Alphabetical Retention Index

Title Description Retention Disposition Function
1099 Forms Federal form used to report salaries, wages, and tips of temporary employees. 6 years Destroy Finance and Accounting
990 Tax Forms For NEOUCOM, NEOUCOM Fdn, AHEC Centers 4 years Destroy Finance and Accounting
Academic Action Notifications Communications notifying students of dismissal, academic probation, etc. Active + 1 year Destroy Education
Academic Grievance Files Files documenting grievances of students against faculty members. Active + 6 years Eperm Administration
Academic Records (includes grades, course evaluations, competency assessments, etc.) Record of academic work pursued. Indefinite Eperm Education
Academic Review and Promotions Committee Materials Contains copies of Academic Review and Promotions Committee Materials from ARP meetings including agendas and student information Active + 6 years Shred Education
Academic Review and Promotions Committee Records Contains information related to ARP actions for individual students Active + 6 years Shred Education
Academic/Non-Academic Personnel Inventory - Contract Staff Annual printout required by the Ohio Board of Regents documenting full-time equivalentstaffing levels. The summary of the inventory is sent to the Ohio Board of Regents. Indefinite Eperm Human Resources
Acceptance Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate Student-specific correspondence relating to admission and enrollment at the institution. Active + 1 year Shred Education
Acceptance Letters for Applicants Who Do Not Matriculate Letters notifying students of acceptance or non-acceptance to the institution. 1 year Shred Education
Accident Reports Reports created by university or college police for traffic accidents that occur on campus. Active + 6 years Destroy Environment
Accounts Payable Amounts owed on open account for goods or services received. 4 years Destroy Finance and Accounting
Accounts Payable Invoices Bill for goods or services received 4 years Destroy Finance and Accounting
Accounts Payable Ledgers Ledgers of bills for goods or services received 4 years Destroy Finance and Accounting
Accounts Payable Vouchers Vouchers for goods or services received 4 years Destroy Finance and Accounting
Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services. 4 years Destroy Finance and Accounting
Accreditation Files University, college or department files documenting accreditation review by accrediting agencies. 10 years Historic Archives Administration
Admission Correspondence for Applicants Who Do Matriculate Form letters regarding admission and/or enrollment at the institution. Active + 1 year Shred Education
Advanced Placement Records for Applicants Who Do Matriculate Forms and records supporting consideration for transfer in course(s) where no credit is granted. Scores valid for 5 years. Active + 1 year Shred Education
Advanced Placement Records for Applicants Who Do Not Matriculate Forms and records supporting consideration for transfer in course(s). 1 year Shred Education
Advertising Public relations and marketing 5 years Historic Archives Institutional Advancement
Affirmative Action Plan Files Procedures and regulations to be followed, work force analysis, goals, timetables, statistics. 6 years Historic Archives Human Resources
Affirmative Action Position Applicant Files Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Personnel Office. Under these headings, files are arranged alphabetically by department or office. 6 years Destroy Human Resources
Alien Certification Files Records of employee requests made to the Department of Labor and Immigration and Naturalization for work certification. In addition to certification, the files include transcripts, letters of reference, resume and other pertinent documentation. Files arranged alphabetically. 6 years Destroy Human Resources
Alumni Correspondence Title self descriptive. Indefinite Eperm Institutional Advancement
Alumni Curriculum Vitae Title self descriptive. Indefinite Eperm Institutional Advancement
Alumni Licensure and Verification Requests Contains requests for verification of credentials from hospitals and various physician credentialing agencies 2 years Shred Education
Alumni Records Title self descriptive. Indefinite Eperm Institutional Advancement
Annual Interim Fiscal Operations Reports Reports to federal government on expenditures for federal student financial aid programs. Active + 6 years Shred Education
Annuity Records Statement of payroll deduction for employees' annuity plans. 4 years Destroy Human Resources
Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex, etc. 3 years Destroy Human Resources
Applicants Card File - Classified Staff Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. 3 years Destroy Human Resources
Application File - Classified Staff Includes application form, resume, test results, referral and interview data. 3 years Destroy Human Resources
Application File: Non-Hires - Faculty Contains application, correspondence, resumes, etc. from applicants for positions. 3 years Destroy Human Resources
Applications for Admission or Readmission (Reentry) for Applicants Who Do Matriculate Forms requesting admission or readmission to the institution. Active + 3 year Shred Education
Applications for Admission or Readmission (Reentry) for Applicants Who Do Not Matriculate Forms requesting admission or readmission to the institution. 1 year Shred Education
Applications for Graduation Title self descriptive. Active + 1 year Shred Education
Audit Authorizations Approval forms to audit a class. Retain 1 year after audit. Shred Education
Audit Report Final report of state or independent auditor. 4 years Historic Archives Finance and Accounting
Award Letters Summarizes students' Finance/Accounting aid each year and confirms acceptance or rejection. Active + 6 years Shred Education
Awarded Grants Files Files containing awards, budgets, accounting information on grants received from government agencies, corporations, and private foundations. Active + 3 years post-closing FY audit Shred Finance and Accounting
Bad Debt Actions Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 years Destroy Finance and Accounting
Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. 4 years Destroy Finance and Accounting
Bank Deposits Record of deposits in banking institutions. 4 years Shred Finance and Accounting
Bank Reconciliations Explanation of differences between bank statement balance and actual balance. 4 years Destroy Finance and Accounting
Bank Statements Periodic statement of bank balances. 4 years Destroy Finance and Accounting
Bids Accepted For purchases. Active + 5 years Destroy Finance and Accounting
Bids Rejected For purchases. 3 years Destroy Finance and Accounting
Blueprints Located in the Physical Plant Indefinite Historic Archives Administration
Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Active + 4 years Destroy Finance and Accounting
Bookstore Cashier Balancing Form Used for daily balancing of each cash drawer 2 years Destroy Finance and Accounting
Bookstore Charge Forms Forms used in completing MasterCard or VISA transactions. Information posted to daily cash register tapes and summarized on monthly statements. 2 years Destroy Finance and Accounting
Bookstore Mark-Up / Mark-Down Sheets Monthly record of price changes of goods already in stock at the bookstore. Used in annual inventory. 2 years Destroy Finance and Accounting
Bookstore Merchandise Return Record Record of returns by bookstore to vendors in order to receive credit. 2 years Destroy Finance and Accounting
Budget Institutional Final, approved, yearly budget for institution, usually in printed form. Active + 5 year Destroy Finance and Accounting
Budget Institutional Summaries Summaries of final approved yearly budgets for institution Indefinite Eperm Finance and Accounting
Budget Planning Documents Budget requests, including program plans for coming year, usually by cost center. Active + 5 year Destroy Finance and Accounting
Budget Printout - Periodic Periodic reports of expenditures, usually by department or account 4 years Destroy Finance and Accounting
Canceled Checks Title self descriptive. 4 years Destroy Finance and Accounting
Canceled Position File - Classified Staff Application forms, correspondence sent and received concerning positions that have been canceled. 3 years Destroy Human Resources
Canceled Registration Files Record of canceled registrations, including amount owed, reason, etc. 4 years Destroy Finance and Accounting
Cash Books Record of institution's cash transactions showing a running balance 4 years Destroy Finance and Accounting
Cash Disbursement Journals Special journal used exclusively to record disbursements of cash 4 years Destroy Finance and Accounting
Cash Journal Journal of cash received 4 years Destroy Finance and Accounting
Cash Receipts Receipts for cash sales or cash received. 4 years Destroy Finance and Accounting
Cash Register Tapes Title self descriptive. 4 years Destroy Finance and Accounting
Catalogs Official bulletins of the institution. Indefinite Historic Archives Education
Category Summary - Classified Staff Computer printout listing breakdown of employment by race, sex, civil service. 3 years Historic Archives Human Resources
Certification File - Classified Staff Record of employees who have attained certification in their classification. May include log book and printouts. Active + 3 years Destroy Human Resources
Change of Course Schedule (Add / Drop) Title self descriptive. Active + 1 year Destroy Education
Change of Grade Forms (Update Documents) Title self descriptive. Indefinite Eperm Education
Chart of Accounts List of the accounts used by an organization with each account usually assigned a number or code 4 years Destroy Finance and Accounting
Check Register Book or original entry for all cash disbursements paid by check. 4 years Destroy Finance and Accounting
Check Registers for Federal Loans Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans. Active + 6 years Shred Education
Checks All checks 4 years Shred Finance and Accounting
Civil Service Examinations File - Classified Staff Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing. Active Destroy Human Resources
Class Schedules (Students) Lists of classes student took a given term. Active + 1 year Destroy Education
CMU Equipment Maintenance Records Title self descriptive. Life of the equipment Destroy Research
CMU Facility Monitoring Records Title self descriptive. 6 years Destroy Research
CMU Health Records Title self descriptive. 3 years beyond completion of project Shred Research
CMU Sentinel Monitoring Records Title self descriptive. 6 years Shred Research
CMU USDA Regulated Acquisition Records Title self descriptive. 3 years beyond completion of project Shred Research
Cohort Default Rates Federal loan default rates as reported by the Department of Education Indefinite Eperm Education
College/Department Office Student Files Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. Active + 1 year Shred Education
Commencement Programs Title self descriptive. Indefinite Historic Archives Education
Complaint Files Record of student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically. Active + 6 years Destroy Education
Continuing Education Student Records Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. Active + 6 years Shred Education
Contracts - Grants - Revenue & Subrecipient Related awarded grant information Active + 3 yrs post closing FY audit Shred Finance and Accounting
Contracts - Maintenance Title self descriptive. Active + 5 years Destroy Environment
Correspondence for Applicants Who Do Not Matriculate Title self descriptive. 1 year Shred Education
Correspondence, Relevant Student-specific correspondence (other than admissions). Active + 1 year Shred Education
Cost Accounting Record analyzing cost for producing certain items or performing certain tasks. 6 years Destroy Finance and Accounting
Credit/No Credit Approvals Title self descriptive. Active + 1 year Shred Education
Crime Reports Reports created by university or college police on campus criminal activity. Active + 6 years Historic Archives Environment
Curriculum Development Files Files documenting approval of new programs and degrees. Indefinite Historic Archives Education
Dean's Letters/Medical Student Performance Evaluations (MSPE) Title self descriptive. Indefinite Eperm Education
Declinations File - Faculty Contracts, recommendations, letters of people who have declined positions. 3 years Destroy Human Resources
Degree Statistics Title self descriptive. Indefinite Eperm Education
Delinquent Accounts Report Listing of students who owe money to university or college. 3 years Destroy Finance and Accounting
Delivery Slips Documents sent with purchased goods indicating item(s) shipped. 3 years Destroy Finance and Accounting
Department Assistance File - Classified Staff Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 year Destroy Human Resources
Development Agreements Development records Indefinite Eperm Institutional Advancement
Development Correspondence Development records Indefinite Eperm Institutional Advancement
Development Donor Files Development records Indefinite Eperm Institutional Advancement
Diplomas Copies of medical school diplomas for alumni Indefinite Eperm Education
Draft Registration Compliance Record Testimony to draft registration by student in order to receive Finance/Accounting aid. Active + 6 years Shred Education
Educational Benefits Record of tuition waivers for employees and staff 4 years Destroy Human Resources
EE-06 Report [EEOC] Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees. 6 years Destroy Human Resources
Elevator Certifications Title self descriptive. Active + 3 years Destroy Environment
Employment Files - Students Active and inactive files. Student authorization forms, State and federal withholdings, P.E.R.S., step increases, termination notices, reclassification forms, exemptions. Indefinite Eperm Human Resources
Employment Printouts - Student Stipend list, updated social security number reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earnings report, time cards by sequence number. 1 year Destroy Human Resources
Employment Taxes 941, City taxes, School taxes, IT942 6 years Shred Finance and Accounting
Endowment Fund Reports - Annual Annual report of funds received and expended by endowment accounts. May be inform of report to donors. Active + 4 years Historic Archives Finance and Accounting
Endowment Fund Reports - Periodic Periodic report of funds collected or expended by endowment accounts. Active + 4 years Destroy Finance and Accounting
Enrollment Statistics Title self descriptive. Indefinite Eperm Education
Entrance Examination & Placement Test Reports (ACT, SAT, MCAT scores) for Applicants Who Do Matriculate Standardized test scores related to admission to the institution and placement test scores. Active + 1 year Shred Education
Entrance Examination & Placement Test Reports (ACT, SAT, MCAT Scores) for Applicants Who Do Not Matriculate Standardized test scores related to admission to the institution and placement test scores. 1 year Shred Education
Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty. Indefinite Eperm Education
Federal Stafford Loan Applications Copy of loan application. Active + 6 years Shred Education
Finance/Accounting Aid Award Disbursement Records Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 years Shred Finance and Accounting
Finance/Accounting Report - Annual Consolidated year-end report of Finance/Accounting situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and students services areas. May include audit report. 4 years Historic Archives Finance and Accounting
Fixed Asset Disposal Forms Title self descriptive. 4 years Destroy Finance and Accounting
Fixed Asset Records Title self descriptive. 4 years after asset disposal Destroy Finance and Accounting
Foundation Meeting Minutes Foundation records Indefinite Eperm Institutional Advancement
Foundation Organizational Documents Foundation records Indefinite Eperm Institutional Advancement
Garnishment File - Classified Staff Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 years Shred Finance and Accounting
Garnishment Files - Contract Staff File contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 years Shred Finance and Accounting
Garnishment Files - Faculty File contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 years Shred Finance and Accounting
General Applicant Files - Contract Staff Resumes on file. 3 years Destroy Human Resources
General Ledgers Book containing a summary or detail of all transactions affecting the accounts of an institution. 6 years Historic Archives Finance and Accounting
Grade Comment Forms Contains back-up data for clerkship and elective evaluations including attending and resident comment forms Active + 1 year Shred Education
Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative. Indefinite Eperm Education
Grade Statistics Title self descriptive. Indefinite Eperm Education
Graduation Authorizations Documents certifying completion of degree requirements. Active + 1 year Shred Education
Graduation Lists Title self descriptive. Indefinite Historic Archives Education
Grants Awarded Reports Finance/Accounting records of grant money awarded for externally funded projects. 5 years Eperm Finance and Accounting
Hazardous Exposure Records Title self descriptive. Indefinite Eperm Human Resources
Health Profession/Primary Care Loan Student Files Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. Active + 6 years Shred Education
I - 9 Forms - Student Federal employment eligibility verification for on-campus student employees. Active + 5 years Destroy Human Resources
IACUC Meeting Minutes Minutes of monthly IACUC meetings 6 years Eperm Research
IACUC Personnel Training Attendance Records Class sign-in sheets 4 years Shred Research
IACUC Personnel Training Log Master list of attendees and date of training Indefinite Eperm Research
IACUC Reports of External Reviewers Reports from inspecting and accrediting agencies Indefinite Historic Archives Research
IACUC Research Protocols and Significant Changes Description of research projects and (proposed and) approved changes to them 3 years beyond completion of project Shred Research
Immunization Records Contains all information related to immunizations administered by the COM and other physicians Active + 3 years Shred Education
Index System - Faculty Cards or other reference list for all active and inactive faculty. Active + 5 years Historic Archives Human Resources
Injury / Ill Person Reports Reports created by university or college police on ill or injured persons transported to local hospitals from campus. Active + 6 years Destroy Environment
Inventory Control Record Title self descriptive. Active + 6 years Destroy Finance and Accounting
Investment Schedules Title self descriptive. 4 years Destroy Finance and Accounting
IPEDS Reports (Integrated Postsecondary Education Data System) Title self descriptive. Indefinite Eperm Education
IRB Addendum Applications Title self descriptive. 3 years after closure of study Shred Research
IRB All Consent Documents Title self descriptive. 3 years after closure of study Shred Research
IRB Amendment Applications Title self descriptive. 3 years after closure of study Shred Research
IRB Applications Completed Title self descriptive. 3 years after closure of study Shred Research
IRB Applications Not Completed Title self descriptive. 3 years after closure of study Destroy Research
IRB Audit Information Title self descriptive. 3 years after closure of study Shred Research
IRB Changes Required by IRB members Title self descriptive. 3 years after closure of study Shred Research
IRB Completion Applications Title self descriptive. 3 years after closure of study Shred Research
IRB Continuation Applications Title self descriptive. 3 years after closure of study Shred Research
IRB Reviews of Applications Title self descriptive. 3 years after closure of study Shred Research
IRB Serious Adverse Event Reports Title self descriptive. 3 years after closure of study Shred Research
IRB Study Correspondence Title self descriptive. 3 years after closure of study Shred Research
IRB Study Data Title self descriptive. 3 years after closure of study Shred Research
IRB Subject Documentation Title self descriptive. 3 years after closure of study Shred Research
Job Description File - Classified Staff Master file of classified job descriptions. Retained for pay-range classification purposes. Active Destroy Human Resources
Job Descriptions No description, moved from administration Active + 10 years Destroy Human Resources
Job Descriptions No description 3 years Destroy Human Resources
Journal Entries The means of entering details of a transaction into the accounting system. Journal entries are made in a journal and later posted to a ledger. Entry also includes a brief explanation. 4 years Destroy Finance and Accounting
Journals The record in which Finance/Accounting transactions are first recorded before being posted as a debit or credit to an account in a ledger. A chronological documentation of transactions. 6 years Destroy Finance and Accounting
Land Purchase Records Copies of deeds, leases, purchase agreements, appraisals, etc. documenting purchase of land by institution. Original deed maintained by Auditor of State. Active + 5 years Historic Archives General Counsel
Layoff File - Classified Staff File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. 5 years Destroy Human Resources
LCME 1B Reports Finance/Accounting Aid statistics by award year reported to the Association of American Medical Colleges Indefinite Eperm Education
Leave of Absence Authorizations Title self descriptive. Active + 3 years Shred Education
Leave Record - Classified Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 years Destroy Human Resources
Leave Record - Faculty Vacation and sick leave earned and used. Active + 5 years Destroy Human Resources
Letter of Credit Draw Down Files DHHS and NSF 10 years Destroy Finance and Accounting
Letters of Recommendation for Applicants Who Do Matriculate Letters of reference supporting application to the institution. Active + 1 year Shred Education
Letters of Recommendation for Applicants Who Do Not Matriculate Letters of reference supporting application to the institution. 1 year Shred Education
Licenses and Permits Any license or permit Active + 3 years Destroy  
Loan for Disadvantaged Students (LDS) Files Contains all documents relating to granting of loans, including correspondence, confidential information sheet, promissory note, etc. Active + 6 years Shred Education
Medical Records for Applicants Who Do Matriculate Medical records related to application to the institution. Active + 1 year Shred Education
Medical Records for Applicants who Do Not Matriculate Medical records related to application to the institution. 1 year Shred Education
Military Scholarship Rosters (Army, Navy, Air Force, National Guard) Lists of students receiving scholarships from the military Active + 1 year Shred Education
Monthly Standardized Report Files - Classified Staff Periodic reports including designation by: active classified employee in alphabetical order; pay range; department listing; social security number for active employees; social security number for inactive employees; employees whose hourly wage is above a certain level. 1 year Destroy Human Resources
Motor Vehicle Maintenance Records Located in the Physical Plant 6 years Destroy Administration
Motor Vehicle Records Located in the Physical Plant 6 years Destroy Administration
National Guard Scholarship Rosters Lists of students receiving scholarships from the Ohio National Guard. Active Shred Education
National Merit Scholarship Files Includes Correspondence and applications by finalists. Active + 6 years Shred Education
NEOUCOM Foundation(non-endowment) billing Title self descriptive. Active + 3 yrs post closing FY audit Destroy Finance and Accounting
NEOUCOM Foundation(non-endowment) files Title self descriptive. Active + 3 yrs post closing FY audit Destroy Finance and Accounting
NEOUCOM Student Handbooks Contains all COM policies and procedures for a given academic year Indefinite Historic Archives Education
News Releases Public relations and marketing Indefinite Eperm Institutional Advancement
Newsletters/Magazines Public relations and marketing Indefinite Historic Archives Institutional Advancement
Non-Recipient Finance/Accounting Aid Files Copy of FAF for students who did not receive aid or enter the university or college. 1 year Shred Education
OBOR Reports (Ohio Board of Regents) Title self descriptive. Indefinite Eperm Education
Official Class Roster Lists of students enrolled for individual classes. Active Shred Education
Ohio Academic Scholarship Rosters Lists of students receiving scholarships for current academic year. Active + 6 years Shred Education
Ohio Bureau of Vocational Rehabilitation Files Record of awards by state agency for handicapped students. Active + 6 years Shred Education
Ohio Residency Applications Contains information related to students requests for in-state residency status Active + 3 years Shred Education
On-The-Job Training Records - Classified Staff Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. Active + 3 years Destroy Human Resources
Organizational Charts No longer in Office of the President Indefinite Historic Archives Human Resources
Parking tickets - paid Title self descriptive. 1 year Destroy Finance and Accounting
Parking Tickets - Unpaid Title self descriptive. 1year Destroy Finance and Accounting
Patents Title self descriptive. Active + 6 years Historic Archives General Counsel
Payroll Change Report - Classified Staff Bi-weekly listings of payroll adjustments processed through Personnel Services concerning full-time or part-time employee status, I.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period. 4 years Destroy Human Resources
Payroll Deduction Authorizations All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. Active + 6 years Destroy Human Resources
Performance Evaluation Forms - Classified Staff File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations. 5 years Destroy Human Resources
Personnel Card File - Classified Staff File card coordinated to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. Active + 5 years Historic Archives Human Resources
Personnel File - Faculty Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, evaluation forms, promotion and tenure decisions. Includes part-time and adjunct faculty files. Active + 5 years Destroy. Review for administrative value. Human Resources
Personnel Files - Classified Staff Employment record maintained for full-time and part-time classified employees. Files may contain applications, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions, step increases, longevity, employee's inspection of personnel file form, personnel card, etc. Active + 5 years Destroy. Review for administrative value. Human Resources
Personnel Files (Active & Inactive) - Contract Staff Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate, annual contracts, performance evaluations, previous state service forms, Social Security card, reclassification notices, letters of commendation or reprimand, publications, evidence of continuing education, transfers, leave of absence requests, payroll forms, vacation and sick leave reports, resignations, termination notices. Active + 5 years Destroy. Review for administrative value. Human Resources
Personnel Requisition for Classified Staff Departmental request placed whenever a position within the department becomes vacant. 3 years Destroy Human Resources
Petty Cash Records Title self descriptive. 4 years Destroy Finance and Accounting
Photo Release Forms Signed documents for use of individual's photographs - public relations Indefinite Eperm Institutional Advancement
Photographs Public relations and marketing Indefinite Eperm Institutional Advancement
Placement Files Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained. Active + 1 year Shred Education
Position Description File - Faculty Description of current positions. Active Destroy Human Resources
Position Vacancy Announcement - Classified Staff Job descriptions for each university or college position posted. 3 years Destroy Human Resources
President / Vice President / Director / Dean / Chair - Subject Files Files of important correspondence, reports, memoranda, etc., documenting activities of these offices, which affect functional, policy or procedure. Indefinite/Destroy Historic Archives Administration
Print Advertising Public relations and marketing 5 years Destroy Institutional Advancement
Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization. Active + 1 year Shred Education
Promotion and Tenure File - Faculty Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file. 5 years Historic Archives Human Resources
Promotion and Tenure Policy - Faculty Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty. Active + 5 Destroy Administration
Proposals -- Awarded Funded Proposals by faculty for grants that were funded 3 years after closure of study Shred Research
Proposals -- Submitted Unfunded Applications and proposals by faculty for grants that were not funded. 1 year Destroy Research
Public Employees Retirement System File - Contract Staff Includes copies of retirement applications documenting pertinent personal, spouse and beneficiary data. Working papers and correspondence are included. Indefinite Eperm Human Resources
Public Employees Retirement System Files - Classified Staff Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included. Indefinite Eperm Human Resources
Public Employees Retirement System Log - Classified Staff Record of university or college classified employees and their date of retirement and address. Indefinite Eperm Human Resources
Public Employees Retirement System Log - Contract Staff Record of university or college employees, address and date of retirement. Indefinite Eperm Human Resources
Purchase Orders Purchasing Office's copy of order to a supplier authorizing purchase of goods. 4 years Destroy Finance and Accounting
Purchase Requisitions Forms used to order goods and services. Active + 4 years Destroy Finance and Accounting
Racial/Ethnic Statistics Title self descriptive. Indefinite Eperm Education
Real Estate Records Copies of deeds and leases, documenting real property purchased or leased by the university or college. Active + 5 years Historic Archives General Counsel
Receipts Title self descriptive. 4 years Destroy Finance and Accounting
Reclassification Files - Classified Staff Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation. 5 years Destroy Human Resources
Records Destruction Records Emailed Forms for Disposition 3 years Destroy General Counsel
Recruitment / Search Files - Contract Staff Contract staff search files. May contain position authorization forms, job descriptions, minutes , applicants' credentials, search chronologies, authorization to hire forms, correspondence. 3 years Destroy Human Resources
Recruitment Materials, General Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution. 5 years Historic Archives Education
Registers Title self descriptive. 4 years Destroy Finance and Accounting
Registration/Enrollment Forms Title self descriptive. Active + 3 years Shred Education
Reports (Administrative - State - Civil Service - Personnel - Accounting) - Classified Staff Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range / step, suspensions, terminations, etc. 1 year Destroy Administration
Requests and Disclosures of Personally Identifiable Information Title self descriptive. Active + 3 years Shred Education
Requests for Formal Hearings Relates to privacy documentation. Active + 3 years Shred Education
Royalty Payments Title self descriptive. 4 years Destroy Finance and Accounting
Sales Receipts Title self descriptive. 4 years Destroy Finance and Accounting
Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Eperm Education
Scholarship for Disadvantaged Student Files Contains all information related to granting of scholarships, including correspondence Active + 6 years Shred Education
Search Committee Files - Faculty Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms. 3 years Destroy Human Resources
Selection Criteria Form - Classified Staff Form providing an explanation as to why a person was or was not hired for a university or college position. 3 years Destroy Human Resources
Service Center Chargeback Documentation Reports and other records held by Service Centers detailing charges for services performed. Includes monthly billing reports, calculations for usage, copies of vouchers, bills, etc. 4 years Destroy  
Service Reports / Activity Reports - Faculty Records for the academic year and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department.
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