RetentionGroupCode

RecordSeriesTitle

RecordSeriesDescription

TotalRetention

Disposition

ACC1000

Accounts Payable

Amounts owned on open account for goods or services received

4

Destroy

ACC1000

Accounts Payable Invoices

Bills for goods or services received

4

Destroy

ACC1000

Accounts Payable Ledgers

Listing of detailed accounts

4

Destroy

ACC1000

Accounts Payable Vouchers

A document recording a liability or allowing for the payment of a liability

4

Destroy

ACC1000

Accounts Receivable

Amounts due from others on open accounts as a result of providing goods or services

4

Destroy

ACC1000

Annuity Records

Statement of payroll deduction for employees' annuity plans

4

Destroy

ACC3000

Balance Sheets

A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report.

4

Destroy

ACC3000

Budget Printout-Periodic

Periodic reports of expenditures

4

Destroy

ACC1000

Canceled Registration Files

Record of canceled registrations

4

Destroy

ACC1000

Cash Books

A record of institution's cash transactions showing a running balance

4

Destroy

ACC1000

Cash Disbursement Journals

A special journal used exclusively to record disbursements of cash

4

Destroy

ACC1000

Cash Journal

Journal of cash received

4

Destroy

ACC1000

Cash Register Tapes

4

Destroy

ACC1000

Cash Receipts

Receipts for cash sales or cash received

4

Destroy

ACC3000

Chart of Accounts

A list of the accounts used by an organization with each account usually assigned a number or code

4

Destroy

ACC3000

Cost Accounting

Record analyzing cost for producing certain items or performing certain tasks

4

Destroy

ACC3000

Expenditure Report

Periodic reports of expenditures, usually by department or account

4

Destroy

ACC2000

Fixed Assets Records

Inventory and other information maintained on capitalized assets (structures, site improvements, machinery & equipment, information systems, furniture & fixtures, and vehicles.

Active + 6

Destroy

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

ACC1000

Invoices

Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment.

4

Destroy

ACC3000

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

Destroy

ACC3000

Journals

The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions.

4

Destroy

ACC1000

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

Destroy

FIN1000

Payroll: Checks

Checks paid employees for services they perform

4

Destroy

ACC1000

Petty Cash Records

4

Destroy

ACC1000

Receipts

4

Destroy

ACC1000

Registers

4

Destroy

ACC1000

Requisitions

Forms used to order goods and services

4

Destroy

ACC1000

Royalty Payments

4

Destroy

ACC1000

Sales Receipts

4

Destroy

ACC1000

Student Accounting Records

Files on individual students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc.

4

Destroy

ACC1000

Student Accounting Records: Canceled Registration Files

Record of canceled registrations, including amount owed, reason, etc.

4

Destroy

ACC1000

Student Accounting Records: Dorm Contracts

Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations.

4

Destroy

ACC1000

Student Accounting Records: Dorm Contracts - Release Files

Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board.

4

Destroy

ACC1000

Student Accounting Records: Financial Aid - Accounting Billing Letters

Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money.

4

Destroy

ACC1000

Student Accounting Records: Financial Aid - Cancelled Check Records

Cancelled checks, check stubs, and check journals showing payments for financial aid made to students.

4

Destroy

ACC1000

Student Accounting Records: Financial Aid - Disbursement Records

Statement by individual of award amounts disbursed. Contains name, type, and amounts of award.

4

Destroy

ACC1000

Student Accounting Records: Financial Aid - Insurance Records

Record of students enrolled in university or college health program

4

Destroy

ACC1000

Student Accounting Records: Financial Aid - Tuition Remission Applications

Record of tuition waivers for employees and dependents

4

Destroy

ACC1000

Subsidiary Ledgers

A book of accounts of an institution

4

Destroy

ACC1000

Telephone Expense Records

Periodic reports of long distance and local phone charges

4

Destroy

ACC1000

Travel Expenses

Record of expenses incurred on official travel. Used to receive reimbursement.

4

Destroy

ACC1000

Unemployment Insurance Payments

4

Destroy

ACC1000

Vending Commission Income Records

Record of money received as commission on vending contracts

4

Destroy

ACC1000

Voucher Register

A journal in which accounts payable and their payments are recorded

4

Destroy

ACC1000

Vouchers

A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction

4

Destroy

ACC1000

Workers Compensation Payments

4

Destroy

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.

LEG5000

Admissions: Applicant Flow Data File

Statistical information, percentages dealing with race, religion, sex, etc.

6

Destroy

EDU1010

Admissions: Advanced Placement Records for Applicants Who Do Matriculate

Forms and records supporting consideration for advanced placement in course(s) where no credit is granted

Active + 1

Destroy

EDU1010

Admissions: Applications for Admission or Readmission for Applicants Who Do Matriculate

Forms requesting admission or readmission to the institution

Active + 1

Destroy

EDU1010

Admission Correspondence for Applicants Who Do Matriculate

Correspondence relating to requests for admission or readmission to the institution

Active + 1

Destroy

EDU1010

Admission: Entrance Examination & Placement Test Reports for Students who do Matriculate

Standardized test scores related to admission to the institution and placement test scores

Active + 1

Destroy

EDU1010

Admissions: Letters of Recommendation for Students who Matriculate

Letters of reference supporting application to the institution

Active + 1

Destroy

EDU1010

Admission: Medical Records of students who do Matriculate

Medical records related to application to the institution

Active + 1

Destroy

EDU1020

Admissions: Personalized Recruitment Materials for Students who do Matriculate

Student-specific letters related to encouraging potential student to attend the institution

Active + 3

Destroy

EDU1010

Admissions: High School Transcripts of Students who do Matriculate

Active + 1

Destroy: Return to applicant if originals

EDU1010

Admissions: Transcripts from other institutions of Higher Learning for Applicants who do Matriculate

Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training.

Active + 1

Destroy: Return to applicant if originals

EDU1010

Admissions: Transfer Credit Evalutations for Applicants who do Matriculate

Active + 1

Destroy

EDU1010

Admissions: Acceptance Letters for Students who do not Matriculate

Student-specific correspondence relating to admission and enrollment at the institution

Active + 1

Destroy

EDU1100

Admissions: Acceptance Letters for Students who do not Matriculate

Letters notifying students of acceptance or non-acceptance to the institution

1

Destroy

EDU1030

Admissions: Access to see letters of recommendation waiver for students who do not Matriculate.

Students waivers for rights of access to see letters of Recommendation for Admission.

Active + 3

Destroy

EDU1100

Admissions: Advanced Placement Records for Applicants who do not Matriculate

Forms and records supporting consideration for advanced placement in course(s) where no credit is granted

1

Destroy

EDU1100

Admissions: Applications for Admission or Readmission for Applicants who do not Matriculate

Forms requesting admission or readmission to the institution

1

Destroy

EDU1100

Admission Correspondence For Applicants who do not Matriculate

Correspondence related to requests on admission or readmission to the institution

1

Destroy

EDU1100

Admissions: Entrance Examination & Placement Test Reports for Applicants who do not Matriculate.

Standardized test scores related to admission to the institution and placement test scores

1

Destroy

LEG5040

Admissions: Foreign Student Forms For Applicants who do not Matriculate

I-20 and other Forms

Active + 3

Destroy

EDU1100

Admissions: Letters of Recommendation for Students who do not Matriculate

Letters of reference supporting application to the institution

1

Destroy

EDU1100

Admissions: Medical Records For Applicants who do not Matriculate

Medical records related to application to the institution

1

Destroy

EDU1020

Admissions: Personalized Recruitment Materials For Students who do Matriculate

Student-specific letters related to encouraging potential student to attend the institution. Note: VA Regulations require that all recruitment materials be retained 3 years.

Active + 3

Destroy

LEG5000

Admissions: Residency Status Documemts For Applicants who do not Matriculate

Documents supporting determination of legal domicile (residency)

6

Destroy

EDU1100

Admissions: Transcripts (High School) For Applicants who do not Matriculate

1

Destroy: Return to applicant if originals

EDU1100

Admissions: Transcripts from other institutions of Higher Learning For Applicants who do Matriculate

Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training.

1

Destroy: Return to applicant if originals

EDU1015

Classes: Audit Authorizations

Approval forms to audit a class

Active + 3

Destroy

EDU1010

Classes: Change of Course Schedule (Add/Drop)

Active + 1

Destroy

EDU1010

Class Schedules (Students)

Lists of classes student took a given term

Active + 1

Destroy

EDU1000

Classes: Credit by Examination Form

Indefinite

Destroy

EDU1015

Classes: Credit/No Credit Approvals

Active + 3

Review for continuing administrative value

EDU1015

Classes: Official Class Roster

Lists of students enrolled for individual classes

Active + 3

Destroy

EDU1010

Classes: Pass/Fail Request

Active + 1

Destroy

EDU1015

Classes: Registration/Enrollment Forms

Active + 3

Destroy

EDU1015

Classes: Withdrawal Authorizations

Active + 3

Destroy

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.

EDU1100

Financial Aid: General - Non-Recipient Files

Copy of FAF for students who did not receive aid or enter the university or college

1

Destroy

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.

EDU2000

Financial Aid: Non U.S. Department of Education Funding - Ohio Bureau of Vocational Rehabilitation Grants Files

Record of awards by state agency for handicapped students

Active + 6

Destroy

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.

EDU2000

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

Lists of Students receiving grants for current academic year

Active + 6

Destroy

EDU2000

Financial Aid: Non U.S. Department of Education Funding - Student Files

Files on recipients, including: FAF's and FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, National Merit Scholarships, graduate assistantships, sponsored student accounts

Active + 6

Destroy

EDU2000

Financial Aid: Non U.S. Department of Education Funding - Work-Study Student Files

Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program.

Active + 6

Destroy

EDU2100

Financial Aid: U.S. Department of Education Funding - Federal Loan Check Registers

Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans

Active + 3

Destroy

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.

EDU2100

Financial Aid: U.S. Department of Education Funding - Student Files

Files on recipients, including: FAF's and FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files,

Active + 3

Destroy

EDU2100

Financial Aid: U.S. Department of Education Funding - Work-Study Student Files

Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program.

Active + 3

Destroy

EDU1000

Grades: Change of Grade Forms (Update Documents)

Indefinite

EDU1000

Grade Reports: Faculty Grade Report (Grade or Narrative)

Copy of grade reports as submitted to register by faculty

Indefinite

EDU1010

Grade Reports (Registrar's Copies)

Copy of grade report as sent to student. Grade or Narrative.

Active + 1

Destroy

EDU3000

Grades: Grade Statistics

Indefinite

EDU1010

Graduation: Applications for Graduation

Active + 1

Destroy

EDU3000

Graduation: Commencement Programs

Indefinite

EDU1010

Graduation: Graduation Authorizations

Documents certifying completion of degree requirements

Active + 1

Destroy

EDU3000

Graduation: Graduation Lists

Indefinite

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

LEG2000

Head Start

Documents of Head Start meetings and grantee level matters

Active + 5

Destroy

EDU3000

IPEDS Reports (Integrated Postsecondary Education

Integrated Post-secondary Education Data System

Indefinite

EDU3000

OBOR Reports (Ohio Board of Regents)

Indefinite

EDU1010

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

Destroy

EDU1030

Requests: (Disclosures of Personally Identifiable information)

Active + 3

Destroy

ADM9900

Requests: Health Insurance Waivers

Signed waiver indicating student's acceptance or wiaver of university student health insurance.

1

Destroy

EDU1030

Requests: Student Requests for Nondisclosures of Directory Information

Active + 3

Destroy

EDU1030

Requests: Student's Written Consent for Records Disclosure

Active + 3

Destroy

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.

ADM9900

Research: Grant Files - Not Awarded

Applications and proposals by faculty for grants that were not funded.

1

Destroy

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.

LEG5020

Research: Research Protocol Files

Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file.

Active + 3

Destroy

EDU3000

Statistics: Degree

Indefinite

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

EDU3000

Statistics: Enrollment

Student-specific correspondence relating to admission and enrollment at the institution

Indefinite

EDU3000

Statistics: Racial/Ethnic

Indefinite

LEG4000

Student Disciplinary Files

Files maintained by student affairs on students who have been accused of disciplinary violations

Active + 6

Destroy

EDU1010

Student Disciplinary Files: Academic Action Notifications

Communications notifying students of dismissal, academic probation, etc.

Active + 1

Destroy

EDU1030

Student Disciplinary Files: Requests for Formal Hearings

Active + 3

Destroy

EDU1030

Student Disciplinary Files: Student Statements Regarding Hearing Panel Decisions

Student statements on content of records regarding hearing panel decisions

Active + 3

Destroy

EDU1030

Student Disciplinary Files: Written Decisions of Hearing Panels

Active + 3

Destroy

EDU1000

Student Records: Academic Records

Record of academic work pursued, including: grades, course evalutations, competency assessments, etc.

Indefinite

EDU1010

Student Records: College of Departmental Office 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 student, and students who are no longer actively enrolled.

Active + 1

Destroy

EDU1015

Student Records: Continuing Education

Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs.

Active + 3

Destroy

EDU1010

Student Records: Correspondence

Student-specific correspondence (other than admissions).

Active + 1

Destroy

EDU1010

Student Records: Program Requirement Modification

Change of major forms; degree requirement waiver or substitution authorization

Active + 1

Destroy

EDU1030

Student Records: Transcript Requests (other than student requested)

Transcript Requests (other than student requested)

Active + 3

Destroy

EDU1020

Student Records: Veterns Administration Records and Correspondence

Active + 3

Destroy

EDU3000

Tuition and Fee Schedule

Listing of fee charges for each term by an institution

Indefinite

ENV1000

Environmental Monitoring Records

5

Destroy

ENV2010

Radioactive Materials Transportation Records

DOT transfer record; Authorization for shipment of RAM; and Off-site transfers

Indefinite

LEG5020

Radioactive Materials: Waste Records

RAM use cards, specific use, and disposal information.

Active + 3

Review: for continuing administrative value.

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.

FIN1000

Bank Deposits

Record of deposits in banking institutions

4

Destroy

FIN1000

Bank Reconciliations

Explanation of difference between bank statement balance and actual balance

4

Destroy

FIN1000

Bank Statements

Periodic statement of bank balances

4

Destroy

FIN8010

Bids Accepted

For purchases

Active + 5

Destroy

FIN8000

Bids Rejected

For purchases

3

Destroy

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.

FIN1000

Canceled Checks

4

Destroy

FIN1000

Check Register

Book or original entry for all cash disbursements paid by check.

4

Destroy

FIN8020

Delivery Slips

Documents sent with purchased goods indicating item(s) shipped

3

Destroy

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.

FIN3000

Endowment Fund Reports - Periodic

Periodic report of funds collected or expended by endowment accounts

Active + 6

Destroy

FIN8010

Purchase Orders

Purchasing Office's copy of order to a supplier authorizing purchase of goods

Active + 5

Review for continuing administrative value.

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.

ADM3010

Bookstore Management Documentation

Including buy-back records, cash drawer sign-out sheets, cashier balancing forms, charge forms, mark-up/mark-down sheets, merchandise return records, and special orders.

4

Destroy

ADM9905

Input Documents

Copies of records or forms designed and used solely for data input and control

SUP

Destroy

ADM3000

Organizational Charts

Active + 10

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

LEG4000

Pre-School Attendance Records

Pre-School Attendance and Emergency Sheets

Active + 6

Review for continuing administrative value

LEG3010

Pre-School Programs Children's Files

Includes screening evaluation forms, contracts, parental and developmental information, reports from outside agencies, examples of student work, health records from physicians, and information from Social Services coordinator.

Indefinite

ADM3020

Records Destruction Documentation

10

Destroy

ADM9900

Subject Files: General Administrative

Files of correspondence, reports, memoranda, etc., documenting activities of general administrative officies [Note: excludes President, Vice President, Director, Dean, or Chair and other upper level administrative offices].

1

Destroy

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.

ADM2020

Surplus Property Documentation

Active + 6

Destroy

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.

LEG4000

Affirmative Action: Complaint Files

Record of staff or student grievances based on equal opportunity and affirmative action regulations

Active + 6

Destroy

LEG5000

Affirmative Action: 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

Destroy

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

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

Destroy

ADM9900

Classified Staff Report

Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range/step, suspensions, terminations, etc.

1

Destroy

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.

PER9900

Classified Staff Report: Surveys, Wage and Fringe Benefit

Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs

3

Destroy

PER3010

Classified Staff Report: Suspension Files

Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation.

5

Destroy

ACC1000

Classified Staff Report: Union Dues Membership List

Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department

4

Destroy

LEG2000

Collective Bargaining Agreements

Active + 5

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

ADM9900

Department Assistance File: Classified Staff

Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions

1

Destroy

LEG5000

Employment: 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 transpripts, letters of reference, resume and other pertinent documentation. Files arranged alphabetically.

6

Destroy

PER2000

Employment: Classified Staff - Applicant Card Files

Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions.

3

Destroy

PER2000

Employment: Classified Staff - Application Files

Includes application form, resume, test results, referral and interview data

3

Destroy

PER2000

Employment: Classified Staff - Cancelled Position File

Application forms, correspondence sent and received concerning positions that have been canceled.

3

Destroy

PER5010

Employment: Classified Staff - Certification Files

Record of employees who have attained certification in their classification

Active + 3

Destroy

PER2000

Employment: Classified Staff - Personnel Requisitions

Departamental request placed whenever a position within the departmental becomes vacant.

3

Destroy

PER2000

Employment: Classified Staff - Selection Criteria Form

Form providing an explanation as to why a person was or was not hired for a university or college position

3

Destroy

PER2000

Employment: Faculty - Application Files - Non-hires

Contains application, correspondence, resumes, etc. from applicants for positions.

3

Destroy

PER2000

Employment: Faculty - Delination Files

Contracts, recommendations, letters of people who have declined positions.

3

Destroy

PER2000

Employment: Faculty - Search Committee

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

Destroy

PER2000

Employment: Residence Hall Advisers - Not Selected

Files on candidates not selected as residence hall advisors

3

Destroy

PER3000

Employment: Residence Hall Advisers - Selected

Files on candidates selected for employment as residence hall advisors

Active + 6

Destroy

PER2000

Employment: Staff - Applicant Files

Resumes on file

3

Destroy

PER2000

Employment: Staff - Research/Search

Staff search files. May contain position authorization forms, job descriptions, minutes, applicats' credentials, search chronologies, authorization to hire forms, correspondence.

3

Destroy

REF0000

Employment: Student - Summer Contracts

Flyers for on and off campus employment opportunties

Active

Destroy

LEG5000

Employment Forms: 1099

Federal form used to report salaries, wages, and tips of temporary employees

6

Destroy

LEG5040

Employment Forms: I-9 (Student)

Federal form used to report salaries, wages, and tips of temporary employees

Active + 3

Destroy

PER1030

Employment Forms: Payroll Deduction Authorizations

All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc.

Active + 6

Destroy

LEG5000

Employment Forms: W-2

Federal form reporting salaries, wages, and tips for each employee to the IRS.

6

Destroy

PER1030

Employment Forms: W-4

Forms completed by employee showing federal tax withholding exemptions

Active + 6

Destroy

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.

LEG5030

Garnishment Documentation: 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

Destroy

LEG5030

Garnishment Documentation: Faculty

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

Destroy

LEG5030

Garnishment Documentation: 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

Destroy

PER4030

Hazardous Materials: Exposure Documentation

Indefinite

PER4030

Hazardous Materials: Exposure Documentation - Radioactive Materials

Files monthly reports of persons exposure to Radioactive Materials

Indefinite

PER4030

Hazardous Materials: Exposure Documentation - Radioactive Materials - Incident Report

Report of Radioactive Materials Incident

Indefinite

PER4030

Hazardous Materials: Radiation Safety Workers

Includes training records, exposure records, applications and authorizations, documents of Authorized Users Lab; Specific RW Training/Interview; Emergency Notification, and Declaration of Pregnancy forms.

Indefinite

PER4030

Hazardous Materials: Radioactive Materials Authorized Users

Includes applications for non-human use of RM; Statement of prior Training and Experience; Authorization for Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigatioal Human Use of RAM.

Indefinite

PER3010

Layoff Documentation: Classified Staff

File contains printouts, rosters, and correspondence documenting university of college layoffs. Pertinent employee data, data of hire, classification, department, and retention points (performance) are included.

5

Destroy

PER3010

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 accured.

5

Destroy

PER3000

Leave Record: Faculty

Vacation and sick leave earned and used

Active + 6

Destroy

PER3010

Leave Record: Staff

Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accured.

5

Destroy

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.

PER3010

Performance Evaluation: Classified Staff-

File contains annual printouts and logbooks, 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

Destroy

PER3010

Performance Evaluation: Classified Staff - Reclassification Files

Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation.

5

Destroy

PER3010

Performance Evaluation: Faculty - Promotion & Tenure Files

Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file.

Active

Return to Faculty (per Article 12.13 of the Faculty OEA agreement)

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.

PER3010

Performance Evaluation: Faculty - Teaching Evaluations

Student evaluations of teacher's performance. Used for Reappointment, Promotion, and Tenure. (1 year if summaries are made based upon Records Retention Rule MIS1010 - Miscellaneous Reports/Copies: Records replaced periodically by newer, updated ones.; Retention=Superseded).

5

Destroy

PER3010

Performance Evaluation: Staff

File contains annual printouts and logbooks, 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

Destroy

PER3010

Performance Evaluation: Staff - Reclassification Files

Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation.

5

Destroy

PER3000

Personnel Files: Classified 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 and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions, step increases, longevity, PERS forms, employee's inspection of personnel file form, personnel card, etc.

Active + 6

Destroy

PER3000

Personnel Files: Classified Staff - Card File

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 + 6

Destroy

PER3010

Personnel Files: Classified Staff - Summer Employment

Record of employees with alternate summer job responsibilities usually in dining halls, union, health center, residence halls and custodial.

5

Destroy

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.

PER3000

Personnel Files: Student Employee

Active and inactive files. Student authorization forms, State and federal withholdings, PERS, step increases, termination notices, relassification forms, exemptions.

Active + 6

Review for continuing administrative value

ADM9900

Personnel Files: Student Employee - Summary Report

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

Destroy

REF0000

Position Descriptions: Classified Staff

Master file of classified job descriptions. Retained for pay-range classification purpose.

Active

Destroy

REF0000

Position Descriptions: Faculty

Description of current positions

Active

Destroy

PER2000

Position Descriptions: General

3

Destroy

REF0000

Position Descriptions: Student Job Cards

Job descriptions for campus and off-campus positions which have been filled or are not longer offered.

Active

Destroy

PER2000

Position Vacancy Announcement: Classified Staff

Job descriptions for each university or college position posted.

3

Destroy

PER1040

Public Employees Retirement System (PERS) File: Classified Staff

Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included.

Active + 6

Destroy

PER1040

Public Employees Retirement System (PERS) File: Staff

Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included.

Active + 6

Destroy

PER1040

Public Employees Retirement System (PERS) Log: Classified Staff

Record of university or college classified employees and their date of retirement and address

Active + 6

Destroy

PER1040

Public Employees Retirement System (PERS) Log: Staff

Record of university or college classified employees and their date of retirement and address

Active + 6

Destroy

MIS1010

State Classification File: Classified Staff

Lists of classification by pay range as directed by the State Department of Administrative Services

SUP

Destroy

ACC1000

Super Bill Files

Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims.

4

Destroy

PER6000

Time Cards

Record of time worked by employees

5

Destroy

PER6000

Time Cards: Student Employees

Record fo hours worked by students employees.

5

Destroy

REF0000

Training Documentation: Classified Staff - Civil Service Examinations File

Old examiniations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing.

Active

Destroy

PER5000

Training Documentation: Classified Staff - On-the-Job Training Records

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

Destroy

ADM9900

Training Documentation: Training Courses

Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit.

Active + 1

Destroy

MIS1010

Unemployment Compensation: Log

Record of unemployment compensation cases

SUP

Destroy

LEG4000

Unemployment Compensation Documentation

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

Destroy

PER4010

University Medical Records

Files of medical charts for students, university employees and their spouses. Includes medical histories, medical exams, progress sheets, x-rays, lab work, and related correspondence

6

Review for continuing administration value

ADM9925

Information Systems: Audit Trail Files

Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle.

3 CYCLES

Destroy

ADM9925

Information Systems: Backup Files

Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction.

3 CYCLES

Destroy

MIS1010

Information System: Computer Run Scheduling Records

Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run

SUP

Destroy

ACC1000

Information Systems: Computer Usage - Chargeback Billing Records

Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills.

4

Destroy

ADM9925

Information Systems: Computer Usage - Files

Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage.

3 CYCLES

Destroy

MIS1010

Information Systems: Computer Usage - Files - Summary

Summary reports created to document computer usage.

SUP

Destroy

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: Disaster Prepardness and Recovery Plans

Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster.

Active + 3

Destroy

ADM9920

Information Systems: Hardware & Software Conversion Plans

Records relating to the replacement of equipment or computer operating systems.

Active + 3

Destroy

ADM9920

Information Systems: Hardware Documentation

Records documenting the use, operation, and maintenance of the university's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.

Active + 3

Destroy

MIS1000

Information Systems: Help Desk Logs and Reports

Records used to document requests for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes.

1

Destroy

ADM9920

Information Systems: Information Resources Management and Data Processing Services Plans

University IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development services provision, or related areas.

Active + 3

Destroy

ADM2020

Information Systems: Maintenance Contract Files

Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda.

Active + 6

Destroy

ADM9920

Information Systems: Network Usage Reports

Summary reports and other records created to document computer usage for reporting or other purposes.

Active + 3

Destroy

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.

ACC2000

Information Systems: Procurement Records - Hardware & Software

Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including reference and literature on the firm or product line.

Active + 6

Destroy

ACC1000

Information Systems: Procurement Records - Services

Records created to initiayte the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents.

4

Destroy

ADM9920

Information Systems: Software Documentation

Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs.

Active + 3

Destroy

MIS1010

Information Systems: Tape Library Control Records

Records used to control disposition of magnetic media in a tape library

SUP

Destroy

ADM9920

Information Systems: Test Database and Files

Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.

Active + 3

Destroy

ADM9920

Information Systems: Users Access Records

Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files.

Active + 3

Destroy

LEG2000

Contracts: General

Active + 5

Destroy

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.

LEG9900

Public Records Request Files

3

Destroy

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.

LEG2000

Plant Operations & Mainstenance: Child Care Licensing Files

Records related to obtaining Food licence, licence to run a nursery/day care, and building operations license.

Active + 5

Destroy

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.

LEG5020

Plant Operations & Maintenance: Elevator Certifications

Active + 3

Destroy

LEG5030

Plant Operations & Maintenance: Laboratory Inspection Reports

Periodic inspections of laboratories.

Active + 3

Destroy

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.

ADM9900

Bicycle Registration Forms

Records decal number and issued to bicycle registered.

1

Review for continuing administrative value.

ADM9900

Dispatch Logs

Records of request for service received by the dispatcher, including phone and radio transmissions and audio logs.

Active + 1

Destroy

LEG4000

Police Reports

Reports of incidents or requests for service to include the officer's actions, referrals, and subsequent investigations.

Active + 6

Destroy

LEG4000

Police Reports: Accidents

Reports created by university or college police for traffic accidents that occur on campus.

Active + 6

Destroy

LEG4000

Police Reports: Arrests

Report of arrest, criminial citation, or uniform traffic citation issued to offender.

Active + 6

Destroy

LEG5000

Police Reports: Campus Security Act and Uniform Crime

Reports produced in compliance with federal programs.

Active + 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.

ADN9900

Police Reports: Daily Activity

Active + 1

Destroy

LEG4000

Transportation Logs: Injury/Ill Person

Reports created by university or college police on ill or injured persons transported to local hospitals from campus.

Active + 6

Destroy

ADM9900

Transportation Logs: Student

Record of rides given by student transport service or campus police officers.

Active + 1

Destroy

ADM2020

Motor Vehicle Records

Includes title, insurance, and maintenance documentation.

Active + 6

Destroy

ADM9900

Parking: Permit Applications

Application for parking permit/decal-non-fee

1

Destroy

ACC1000

Parking: Tickets - Paid

4

Destroy

FIN6000

Parking: Tickets - UnPaid

4

Destroy

ADN9900

Transient Materials

All informal, temporary and/or duplicate messages, notes and documents

Active

Destroy

LEG4000

Police Evidence

Active

Review for continuing administrative and/or legal value.

LEG4000

Police: Recovered Property File

Chronological file of detailed listings of evidence and recovered property.

Active

Review for continuing administrative and/or legal value.