LEGAL
| ID |
Title |
Description |
Retention |
Disposition |
Function |
| 209 |
1099
Forms |
Federal
form used to report salaries, wages, and tips of temporary employees. |
6
Years |
Destroy |
Legal |
| 181 |
Academic
Grievance Files |
Files
documenting grievances of students against faculty members. |
Active
+ 6 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 182 |
Accident
Reports |
Reports
created by university or college police for traffic accidents that occur
on campus. |
Active
+ 6 Years |
Destroy |
Legal |
| 183 |
Affirmative
Action Plan Files |
Procedures
and regulations to be followed, work force analysis, goals, timetables,
statistics. |
6
Years |
Archives.
Review for historical value. |
Legal |
| 184 |
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 |
Legal |
| 185 |
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 |
Legal |
| 186 |
Applicant
Flow Data File |
Statistical
information, percentages dealing with race, religion, sex, etc. |
6
Years |
Destroy |
Legal |
| 187 |
Awarded
Grants Files |
Files
containing proposal, budgets, accounting information on grants received
by faculty members from federal and state agencies and private foundations. |
ACT
+ 5 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 188 |
Category
Summary - Classified Staff |
Computer
printout listing breakdown of employment by race, sex, civil service. |
6
Years |
Archives.
Review for historical value. |
Legal |
| 189 |
Change
in Meal Plan |
Records
of changes on board contracts. |
Active
+ 5 Years |
Destroy |
Legal |
| 190 |
Collective
Bargaining Agreements |
|
Active
+ 5 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 191 |
Complaint
Files |
Record
of staff or student grievances based on equal opportunity and affirmative
action regulations. Files arranged alphabetically. |
Active
+ 6 Years |
Destroy |
Legal |
| 192 |
Contracts
- General |
|
Active
+ 5 Years |
Destroy |
Legal |
| 193 |
Crime
Reports |
Reports
created by university or college police on campus criminal activity. |
Active
+ 6 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 194 |
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 |
Legal |
| 195 |
Elevator
Certifications |
|
Active
+ 3 Years |
Destroy |
Legal |
| 261 |
Environmental
Monitoring Records |
|
3
Years |
Destroy |
Legal |
| 196 |
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 |
Destroy |
Legal |
| 197 |
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 |
Destroy |
Legal |
| 198 |
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 |
Destroy |
Legal |
| 199 |
Grants
Awarded |
Financial
records of grant money awarded for research projects. |
Active
+ 5 Years |
Destroy |
Legal |
| 200 |
HUD
Reports |
Annual
reports filed with the federal government concerning operation of residence
halls. |
6
Years |
Archives.
Review for historical value. |
Legal |
| 201 |
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 |
Legal |
| 202 |
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 |
Archives.
Review for historical value. |
Legal |
| 203 |
Patents |
|
Active
+ 6 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 204 |
Real
Estate Records |
Copies
of deeds and leases, documenting real property purchased or leased by the
university or college. |
Active
+ 5 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 205 |
Student
Disciplinary Files |
Files
maintained by student affairs on students who have been accused of disciplinary
violations. |
Active
+ 6 Years |
Destroy |
Legal |
| 206 |
Trade
Mark Registrations |
|
Active
+ 6 Years |
Archives.
Review for continuing administrative or historical value. |
Legal |
| 207 |
Unemployment
Compensation Files |
Consolidated
file listing all employees (classified, contract and faculty) for whom
an unemployment claim has been filed. This includes copies of claim forms,
correspondence, costs for the institution and amount of unemployment compensation
paid. |
Active
+ 6 Years |
Destroy |
Legal |
| 208 |
W-2
Forms |
Federal
form reporting salaries, wages, and tips for each employee to the IRS. |
6
Years |
Destroy |
Legal |
