General Records Retention Schedule

Table of Contents:

INTRODUCTION

University Records must be retained and managed in accordance with Policy AD35 University Archives and Records Management and the University’s Records Retention Schedules that have been approved by the Records Management Advisory Committee (RMAC), the Office of General Counsel, and Vice President for Administration. These Records Retention Schedules are derived from - or based upon - federal, state, and local statutes or regulations, University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.

University Records and Transitory/Disposable Records are defined below. See Policy AD35, Definition of Terms for additional information.

  • University Records - Information that documents a transaction or regularly conducted activity of the University and that is created, received or retained pursuant to law, University policy, or in connection with a transaction, business, or activity of the University.  The term includes documents, papers, letters, books, drawings, maps, plans, photographs, tapes, film or sound recordings, microforms, digital or analog files, information stored or maintained electronically, and data- or image-processed documents.
  • Transitory/Disposable Records - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule. Examples include photocopies of official University Records, a printed copy of a University Record that is held by the Responsible Party or within a System of Record, a spreadsheet containing data that is exported from or officially resides in another systems, personal emails not related to University business or activity, and/or mass emails or communications.

Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. In many cases, retention periods and disposition methods may be generally determined by comparing the type of record (i.e., reports, correspondence, etc.) to similar records series with known retention periods listed on the Records Retention Schedule. If the disposition method for University Records states “Review by Archives” on the Records Retention Schedule, the Unit responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center (IRC).

Exceptions to the disposition process are as follows:

  • University Records subject to a Legal Hold (see Policy AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
  • University Records under audit or review, either internally or externally. An audit hold will remain in effect until the hold is released by the Office of Corporate Controller. The Financial Officer will be notified regarding any cost objects that are under audit hold; the Financial Officer will be responsible for contacting the Unit associated with the cost objects.

To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy, AD53 Privacy Policy, or student records, as defined in University Policy, AD11 Confidentiality of Student Records, must be securely destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53.

Unit specific retention schedules for individual offices that are developed by the Office of Records Management should be utilized in conjunction with this schedule to identify records unique to that Unit. Retention periods for University Records not specifically listed on the General Records Retention Schedule (below), on Unit Specific Records Retention Schedule, GURU Procedures and Forms, or in the Financial Records Retention Schedule may be determined by contacting the Office of Records Management

For records with retention periods of less than 1 year:

Records are eligible for disposition at the end of the retention period, e.g., if a record has a 1-month retention period, cut the file off at the end of each month, apply the retention period, and then disposition occurs.

For records with retention periods of 1 year or more:

Records are eligible for disposition at the end of each fiscal, academic, or calendar year after the retention period has been met, as appropriate for the records series in question, e.g., if the retention period for a correspondence file reads "3 years," then disposition occurs 3 years after the end of the year in question.

For records with retention period listed only as an event date or action:

Records are eligible for disposition immediately after the date the event date is reached or the action is completed, e.g., if the retention period reads "after superseded," then disposition occurs immediately after the date the record has been superseded.

For records with a retention period and an event date or action:

Records are eligible for disposition when the retention period has been met, after the event date is reached or action is completed, e.g., if the retention period reads "4 years after separation," then disposition occurs 4 years after the date of separation. A process to manage records with a retention period and an event date or action is to transfer the records to an inactive file on the date the event occurs or the action is completed, label the file with the retention period and appropriate disposition date. Disposition will occur when that disposition date has been reached, i.e., retention reads "Retain for 6 years - dispose on 6-30-2001".

 

ADMISSIONS

 

Admissions Records Retention Schedule
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Admission Applications (Images)   7 years  
Application for Advanced Credit   3 years after student's last activity  
Prospect and Applicant Data

 
Student Information Systems

Applied and Attended - 50 years; transfer to Archives

OR

Applied and did not attend - 3 years after end of admissions cycle

 
Prospective students who did not apply and/or did not attend PSU   1 year after beginning of Academic Year  
Supporting Documentation:

      Including: Application, Applicant Correspondence, Applicant Letters of Recommendation (Unsolicited), Applicant High School Transcripts, College Transcripts, Applicant Residency Status Documents
 

Admitted & Attended - 3 years beyond graduation or termination

OR

Applied and did not attend - 3 years after end of admissions cycle

 

 
Student Recruitment Publications & Media   3 years; review by Archives  

ALUMNI ASSOCIATION

 

Alumni Association Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Council & Executive Director 5 years; transfer to Archives
Club Activities 5 years; transfer to Archives
Event Production, Including Reunions 5 years; transfer to Archives
Publications 5 years; transfer to Archives
Membership Rosters 5 years; transfer to Archives

COMMONWEALTH CAMPUSES

NOTE: Campuses are subject to all retention periods detailed in this Schedule and Financial Records Retention Schedule. The following schedule represents areas unique to campuses.

Commonwealth Campuses Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Chief Executive Officer - Correspondence/Reports 3 years; review by Archives
Community Advisory Board

      Including: Meeting Minutes, Correspondence, Reports


3 years; review by Archives
Council of Fellows 3 years; review by Archives

Director of Academic Affairs

    Including: Meeting Minutes, Correspondence, Reports

3 years; review by Archives
Housing and Food Services - Assignments 3 years

CONTRACTS

Contracts Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Agreements -- where PSU licenses another legal entity to use film, publications, or similar which PSU has copyrighted or which PSU holds the license. 7 years in office of origin; permanent in Archives
Licenses -- for filming on PSU Premises 7 years in office of origin; permanent in Archives
Licenses -- to use PSU's non-physical property or any use of the University's names, trademarks, symbols, or logos 7 years in office of origin; permanent in Archives
Photo Permission Release Form 3 years after signature affixed
Vended Services, such as Counseling, Physicians 7 years after date of contract completion
Working With Minors Agreements and Releases 2 years past the age of majority (18 years old) for participant minor

CORRESPONDENCE

NOTE: Correspondence by Administrators, Deans, Unit/Department Heads may be potentially archival; these offices should refer to record schedules developed for individual offices or contact the University Archives.

Correspondence Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Chronological (Day Files) and Email 3 years
External (Non-University Agencies) and Email 3 years
Interdepartmental (University Agencies) and Email:

      Originating Office

      Receiving Office


3 years; review by Archives

3 years
Internal (within Unit/Department) and Email 3 years; review by Archives

CURRICULUM RECORDS

NOTE: Offices should refer to record schedules developed for individual offices for record series not listed below.

Curriculum Records Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Class Lists   3 years  
Course History Files   3 years after course ceases to be offered; review by Archives  
Course Proposals (1970-Present) University Curriculum Archive Permanent  
Curriculum - Current

(Comprehensively lists all approved courses by department and course number)
 

3 years
 
Curriculum Proposals - Approved

(Documentation of planning and development of approved academic course or program)
 

3 years after course ceases to be offered; review by Archives
 
Curriculum Proposals - Denied

(Documentation of planning and development of approved academic course or program)
 

3 years after denial registered
 
Degree Program Bulletins   5 years in office; permanent in Archives  
Evaluations of Internal Operations, Self-Studies, Accreditations   10 years in Office; review Final Report by Archives  
Faculty Senate: Agenda & Minutes   1 year  
Faculty Senate: Blue Sheets   3 years after specific course ceases to be offered  
Schedule of Classes/ Timetables  

3 years
 
Syllabi   Last activity + 10 years; Faculty may retain all versions as personal papers  
Textbook Orders   3 years  

DEVELOPMENT/FUND-RAISING RECORDS

NOTE: The official development record is maintained by the University Development Office; all other copies represent transitory/disposable records.

Development/Fund-Raising Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Donors 5 years after funding capability becomes inactive
Friends Groups/Advisory Boards

     

Including: Meeting Minutes, Correspondence, Reports



5 years; review by Archives
Gift Acknowledgments 5 years after last donation
Prospects - Background Data

3 years after last activity

FINANCIAL RECORDS

NOTE: See Financial Records Retention Schedule.

GRANT AND CONTRACT RECORDS

NOTE: Refer to Unit Specific Records Retention Schedules developed for individual offices for record series not listed below.

Grant and Contract Records Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Applications   3 years after submission  
Assistantship/Fellowship Stipend

      Procedural Documentation

      Student Records
 

3 years after termination or expiration

3 years after last activity [Destroy by shredding]
 
Conferences, Seminars, Workshops (Grant-Funded)  

3 years after termination or renewal; review by Archives
 
Dean's Office and Unit/Department Copies - Expired Awards

      Application, Interim Publications, Products and Final Report
 

3 years after termination or renewal; transfer to Archives
 
Federal Grants (Construction)   20 years after project completion; review by Archives  
Federal Grants (Non-Construction)

      Application, Interim Publications, Publications, Products, and Final Report
 

3 years after termination or renewal; review by Archives
 
Final Reports   3 years after the grant ends; transfer to Archives  
Financial Records (Related to Contracts)   See Financial Records Retention Schedule  
Grant Administration Records

      Application, Interim Publications, Products, and Final Report
 

3 years after termination or renewal; transfer to Archives
 
Grant & Contract Applications - Rejected   3 years  
Grant-Related Human Resources

      Records/Dean's Office and Unit/Department Copies
  3 years after termination, resignation or retirement; Transfer original documents to the Office of Human Resources/Records.  
Interim Reports   3 years after submission  
Non-Disclosure Agreements   3 years after the grant ends  
Non-Federal Grants

      Application, Interim Publications, Products and Final Report
 

3 years after termination or renewal; transfer to Archives
 
Reports of Project Status

      Final Report
 

3 years after termination or renewal; transfer to Archives
 
Research Clearance Forms, Duplicates   3 years after submission  
Research Data Forms

      Human Subjects

      Non-Human Subjects
 

3 years after study termination or renewal

3 years after termination or renewal
 
Scientific and Technical Data

      Includes Social and Economic Microdata
 

3 years in Office; review by Archives
 

 

HEALTH RECORDS

Health Records Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Health Services Forms   7 years after last treatment

Section II (K) of Policy AD22

Health Services Forms - Minor Patients   Age of majority (18 years old) + 7 years

Section II (K) of Policy AD22

HOUSING AND FOOD SERVICES

Housing and Food Services Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD

Access Control Records

End of calendar year + 3 years

 

HUMAN RESOURCES

NOTE: Records listed in the schedule below are maintained by the central Penn State Human Resources office at University Park.

Human Resources Records Retention Period - Updated AUGUST 2019

RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Academic Administration Summaries   Distribution to faculty and staff + 5 years, transfer to University Archives  
American with Disabilities Act (ADA) Records   Final Determination or action + 2 years  
Drug Testing Records - Negative or canceled Penn State Human Resources - Occupational Medicine End of calendar year +1 year  
Drug Testing Records - Positive or refused Penn State Human Resources - Occupational Medicine End of calendar year + 5 years  

Employee Benefits File

Including but not limited to Beneficiary Records, Retirement Elections, Healthcare Enrollment Forms, Phased Retirement, Sabbaticals, Military Leave, Power of Attorney.

Penn State Human Resources - Benefits Team

If separated without retiree benefits separation of employment + 6 years

OR

If separated with retiree benefits retain for life of retiree, life or until remarriage of spouse, or until dependent reaches age of 26 + 6 years

 

HR54 Continuation of Group Insurance after Age 60, Age 65, and after Retirement or Death

Employment Eligibility: Background Checks

Limited to Arrest and Conviction Self-Disclosure Form, FBI Fingerprint Check, PA Child Abuse Background Check, PA State Police Criminal Check, Standard Background Check

Penn State Human Resources - Data and Onboarding

Separation of employment + 6 years

ACT  114 PA Federal Criminal History Records Information (CHRI);

Act 33 PA Child Abuse Clearance;

Act 36 PA Criminal Record Check;

Act 168 PA Sexual Misconduct/Abuse Disclosure Release

General Employee Personnel File

Limited to records related to Hiring and Onboarding, Job Changes, Performance Management, Pre-Employment, Requests to Review Personnel File, and Separation (outside of LER).

Penn State Human Resources - HR Records Management

Separation of employment + 6 years

HR60: Access to Employee Personnel File;

63 P.S. Labor § 1322. Inspection of personnel files

I-9 Records

Penn State Human Resources - Data and Onboarding / Equifax System

After an employee has separated calculate the following and retain for whichever time period is longer:

Date of hire + 3 years

OR

Date of separation of employment + 1 year

8 CFR § 274a.2 - Verification of identity and employment authorization

Job Descriptions - Related to Postings

Penn State Human Resources

When superseded or outdated

 
LER - Agreement and General Release (AGR)

Penn State Human Resources - Labor and Employee Relations (LER)

Fulfillment of Terms + 10 years  
LER - Ineligible for Rehire

Penn State Human Resources - Labor and Employee Relations (LER)

Permanent  
LER - Labor Relation Records

Penn State Human Resources - Labor and Employee Relations (LER)

End of all agreements with certified bargaining unit + 7 years, review by Archives

 
LER - Layoff Agreement Packet

Penn State Human Resources - Labor and Employee Relations (LER)

Separation of employment + 6 years

 
LER - Title IX-related Discipline by Unit Leadership

Penn State Human Resources - Labor and Employee Relations (LER)

Separation of employment + 6 years

Title IX of Education Amendments Act of 1972

LER - Workflow Termination Summary

Penn State Human Resources - Labor and Employee Relations (LER)

Separation of employment + 6 years

 

Medical Leaves

Penn State Human Resources - Absence Management

End of Leave + 3 years

HRG11 Family and Medical Leave;

29 CFR § 825.500 - Recordkeeping requirements;

Protected Status Records

 

End of calendar year + 3 years

 

Salary guidance matrices and monthly analysis worksheets

 

End of calendar year + 5 years

 

Unemployment Compensation Records

 

End of calendar year in which contributions relating to the employee have been paid + 4 years

 

Workers' Compensation File

Penn State Human Resources - Absence Management / Broadspire System

Close of Case + 7 years

29 CFR 1904.33 (Labor, Regulations, OSHA, Recording and Reporting, Recordkeeping);

PA Workers' Compensation Act, 77 P.S. § 1--2708

HUMAN RESOURCES RELATED RECORDS (Retained by Unit)

Human Resources Related Records (Retained by Unit) Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
ACADEMIC PROMOTION & TENURE

Provisional Records
  Successful provisional tenure reviews are retained and included in subsequent reviews within each Dean's Office and/or Unit/Department. Unsuccessful provisional tenure reviews are maintained until time of termination within each Dean's Office and/or Unit/Department. Tenure reviews presented to the University Promotion and Tenure Committee are retained in accordance with 4.21 of GURU (Promotion and Tenure Forms). Unsuccessful promotional review actions not presented to the University Promotion and Tenure Committee are retained until any subsequent successful review of same action or time of termination, resignation or retirement, then transferred to the University Archives after three years. Promotional reviews presented to the University Promotion and Tenure Committee are retained in accordance with 4.21 of GURU (Promotion and Tenure Forms.)  
Applications - NOT Hired

Head of Search Committee / Electronic Job Management System (EJMS)

Conclusion of search + 3 years

 
Letters of Recommendation - NOT Hired  

Conclusion of search + 3 years

 
Permanent Labor Certification Process within EJMS

Applications and all supporting documentation
Electronic Job Management System (EJMS) Conclusion of search + 5 years  
Permanent Resident Applications for International Job Applicants, specifically for tenure-track faculty positions   Conclusion of search + 5 years  
Search Committees and Search Related Materials

Head of Search Committee / Electronic Job Management System (EJMS)

Conclusion of search + 3 years  
Time Cards (to support WAGC)   Current Year + 1 year  

Student Rating of Teaching Effectiveness (SRTEs)

Online Summaries 10 years after creation  

Student Rating of Teaching Effectiveness (SRTEs) - Summaries Used for Promotion and Tenure

SRTEs are used for various purposes, including, promotion and tenure. If units utilize SRTEs for such purposes and file the copy in an official record such as a dossier, the retention time for that record series governs retention of that copy of the SRTEs.

  Retain in Promotion and Tenure (P&T) Dossier  

INTELLECTUAL PROPERTY (IP) RECORDS

 

Intellectual Property (IP) Records Retention Schedule  - Updated May 2019
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Copyright Licenses Incoming

     Permissions granted to the University from a third party
  Permanent

17 U.S. Code § 507 - Limitations on Actions

 

INFORMATION SECURITY / GENERAL SECURITY RECORDS

 

Information Security/General Security Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Access and Security Representative (ASR) Authorization Card As long as individual is an ASR; after tenure as ASR, retain for 3 years
Identity Services Credentials Account is disabled + 3 years
Identity Services Transactional Records Time of use + 3 years
Computer System Security Logs Retention Schedule
RECORDS SERIES (Types of Records)   RETENTION PERIOD
 

Readily Accessible*

From the time the record was generated

Overall Retention Period**

From the time the record was generated

System Classification - Low (Level 1) 30 days 90 days
System Classification - Moderate (Level 2) 30 days 90 days
System Classification - High (Level 3) 90 days 365 days
System Classification - Restricted (Level 4) 90 days 365 days

Note: Information classifications are defined in AD95. The definition of Computer System Security Logs, and further guidance on security logging requirements, can be found in the Standard for Security Log Collection, Analysis, and Retention.

*Logs must be quickly (i.e. not stored on a slow medium such as slow tape system) and easily accessed (e.g. in an indexed database) to support a security investigation.

**Computer System Security Logs data may be retained longer: a) by OIS to support an ongoing security investigation/response, b) to meet contractual obligations, or c) for exceptions granted through the process defined in AD35.

 

INTERNAL AUDIT

Internal Audit Records Retention Schedule
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Audit Reports and Memos (Full scope audits & consulting engagements) Internal Audit End of fiscal year in which audit completed; transfer to Archives  
Audit Work Papers   Conclusion of audit + 7 years  
Audit Follow-Up Documentation   Closure of final open audit issue + 7 years  
Fraud and Misconduct Reports and Memos   Close of investigation + 7 years  
Fraud and Misconduct Work Papers - Employee Action Taken/Report Issued   Close of investigation + 7 years  
Fraud and Misconduct Work Papers - No Employee Action/No Report   Close of investigation + 2 years  
Documents supporting consulting/questions from University employees   End of calendar year + 3 years  

 

LEGAL

Legal Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Documents related to third-party subpoenas, search warrants, administrative orders, court orders, and authorization for release of records. NOTE: Each department that produces records in response to such requests will keep its original copies of its responses and the records produced. 10 years after date of response
Litigation Files (where University is a party and/or documents are subject to litigation holds) Consult with the Office of General Counsel for applicable retention period
Settlement Agreements - Final Settlement Agreement Managed as a separate record Fulfillment of Terms + 10 Years

OFFICE/WORKSTATION COMPUTERS

Office/Workstation Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Authority Lists 0 after superseded
Data on Computers and Other Electronic Devices (Former Employees) Within thirty (30) days of an employee's departure from the University, the former employee's unit or department supervisor (or designee), in conjunction with that unit or department's IT services, shall inspect and review all University computers and other electronic devices assigned to the former employee that contain University data, archive or otherwise preserve, as appropriate, the University data, and securely delete all other data from the University computer and/or electronic device. The University computer and/or electronic device should then be sanitized before being transferred to a new University user or sent to Lion Surplus if no longer being used. If the former employee is subject to a litigation hold, however, please contact the Office of General Counsel before proceeding. All data on University computers and/or devices is subject to standard University retention schedule compliance.
Disk Structures

NOTE: Structural information should be retained for materials that will be transferred to the Archives.

Information should include software name and version.
0 after superseded
Equipment 0 after obsolete
Manuals 0 after obsolete
Site Licenses 0 after superseded

PHYSICAL PLANT

NOTE: The official building record is maintained by the Office of Physical Plant (OPP); all other copies are transitory/disposable records which should be destroyed when no longer needed and must not be retained longer than the official copy as stated below.

Physical Plant Records Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Access Coordinator Forms- Electronic, hard copy

Requesting Department's Access Coordinator

3 years  
Blueprints/Drawings/Plans   0 after superseded: transfer to Archives  
Building Key/Key Core

      Requests

      Issues
 

3 years after termination, resignation or retirement

0 after superseded
 
Buildings

NOTE: These records include correspondence, meeting minutes and reports.

      Construction

      Demolition

      Maintenance

      Renovation
 



3 years after job completion; review by Archives

0 after work completed; review by Archives

Current Year + 1 year

Current Year + 1 year
 
Building Safety and Occupancy   0 after superseded  
Energy   0 after superseded  
Equipment & Inventory Report

Service Agreements
  0 after superseded

0 when obsolete
 
Facility Access Authorization Request (FAAR) Requesting Department's Access Coordinator Retained 2 years after the access device is returned, and/or clearances are removed  
Garage Repair and Fuel Service Authorization Form OPP Service Garage Current fiscal year + 7 years  
Grounds and Landscaping   0 after superseded  
Inventories   0 after superseded  
Laboratories   0 after superseded  
Maintenance Standing Order Authorization Form OPP Accounting Office Current fiscal year + 7 years  
Material Billing Authorization OPP Accounting Office Current fiscal year + 7 years  
Project Planning   3 years after job completion; transfer to Archives  
Public Safety & Prevention   0 after superseded  
Security   0 after superseded  
Space Allocations   0 after superseded  
Telecommunications   0 after superseded  
Work Orders   Current Year + 1 year  
Proof of Publication or Posting   6 years after expiration or termination  

POLICE AND PUBLIC SAFETY

Police and Public Safety Records Retention Schedule - Updated February 2019
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Background Checks

     Criminal/Employment -- Requests for Criminal History Records Information
University Police - Records Team Positive - retain in incident file

Negative - current + 1 year
 
Behavioral Threat Assessment Team (BTMT) Database Behavioral Threat Management Team 20 years from date of last activity  
Blueprints/CAD Drawings/Floor Plans

     Electronic, hard copy-- drawing, building folders, discs
  Originals are held by University Archives; these files are use copies only and should be retained only for as long as needed.  
Bicycle Permit Information   End of registration period + 2 years  
Certain For Official Use Only (FOUO)

     Critical building/IT infrastructure data, Assessment Reports
 

3 years after last activity
 

Citation Log

Traffic and Non-Traffic citations assigned to officers in addition to when they were issued to a defendant.

University Police - Records Team End of calendar year + 3 years  
Clery Documents

     ASRs, Daily Crime/Fire Logs, Audit reports for stats, Emergency Notifications, Timely Warnings, and Mail Logs for Timely Warnings & Clery Notifications
University Police - Records Team and Clery & Compliance Team

End of calendar year 7 years

Clery Act of 1990, 20 U.S.C. § 1092(f)

Closed Circuit TV Information

     Electronic, hard copy -- Surveillance video
University Police  - Dispatch Recorder End date of recorded video + minimum of 30 days  
Citation Logs

     Audit log for citation sign-out

University Police - Records Team

End of calendar year + 3 years  
Courier Log   Current Year + 1 year  

Criminal Complaint Log

Criminal Complaints prepared by officers and processed by the court.

University Police - Records Team

End of calendar year + 3 years

 

Criminal Complaints

Copy of court document filed that formally charges a defendant with offenses.

University Police - Records Team

Homicides/Suspicious Deaths - Retain 75 years

All other cases - Retain 20 years after close of investigation

Clery Act of 1990, 20 U.S.C. § 1092(f);

Uniform Crime Reporting Act 18 P.S. § 20.303

Criminal History Audit Log

     Currently an electronic form (1 month), with prior years paper copies. Information captured is Date, Name, Requester, Operator, Reason, Disposition and Case Number. Used to track criminal history queries.
University Police - Records Team 3 Years  

Criminal History Dissemination Records

Information documenting the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems.

University Police - Records Team End of year in which dissemination occurred + 3 years  
Criminal History/Investigatory Case Files

     Official case file records, including but not limited to: arrest and detention records, citations and complaints, crime analysis, evidence records, field notes, hospital and medical records, lab reports, offense reports, probation and parole records, press releases, warrants, subpoenas, and vehicular reports.

University Police - Records Team

Homicides/Suspicious Deaths - Retain 75 years

OR

Summary Cases - Retain 7 years after close of investigation

All other cases - Retain 20 years after close of investigation

 

Daily Activity Reports

Records pertaining to officer activity, including assignment sheets, patrol logs, and work schedules.

  End of calendar year + 3 years  
Deputy Sheriff Academy Training and Evaluation Records Justice and Safety Institute End of calendar year + 4 years  

Dispatcher's Log

Lists time and location of all calls received for police services.

  Date of last entry + 3 years  
Dissemination Log

     Audit Log for CHRIA dissemination
  3 years  
Duty Roster

University Police - Records Team

Current Year + 1 year  
Emergency Management Records

     After Action Report (AAR) / Common Alerting Protocol (CAP) / Incident Action Planning (IAP)
Emergency Management Team 3 years after superseded; permanent in Archives  
Event Request Form

     (When Security is Provided)
University Police End of calendar year + 1 year  
FCC Licensing

     Electronic, hard copy -- Radio licenses (original)
 

Until superseded; transfer to Archives
 
Fire Alarms

     Electronic, hard copy -- Programming information for Fire Alarms/University Wide
 

Current Year + 1 year
 

Firearms and Ammunition Records

Inventories of assignments.

  Until Superseded or obsolete + 2 years  

Incident Reports

Non-Criminal History Case Files that include basic information on the nature of offense or complaint, times, names of those involved, descriptions, vehicle information, and actions taken.

University Police - Records Team

End of calendar year + 7 years

 

Internal Affairs Case Files - Incident Log

Reported employee misconduct or department complaints.

University Police - Director of Operations Date of last entry + 7 years  

Internal Affairs Case Files - Substantiated Charges

Initial report and disposition documentation, in addition to extensive investigators' reports, statements and relevant documents.

University Police - Director of Operations

Separation of employment + 3 years  

Internal Affairs Case Files - Unsubstantiated Charges

Initial report and disposition documentation, in addition to extensive investigators' reports, statements and relevant documents.

University Police - Director of Operations

Close of investigation, or union rules (if applicable) + 3 years  
IT Systems/Network Access

     Active directory -- List of users/groups/permissions
 

End of calendar year + 3 years 
 
K-9 Veterinary and Training Records University Police

End of calendar year + 3 years 

 
Keys

     Electronic, hard copy -- Key Access Forms, Key Control, Key Request Forms
 

Separation of employment + 3 years
 
Monthly Police Officer (PO) Stats   End of calendar year + 3 Years  
Non-Traffic Citations (Summary Case Files)   Close of investigation + 7 years  
Parking Records

     Permits, appeals and fines
  End of calendar year + 3 years  
Police Incident Reports

     Criminal, Non-Criminal, Vehicle Code Accidents
 

7 years or Statute of Limitations dependent on incident type
 
Police Policies and Procedures   Until superseded + 7 years  
Press Log - Clery -- Daily Crime and Fire Log   End of calendar year + 7 years

Clery Act of 1990, 20 U.S.C. § 1092(f);

Uniform Crime Reporting Act 18 P.S. § 20.303

Property Records

(Evidence/Found/Recovered)

University Police - Records Team

7 years after no longer in custody of University Police 

OR

If part of Criminal History Case File - see records series

 
Protected Critical Infrastructure Information

     Electronic, hard copy
 

3 years after last activity
 
Report a Crime Online Submission University Police - Records Team End of calendar year + 3 years  
Security Guard Files University Police 2 years after date of last activity  
Security Lapse Forms

     Hard copy/electronic spreadsheet
 

Current Year + 1 year
 
Security Network Information

     - IP information, equipment files, etc.
 

End of calendar year + 1 year
 
Stadium Ejection Cards/Pre-party Contacts

     Forms filled out by officers to record contact with persons ejected from the stadium or hosting tailgate party prior to game time. (If part of Criminal History Case File, see that records series above).
 



End of calendar year + 7 years

OR

If part of Criminal History Case File - see records series

 
Traffic Citations - Police copies of citations issued/filed (If part of Criminal History Case File, see that records series above).  

Close of investigation + 3 years

OR

If part of Criminal History Case File - see records series

 
Uniform Crime Reporting (UCR) - UCR submissions and audit reports   End of calendar year + 7 years 

Uniform Crime Reporting Act 18 P.S. § 20.303

Vehicle Maintenance Reports   End of calendar year + 3 years  
Vendor Contact Information - Electronic, hard copy   3 years after last activity  
Waiver liability   Current Year + 1 year  
Warning Cards   Current Year + 1 year  
Wiretap Consensual Applications, Orders, and Reports  

Immediately upon completion of the order of the court to destroy.

Wiretapping and Electronic Surveillance Control Act 18 Pa.C.S.A. § 5715

Wiretap Content   minimum of 30 days and maximum of 90 days after date of recording

Wiretapping and Electronic Surveillance Control Act 18 Pa.C.S.A. § 5749

PRIVACY

Privacy Records Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
HIPAA Covered Component Disclosures   End of calendar year, + 7 years

Pa. Code § 16.95(e) (2008)

HIPAA Privacy Policy Training Records   7 years after termination, resignation or retirement  
Notifiable Data Breach Records   6 years after date of creation  

PROPERTY

Property Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Report of Disposition or Permanent Transfer of Tangible Assets (paper) or DISP (electronic) Current fiscal year +1 year

PUBLICATIONS

NOTE: Retention periods refer to University-specific publications. Non-University publications should be disposed within 1 year of receipt and use.

Publications Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD
Annual Reports 0 after superseded; review by Archives
Bibliographies 0 after superseded; review by Archives
Biographies/Vitas 0 after superseded; review by Archives
Calendars 0 after superseded
Catalogs 0 after superseded
Directories 0 after superseded
Handbooks 0 after superseded; review by Archives
Histories 0 after superseded; review by Archives
Journals/Journal Articles 0 after superseded; review by Archives
Literary Publications 0 after superseded; review by Archives
Magazines 0 after superseded; review by Archives
Newsletters 0 after superseded; review by Archives
Newspapers 0 after superseded
Promotional Literature 0 after superseded
Requests for Information/Publication 6 months after request
Speeches/Presentations/Talks 0 after superseded; review by Archives
Yearbooks 0 after superseded

REGISTRAR

Registrar Records Retention Schedule
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Change of Assignments   2 years  
Change of Major Forms   2 years  
Credit by Exam or Portfolio Forms   2 years  
Commencement Programs   0 years after superseded; transfer to Archives  
Deferred Grade Forms   1 year  
Degree Audits: Exceptions and Substitutions   6 years after graduation or termination  
Grade Documentation

     Grade Change Forms and student information system surrogates

     Signed Grade Rosters from student information systems

     Grade Scan Sheets


Registrar's Office

Registrar's Office

Registrar's Office


50 years

50 years

50 years
 
Honor's Options Forms   2 years  
Leave of Absence Forms   3 years after Leave approved  
Name Change Documentation

     Name Change Forms

     Name Change Documentation


Registrar's Office

Registrar's Office


50 years

50 years
 
Petitions for Exception to Student Policies   3 years  
Re-Enrollments   3 years after last enrollment  
Request to Release/Consent to Release Student Records Directory Information Form   72 years after separation from the University  
Request to Withhold Directory Information Form   72 years after separation from the University  
Registration Documentation

     Drop/Add Forms

     Late Drop Forms

     Administrative Course Cancellation Forms

     Registration Correspondence
 

1 year

1 year

1 year

1 year
 
Transcripts (Academic)   Permanent in Archives  
Withdrawal Forms   3 years  
Military Orders/Military Duty   7 years after submission  
Act 48 Record Files   5 years after graduation or last academic activity  

RESEARCH PROTECTIONS

Research Protections - Biosafety

Research Protections - Biosafety Records Retention Schedule - Updated APRIL 2017
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Protocols and Amendments   Closure of protocol + 3 years RP11: Use of Regulated and Biohazardous Materials in Research and Instruction
Reports of Concerns - Not related to a protocol   Evaluation date + 3 years  
Reports of Concerns - Protocol related   Closure of protocol + 3 years  
Inventory of Biohazardous Materials   Closure of protocol + 3 years  

Research Protections - Conflict of Interest

Research Protections - Conflict of Interest Records Retention Schedule - Updated APRIL 2017
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Disclosure Files University Park and Penn State Hershey's Conflict of Interest Office Submission of a disclosure for disclosures not under a management plan; Termination of CIO management of the investigator; Discontinuation of research at the University by the investigator in question; and in cases where Public Health Service-sponsored research is related to the managed COI, not less than Date of submission of the final expenditure report, or for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report + 3 years 42 CFR Part 50.604
Education and Outreach Records University Park and Penn State Hershey's Conflict of Interest Office When superseded or outdated + 3 years

NSF Grant Policy Manual, Chapter V, Section 510, g - NSF regulation re: records retention

21 CFR §54.6(b) – FDA regulation re: records retention

42 CFR §50.604(i) – PHS regulation re: records retention

Research Protections - Diving

Research Protections - Diving Records Retention Schedule
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE

Medical Examination Reports

Medical records shall be available to the attending physician of a diver or former diver when released in writing by the diver.

  End of calendar year in which report created + 5 years  
Diving Safety Manual   When superseded or outdated  
Dive Records - No incident   End of calendar year in which dive occurred + 1 year  
Dive Records - Incident   End of calendar year in which dive occurred + 5 years  
Pressure-related injury assessment records   End of calendar year in which assessment occurred + 5 years  
Equipment inspection and testing records   Current entry or tag, or until equipment is withdrawn from service  

Research Protections - Educational Quality Management

Research Protections - Educational Quality Management Records Retention Schedule
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Post Approval Review (PAR) Notes   When study is closed with IRB + 7 years  
Post Approval Review (PAR) Summary of Findings   Date of review + 10 years  
Investigational New Drug (IND) and Device Exemption (IDE) Training Materials   When superseded or outdated + 2 years  

Federal Drug Administration Debarment Report 

Debarment report sent to Investigative Officers

  Submission + 7 years  

Federal Drug Administration Debarment List

List of firms or persons created by the FDA that are debarred and may no longer work for a firm holding a pending or approved drug product application at the FDA.

  List pulled + 7 years  
Client Survey Reports   When superseded or outdated + 7 years  
Client Survey Data   Completion of analysis + 7 years  
Committee Member Surveys   When superseded or outdated + 7 years  
ACOR Certification & Education Series (ACES) Certification and Education Records   When superseded or outdated + 3 years  
Scholarship and Research Integrity (SARI) Program Plans   When superseded or outdated + 3 years  

Research Protections - Institutional Animal Care and Use Committee (IACUC)

Research Protections -  Institutional Animal Care and Use Committee (IACUC) Records Retention Schedule - Updated APRIL 2017
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE

Protocols and Amendments - Protocol Closure

Includes protocol and other approval documents submitted by the PI

  Protocol closure + 3 years RP04: Care and Use of Vertebrate Animals
Semi-Annual Program Reviews and Facility Inspection Reports   Date the review/inspection provided to the Institutional Official + 3 years  

Laboratory Inspection Reports

Records showing laboratory used for the care and use of animals has been inspected and approved by the IACUC for the care and use of animals.

  Date of inspection + 3 years  
USDA Inspection Reports   Date of inspection + 3 years  
Reports of Concerns - Not related to a protocol   Evaluation date + 3 years RP04: Care and Use of Vertebrate Animals
Reports of Concerns - Protocol related   Closure of protocol + 3 years RP04: Care and Use of Vertebrate Animals

Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC) Program Descriptions & Annual Reports

  Date program description and annual report submitted to AAALAC + 6 years  
IACUC Correspondence (PI, USDA, OLAW) - Not protocol related   End of calendar year + 3 years  
IACUC Correspondence (PI, USDA, OLAW) - Protocol related   Closure of protocol + 3 years  

Research Permits - U.S. Fish and Wildlife

The permitee is to return the permit within 30 calendar days to the issuing office together with a written statement surrendering the permit for cancellation.

  Discontinuation of activities authorized by a permit - Return permit to issuing office  

Research Protections - Radioisotopes

Research Protections - Radioisotopes Records Retention Schedule
RECORDS SERIES (Types of Documents) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE

Protocols and amendments

Includes applications and approval documents submitted by the PI and records of completed training

  Closure of protocol + 10 years  
Reports of Concern - Not protocol related   Evaluation date + 10 years  
Reports of Concern - Protocol related   Closure of protocol + 10 years  

Research Protections - Research Misconduct

Research Protections - Research Misconduct Records Retention Schedule - Updated April 2017
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY/SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Investigation Files Office of Research Protections Close of all proceedings + 7 years

42 CFR Parts 50 and 93.317;

DOD Instruction Number 3210.7;

2 CFR 422

Unwarranted Investigation Files

The Research Integrity Officer shall secure and maintain the records for the retention period after the termination of the inquiry.

Office of Research Protections

Termination of inquiry + 7 years

42 CFR Parts 50 and 93.317;

DOD Instruction Number 3210.7;

2 CFR 422

Unwarranted Inquiry Files

The Research Integrity Officer shall secure and maintain the records for the retention period after the termination of the assessment.

Office of Research Protections

Termination of assessment + 7 years  

RISK MANAGEMENT

Risk Management Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Incident Forms Current fiscal year + 2 years
Permission to Possess/Use Alcoholic Beverages Current fiscal year + 2 years

SPECIAL PROGRAMS AND EVENTS

Special Programs and Events Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Continuing and Distance Education See Curriculum Record Schedule
Cooperative Programs 3 years; review by Archives

EDUCATIONAL EVENTS: Conferences, Institutes, Lectures, Meetings, Seminars and Short Courses

(Including agendas, correspondence, handouts, publications, registration lists, reference materials and reports)

3 years; review by Archives
Interdisciplinary Programs 3 years; review by Archives
OFFICIAL EVENTS: Anniversaries, Awards, Convocations, Dedications, Inaugurations, Memorial Services and Mergers/Federations (Including agendas, correspondence, handouts, invitations, programs, publications, registration lists, reference materials and reports) 3 years; review by Archives
Remedial Programs See Curriculum Records Schedule

SOCIAL EVENTS: Concerts, Dances, Festivals, Homecomings, Open Houses, Receptions and Reunions

(including agendas, correspondence, handouts, programs, publications, registration lists, reference materials and reports)

3 years; review by Archives
Special Project or Program Files 3 years after completion or termination; Final Report review by Archives

STUDENT DISABILITY RESOURCES

Student Disability Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Student Disability Complaint Records End of academic year in which complaint made + 3 years
Student Documentation Records - Accepted Last date of attendance + 5 years
Student Documentation Records - Incomplete End of academic year in which application began + 3 years

STUDENT LIFE

Student Life Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Event Production Documentation 3 years; review by Archives
Multimedia Productions As distributed, transfer to Archives
Program Giveaway and Enhancement Records - See Policy FN10. End of academic year + 3 years

STUDENT RECORDS

NOTE: Student educational records are defined as those records (any format) which contain information directly related to a student and are maintained by the University or by a person acting for the University pursuant to University, college, campus, or departmental policy. (See also Policy AD11.)

Student educational records are subject to the constraints of the Family Educational Rights and Privacy Act (Buckley Amendment). They do not include records of instructional, supervisory, and administrative personnel and ancillary educational personnel which are in the sole possession of the maker and which are not accessible or revealed to any other person except a designated substitute. Other exclusions include:

  • Notes of a professor/staff member concerning a student and intended for the professor's/staff member's own use are not subject to inspection, disclosure, and challenge. 
  • Records of the Police & Public Safety Records Division, except in those instances where they are transmitted within the University for administrative purposes.
  • Records relating to an individual who is employed by an educational agency or institution not as a result of his/her status as a student which:
    1. Are created and maintained in the normal course of business;
    2. Relate exclusively to the individual in that individual's capacity as an employee; and
    3. Are not available for use for any other purpose.

    However, employment records relating to University students, who are employed as a result of their status as students, are considered educational records. 

  • Records on students which are created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting or assisting in that capacity are not subject to the provisions of access, disclosure, and challenge. Such records, however, must be created, maintained, or used only in connection with the provision of treatment to the student and are not available to anyone other than the persons providing such treatment or a substitute. Such records may be personally reviewed by a physician or other appropriate professional of the student's choice. 
  • Application records of students not admitted to the University; however, once a student has enrolled in an academic offering of the University, application information becomes part of the student's educational records.
  • Alumni records.

Student records should always be destroyed by shredding.

 

Student Records Retention Schedule - Updated AUGUST 2019
RECORDS SERIES (Types of Records) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD & DISPOSITION METHOD RETENTION RATIONALE
Academic Advisement Department

3 years after graduation

OR

7 years after last activity for students who have not graduated

 
Academic Dismissal (from University, for conduct standard violation)   3 years after termination  
Advisor's Files   3 years after student's last activity  
Alumni Lists   0 after superseded  
Education Credentials   10 years after last use  
Student Information System Access and Transaction Logs Records Registrar's Office / LionPath or eLion 7 years from date of creation  
Establishment of State Residence Form   3 years after graduation or termination  
Examinations & Answer Sheets   1 year after administered  

Field trip Records

Including checklist, emergency contact form, charge slip, release and code of conduct form

  End of academic year + 1 year  
Financial Aid: Scholarships, Grants, and Awards

      Terms/Requirements

      Applications, Correspondence, Reports
 

0 after superseded

3 years after award distributed
 
Grades

      Appeals

      Books
 

1 year after decision rendered

5 years after course completion
 
Graduate Candidacy & Comprehensive Examinations   7 years after last activity  
Letters of Student Verification World Campus 3 years after submission to student  
Majors/Minors   5 years after last activity  
Mandatory Alcohol/ Marijuana Intervention Program Participation

Judicial Affairs

3 years after program completion  
Registrar's Statistical Reports   0 after obsolete  
Student Conduct Reviews

Judicial Affairs

7 years after last activity  
Student Death Notices

Includes current student, former student (not graduate) and alumni.

Examples: Correspondence with Student's Family. Email notices to Registrar, Alumni Relations, etc. to remove student from current listing, enroll from classes, etc.

Student Affairs - Student Rights & Responsibilities / Maxient

7 years after notification of death

Clery Act of 1990, 20 U.S.C. § 1092(f)

Theses & Dissertations University Library Permanent  
Trade Adjustment Assistance Authorization Program (Financial Aid) Records   End of calendar year in which the final expenditure report charged to a program year's allotment is submitted + 3 years  

YOUTH PROGRAMS (Programs involving youths and minors, including Sports Camps)

Youth Program Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Registration Forms 3 years after date of attendance
Medical Information Forms Until attendee has reached the age of 18 + 2 years
Medical Release Forms Until attendee has reached the age of 18 + 2 years
Computer Access Forms 3 years after date of attendance
Internet Access Forms 3 years after date of attendance
Facilities Access Forms 3 years after date of attendance

GENERAL ADMINISTRATION RECORDS

General Administration Records Retention Schedule
RECORDS SERIES (Types of Records) RETENTION PERIOD & DISPOSITION METHOD
Acknowledgments 1 year
Committee Files:

   Agendas, Minutes, Reports
End of calendar year + 3 years; review by Archives
Continuous Quality/Process Improvement

(Including Flow Charts, Reports, Surveys, Meeting Minutes and Diagrams)
3 years; review by Archives
Directives

   External

   Internal


0 after superseded

0 after superseded; transfer to Archives
Form Templates When superseded or outdated + 1 year
"History" Files

NOTE: All records created prior to 1965 MUST sent to Archives for review and appraisal.
5 years; review by Archives
Invitations/Announcements 1 year
Law School Clinics 3 years after termination or close of legal action
Legal Opinions, Interpretations, Legislative Comments 10 years in office, transfer to Archives
Lost and Found Records

   Inventory tags and lists or items sent to Lion Surplus by repositories

   Lost and Found Finder Claim Form

   Records on items received and disposed of by Lion Surplus


Current fiscal year + 1 year

1 year after item has been released to claimant, then shredded

Current fiscal year + 1 year
Mailing Lists 0 after superseded
Memoranda of Transmittal 6 months
News Releases: Department of Public Information

All Others
3 years; transfer to Archives
Organizational Charts and Function Records 3 years after superseded; review by Archives
Policies & Procedures - Internal 1 year after superseded; review by Archives
Records Retention Schedule 0 after superseded; permanent in Archives
Strategic Plans & Supporting Documents 5 years in office; transfer to Archives
Training Materials - Not found in another record series When superseded or outdated + 3 years
Transitory/Disposable Records When superseded or outdated
Travel: Itineraries

   Expense Forms

   Reservations/Confirmations
Current Year + 1 year

See Financial Document Retention Schedule in GURU

Current Year + 1 year
Procedure Manuals Permanent in Archives
Opinion Survey Results/Reports 3 years after completion or termination; Final Report permanent in Archives
Board of Trustees Minutes and Agendas Permanent in Archives

Date Approved: 

Thursday, August 29, 2019