ADMINISTRATIVE

ID	Title	Description	Retention	Disposition	Function
69	Academic/Non-Academic Personnel Inventory - Contract Staff	Annual printout required by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents.	1 year	Archives. Review for historical value.	Administrative
70	Accreditation Files	University, college or department files documenting accreditation review by accrediting agencies.	10 years	Archives. Review for continuing administrative or historical value.	Administrative
71	Blueprints		Active +3 years	Archives. Review for continuing historical value.	Administrative
72	Book Buy-Back Records	Records of purchases of used books bought from students.	2 years	Destroy	Administrative
73	Bookstore Cash Drawer Sign-Out Sheets	Record of cash drawers signed out to cashiers at the beginning of each shift.	2 years	Destroy	Administrative
74	Bookstore Cashier Balancing Form	Used for daily balancing of each cash drawer	2 years	Destroy	Administrative
75	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	Administrative
76	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	Administrative
77	Bookstore Merchandise Return Record	Record of returns by bookstore to vendors in order to receive credit.	2 years	Destroy	Administrative
78	Bookstore Special Orders	Documentation of special orders made for individuals by the bookstore. Does not document a financial transaction.	2 years	Destroy	Administrative
79	Department Assistance File - Classified Staff	Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions.	1 year	Destroy	Administrative
80	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	Administrative
81	Job Descriptions		Active +10 years	Destroy	Administrative
82	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	Administrative
83	Motor Vehicle Maintenance Records		6 years	Destroy	Administrative
84	Motor Vehicle Records		6 years	Destroy	Administrative
85	Organizational Charts		Active +10 years	Archives. Review for historical value.	Administrative
86	President / Vice President / Director / Dean / Chair - Subject Files	Files of correspondence, reports, memoranda, etc., documenting activities of these offices.	3 years	Archives. Review for continuing administrative or historical value.	Administrative
87	Promotion and Tenure Policy - Faculty	Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty.	10 years	Archives. Review for historical value.	Administrative
88	Records Destruction Records		10 years	Destroy	Administrative
89	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	Administrative
90	Unawarded Grants Files	Applications and proposals by faculty for grants that were not funded.	1 year	Destroy	Administrative
91	University Governance Files	Files of boards / committees / governance groups documenting official actions of governing bodies.	3 years	Archives. Review for continuing administrative or historical value.	Administrative