • Retention: 3 years or until case is adjudicated, whichever is longer.
  • Election Records
  • Number: 0472-04-010
  • Description: This series documents elections held by various faculty and staff organizations.
  • Retention: Until results are verified.
  • Electronic Data Processing (EDP) Request
  • Number: 0472-10-002
  • Description: The records document the request for a review of proposed equipment or software purchases to ensure the new equipment and software work with existing campus infrastructure.
  • Retention: 1 year.
  • Employee Drug Testing Records
  • Number: 0472-04-012
  • Description: This series documents the drug testing of employees.
  • Retention: Positive drug test results: 5 years; Negative drug test results and drug testing collection records: 2 years.
  • Employee Evaluations
  • Number: 0472-04-014
  • Description: This series includes routine and non-routine evaluations of an employee's work performance, including executive-level employees and student evaluations of faculty.
  • Retention: 7 years.
  • Employee Grievance Records
  • Number: 0472-04-015
  • Description: This series documents grievance brought forward by faculty and staff against the institution that are resolved without litigation. (Records of grievances that are litigated become part of the legal case file.) Records may include but are not limited to notices of grievance; informal discussion notes; grievance responses; formal hearing notes (including audio tapes); final summary statements; and appeals documentation.
  • Retention: 3 years after resolution.
  • Employee Personnel Records
  • Number: 0472-04-016
  • Description: This series documents an employee's work history at the institution. Records may include but are not limited to: personnel file close out form (includes salary at time of separation, final leave totals, and rehire eligibility); copies of Affirmative Action Compliance data forms; applications for admission to graduate school; sabbatical leave records; applications for academic employment; background surveys; employee contracts; athletic contracts/overseas agreements; conditions of employment; memoranda of agreement; notices of appointment; overload compensation requests; patent rights waivers; pay/budget action forms; forms documenting personnel actions; proposals for academic appointment; requests for approval for outside employment; resumes or curriculum vitae; retirement agreements; technology transfer agreements; tenure relinquishment forms; promotion, tenure, and salary increase records; and employee Social Security number disclosure forms.
  • Retention: Personnel File Closeout Form: 50 years; Supervisor's Copy: 3 years after separation of employee; Employment Eligibility Verification Forms: 3 years; All other records: 7 years following separation of employee from institution.
  • Employees Benefits Records
  • Number: 0472-04-011
  • Description: This series documents employees' participation in benefits programs at the institution. Records may include but are not limited to: Applications for Life Insurance; Authorizations for Electronic Deposit; Health and Dental Enrollment Forms; Benefits Worksheets for Payroll Corrections; Cancellations of Payroll Deduction Authorizations; Insurance Data Change Forms; Employee Status Sheets; Enrollment Status Sheets; Letters of Approval for Coverage from insurance companies; Notices of Declination of Coverage from insurance companies; Notices of Approval of Group Insurance Coverage; Employee Union Membership Applications; Authorization for Payroll Deductions forms; insurance forms; Tax Deferred Investment information; designation of beneficiary forms; and US Savings Bond Payroll Authorizations.
  • Retention: 7 years after discontinuation or change in benefits.
  • Employees Employment Verification Records
  • Number: 0472-04-013
  • Description: This series documents the responses to inquiries for evidence of employment from offices within the institution, banks and credit agencies, government agents, businesses, and current and former personnel. Records may include but are not limited to: copies of written requests; release of information authorization forms; telephone request forms; office control documents; and statistical summaries.
  • Retention: 3 years.
  • Employees Training Records
  • Number: 0472-04-017
  • Description: This series documents employee participation in training courses or programs for development purposes. Records may include but are not limited to: course summaries and certificates of completion.
  • Retention: 5 years.
  • Employment Division Summary Reports
  • Number: 0472-04-018
  • Description: This series documents the number of the institutional employees and payroll costs on a monthly basis and yearly basis. This series includes monthly reports by employee category and annual fiscal year reports, which summarize the monthly data.
  • Retention: Annual reports: 10 years; Monthly reports: 3 years.
  • Enrollment Reports
  • Number: 0472-06-011
  • Description: This series is used to provide the President's office with a record of enrollments which may be used for planning and research. Information contained in the reports includes student names and levels, grade point averages, demographic data, and academic majors.
  • Retention: Final reports: PERMANENT; All other records: 2 years.
  • Environmental Regulations Records
  • Number: 0472-13-012
  • Description: This series documents institutional compliance with environmental laws and guidelines of federal, state, or local governments. This series may include but is not limited to: Title V Air Discharge permits; air quality reports; waste water discharge permit applications; waste water discharge permits; water quality reports; waste water discharge records; notices of violation; and notices of non-compliance.
  • Retention: 10 years.
  • Equipment and Vehicle Inventory and Maintenance Records
  • Number: 0472-01-005
  • Description: This series documents the location, transfer, maintenance, service, repair, and disposition of state-owned equipment and vehicles. This series may include but is not limited to: vehicle title records; equipment inventory lists; physical inventory information cards; depreciation schedules; equipment inventory forms; lost/stolen property reports; damage or loss of state property claim; equipment transfer forms and memos; property disposition requests; periodic equipment lists; returned departmental equipment inventory lists; service contracts; charge call bills; fax activity reports; service logs; computer system architecture and wiring schema records; and accountability and responsibility statements.
  • Retention: Annual Vehicle Inspection Records: 3 years after the vehicle is disposed; Depreciation schedules: 4 years; All other records: 5 years after disposition of equipment.
  • Equipment Loan Agreements Records
  • Number: 0472-01-006
  • Description: This series documents the institution's lending or borrowing of equipment.
  • Retention: 7 years after termination of agreement and return.
  • Events Administration Records
  • Number: 0472-02-016
  • Description: This series documents facilities, services, and other accommodations provided by the institution for events on campus. Records may include: facilities reservation agreements; room reservation lists; customer and room occupancy lists; customer evaluations; and summary reports.
  • Retention: Written agreements: 7 years after expiration; All other records: 3 years.
  • Evidence and Property Logs
  • Number: 0472-13-036
  • Description: Documents evidence, property stored for safekeeping, and found property acquired and maintained by the police dept.
  • Retention: 5 years after disposition of property.

USG SITES A-Z