RetentionGroupCode

RecordSeriesTitle

RecordSeriesDescription

TotalRetention

Disposition

ACC1010

General Ledgers

A book containing a summary or detail of all transactions affecting the accounts of an institution

6

Archives: Review for continuing historical value and transfer to the archives

LEG4000

Academic Grievance Files

Files documenting grievances of students against faculty members

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU3000

Curriculum: Catalogs

Official course bulletins of the institution

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU3000

Curriculum Development Files

Files documenting approval of new programs and degrees

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU3000

Curriculum: Schedule of Classes (Institutional)

Schedule of classes offered each term by the institution

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU2000

Financial Aid: Non U.S. Department of Education Funding - General Administrative - Annual Interim Fiscal Operations Reports

Reports to federal government on expenditures for federal programs

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU1010

Financial Aid: Non U.S. Department of Education Funding - National Guard Scholarship Rosters

Lists of students receiving scholarships from the Ohio National Guard

Active + 1

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU1010

Financial Aid: Non U.S. Department of Education Funding - Ohio Academic Scholarship Rosters

Lists of Students receiving scholarships for current academic year

Active + 1

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU1010

Financial Aid: Non U.S. Department of Education Funding - Ohio Instructional Grants - Files

Record submitted by student for payment of fees. Eventually sent to OBOR for payment

Active + 1

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU2100

Financial Aid: U.S. Department of Education Funding - General Administrative - Annual Interim Fiscal Operations Reports

Reports to federal government on expenditures for federal programs

Active + 3

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU3000

Graduation: Graduation Lists

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG2000

Research: Grant Files - Awarded

Files containing proposal, budget, accounting information on grants received by faculty members from federal and state agencies and private foundations.

Active + 5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM3000

Research: Research Protocol Committee Files

Includes lists protocols to be considered, new reviews, approvals, requests, and revised protocol forms.

Active + 10

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU3000

Statistics: Degree

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

EDU3000

Statistics: Racial/Ethnic

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

FIN7000

Annual Financial Report

Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and student services areas. May include audit report.

4

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

FIN7010

Audit Report: External

Final report of state or independent auditor

4

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM3010

Internal

Final report internal auditor

4

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

FIN5000

Bond Registers

Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

FIN2000

Budget - Institutional

Final, approved, yearly budget for institution, usually in printed form.

Active + 1

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

FIN2000

Budget Planning Documents

Budget requests, including program plans for coming year, usually by cost center.

Active + 1

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

FIN3000

Endowment Fund Reports - Annual

Annual report of funds received and expended by endowment accounts. May be in form of report to donors.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM3010

Accreditation Files

University, college or department files documenting accreditation review by accrediting agencies.

4

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM3000

Organizational Charts

Active + 10

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM9910

Subject Files: President, Vice-President, Provost, Director, Dean, or Chair

Files of correspondence, reports, memoranda, minutes etc., documenting activities of these upper level administrative offices.

3

Archives: Review for continuing historical value and potential transfer to institutional Archives.

ADM9910

University Governance Files

Files of minutes of boards, committees, and other governance groups documenting official actions of governing bodies.

3

Archives: Review for continuing historical value and potential transfer to institutional Archives.

LEG5000

Affirmative Action Plan Files

Procedures and regulations to be followed, work force analysis, goals, timetables, statistics.

6

Archives: Review for continuing historical value and potential transfer to institutional Archives.

LEG5000

Classified Staff Report: Categorical Summary

Listing of civil service employees categorized by race and sex.

6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG2000

Collective Bargaining Agreements

Active + 5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PER3000

Faculty Employment Reports: Activity & Service

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.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PER3000

Faculty Employment Reports: Index System

Cards or other reference list for all active and inactive faculty

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM9900

Ohio Board of Regents Annual FTE Report

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

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM3020

Performance Evaluation: Faculty - Promotion & Tenure Policy

Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty.

10

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PER3000

Personnel Files: 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, STRS forms, promotion and tenure decisions. Includes part-time and adjunct faculty files.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PER3000

Personnel Files: Staff

Employment record maintained for full-time and part-time university or college contract employees. Files may contain applications, copies of driver's licence, Social Security card, birth certificate, payroll, leave of absence requests, 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 + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM9920

Information Systems: Data Documentation & Data Dictionary Records

Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of the data elements, user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications.

Active + 3

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM9920

Information Systems: Operating Procedures

Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.

Active + 3

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM3000

Information Systems: Policies

Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.

Active + 10

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG4000

Litigation Files

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG7000

Patents

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG7000

Trademark Registrations

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM2035

Plant Operations & Maintenance: Blueprints

The As-Built construction drawings.

LOB + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG2030

Plant Operations & Maintenance: Construction Projects - Construction Designs and Specifications

Written requirements and standards for materials, equipment, construction systems and workmanship as applied to the work and certain administrative details applicable therto, including: Analysis of site impact and volumetric formation, circulation patterns and infrastructural servicing to illustrate client and architect's design vision in a definitive way; Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Form, Contract and Attachments, Bond, Bulletins, Shop Drawings, Change Orders, Change Order Procedure and Pricing Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special); Geotechnical and material testing and reports to insure strength of materials, compaction and costruction acceptability.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM2030

Plant Operations & Maintenance: Construction Projects - Design Review Committee

Minutes, agendas, correspondence and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master Plan.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ENV1010

Plant Operations & Maintenance: Construction Projects - Environmental Impact Assessment

Used to determine potential environment concerns existing at site prior to demoltion and construction.

LOB + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

ADM2030

Plant Operations & Maintenance: Construction Projects - Project Request & Program Statement

A request from the University community to initiate a project.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG2000

Plant Operations & Maintenance: Real Estate Records

Copies of deeds, leases, purchase agreements, appraisals, etc. documenting real property purchased or leased by the institution. Original deed maintained by Auditor of State

Active + 5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG2000

Plant Operations & Maintenance: Residence Halls - Change in Meal Plan

Records of changes on board contracts

Active + 5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG5000

Plant Operations & Maintenance: Residence Halls - HUD Reports

Annual reports filed with the federal government concerning operation of residence halls.

6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

MAR1000

Publicity: Advertising

5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PUB3000

Publicity: News Releases

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PUB3000

Publicity: Newsletters

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PUB3000

Publicity: Photographs

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

PUB3000

Publicity: New Releases - Recordings about or by the university.

Indefinite

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

MAR1000

Publicity: Recruitment Materials

Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution.

5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

MAR1000

Publicity: Viewbooks

Document utilized for Recruitment.

5

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG5000

Police Reports: Campus Security Act and Uniform Crime

Reports produced in compliance with federal programs.

6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.

LEG4000

Police Reports: Crime

Reports created by university or college police on campus criminial activity.

Active + 6

Archives: Review for continuing administrative and historical value and potential transfer to institutional Archives.