Records

Retention Schedules

Records Management is responsible for identifying and scheduling all recurring University records to ensure they are retained for their legal minimum retention period.

The General Schedules listed below are indexes of record series found in most, if not all departments throughout the University. In addition, Records Management has approved retention schedules for most University departments.

Materials that may be Disposed of Without a Specific Retention Period

The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention. They may be disposed of as soon as they have served their reference purpose.

Duplicates
Extra copies of correspondence, completed forms, bulletins, statistics, reports, hardcopy printouts from a database (including electronic purchase orders and reports), electronic files extracted from a master file or database, mailing lists, etc., used only for reference or informational distribution.

Document Errors
Incorrect versions of documents, forms or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.

Miscellaneous Notices or Memoranda
Memos and postings that to not relate to the functional responsibility of the department (i.e. announcements of meetings, reservations, confirmations, itineraries, acknowledgments, form-letter thank you notes, etc.).

Preliminary Drafts

Published Reference Materials
Printed materials received from other Denison offices, vendors or other non-Denison institutions, which require no action and are not needed for documentary purposes. May include technical reports/studies, magazines, catalogs, periodicals, flyers, announcements, newsletters and other widely distributed printed materials received by a Denison office.
Requests for Information
Routine memos or forms used to request, or respond to requests for, information, forms, mailing lists, database printouts, publications, requests for computer printouts, etc. Retain until after the information has been sent or received.
Routing Slips
Memos used to direct the distribution of documents.
Stocks of Publications
Supplies (multiple copies) of departmentally-produced printed documents which are superseded, obsolete or otherwise valueless. May include program brochures, booklets, flyers, forms, catalogs, directories, manuals, posters and other informational materials produced by a department for wide distribution. Note: One copy of all Denison publications should be sent to Archives.
Transmittal Memos
Letters and fax cover sheets which accompany a document, report, form, etc.,
that do not add any substantive information to the transmitted material.

Last updated January 2008

Admissions

Applications

Finance and Management

Administrative Services

Financial Statements
Description: Reference copies of financial reports from the campus Banner system. The reports reflect the activities of the various divisions of Administrative services.
Retention: Copies of purchase orders and requisitions are destroyed (in office) after a period of 5 – 7 years or when reference value ends.

Policy Files
Description: These files for the various divisions of Administrative Services contain mission statements, policy statements, personnel charts, job descriptions, and memoranda about special problems or issues. These files contain both original and revised statements.
Retention: Destroy in office when reference value ends.

Contracts
Description: Copies of signed contracts for performances, speaker, artwork, software, construction and maintenance agreements.
Retention: Destroy in office when reference value ends.

Last updated June 2008

Bookstore

Administrative Files
Description: Records containing the administration and activities of the bookstore. Files may include correspondence, financial reports, professional association materials, personnel reports, memorandums, budgets and other records.
Retention: Destroy in office after 3 years.

Cash Register Receipts
Description: Electronic journals relating to purchases and refunds made by customers. Also included are written copies of departmental purchases.
Retention: Securely delete electronic journals from server and destroy in office after 18 months.

Daily Sales Records
Description: Summary reports of daily sales activities as reported to the Controller’s Office as a cover sheet.
Retention: Destroy in office after 3 years or 1 year after released from all audits, whichever is later.

Invoices and Purchase Orders
Description: Copies of invoices and corresponding purchase orders for resale items, supplies and equipment.
Retention: Destroy in office after 3 years or 1 year after released from all audits, whichever is later.

Last updated June 2008

Dining Services

Currently Denison has a contractual agreement with the Sodexho Corporation to manage food service staff and purchase and prepare food.

Description: Financial records and management contracts.
Retention: Financial records maintained for three years, then destroyed in office. Management contracts re maintained until expired or voided, then destroyed in office after one year.

Last updated June 2008

Facility and Events Scheduling

Letters of Agreement
Description: These files contain information relating to the parties (groups) that are to be using the facilities of the college, including names, dates, locations, and fees.
Retention: Destroy in office after three years.

Certificates of Insurance
Description: These certificates are legal documents regarding what events are insured and the amount of liability coverage is required.
Retention: Destroy in office after three years.

Invoices and Payments Records
Description: Copies of invoices from the college to our clients and records of receipt of payment for said invoices.
Retention: Destroy in office after three years.

Last updated June 2008

Laundry and Vending Services

Denison currently has two separate contracts, one for laundry and one for vending.

Monthly Sales and Commission Reports
Description: Copies of sales reports from vendors (regarding cash sales) and from CBord server (Denison Dollar sales). Commission reports are maintained in the office of Safety, Security and Risk Management Services as well as the Controller’s Office.
Retention: Destroy in office after three years.

Vendor Contracts
Description: Copies of binding business contracts with food, beverage, and laundry vendors.
Retention: Destroy in office two years after expiration or renewal.

Last updated June 2008

Office and Mail Services

Outside Vendor Invoices
Description: These files contain purchase information for supplies and services pertaining to the acquisitions of goods for resale, consumption or repairs to equipment. The purchase orders related to these invoices can be originated by either a blanket purchase order or a request for outside services.
Retention: Destroy in office after four years.

Cash Register Receipts
Description: These files contain the deposit records from Office and Mail Services (including The Copy Center) and are also kept on file in the Office of the Controller.
Retention: Destroy in office after four years.

Monthly Reporting of Service Credit Charge-backs
Description: The files contain billings being applied to the various Cost of Goods (COG) account number as well as miscellaneous revenue accounts.
Retention: Destroy in office after two years.

Last updated June 2008

Property Management

Administrative Files
Description: These files contain records of appraisals, purchase information, and related documents for properties owned by the college. Deeds are filed in the Office of the Vice President for Finance & Management.
Retention: Destroy in office one year after the expiration date.

Rental Files
Description: These files contain records on rental properties held by the college. Files include (a) ownership history, (b) appraisals & surveys, and (c) tenant lease information.
Retention: Destroy in office one year after the expiration date.

Rights of First Refusal
Description: Correspondence, appraisals, and related information on properties where the college has the right of first refusal.
Retention: Maintain in office. Transfer to files as appropriate.

Deeds
Description: Deeds to college-owned properties. The deeds are arranged by the name of the seller.
Retention: Transfer ownership of Title to new owner upon the sale of each property.

Last updated June 2008

Purchasing

Administrative Files
Description: Records containing invoices corresponding to equipment purchases, serial numbers of major purchases including machinery and furniture.
Retention: Destroy in office after either sold off through surplus or otherwise disposed.

Blanket Purchase Orders
Description: Hard copy records of unencumbered open purchases orders for various vendors, usually valid for only one year, but can be valid for longer periods in certain circumstances.
Retention: Destroy in office one year after the expiration date of P.O.

Maintenance Agreements
Description: Annual or semi-annual agreements for maintenance and technical support for equipment and software purchased by the college from an outside vendor.
Retention: Destroy in office one year after the equipment or software is either sold through surplus or otherwise disposed of.

Last updated June 2008

Transportation

Motor Pool Forms
Description: Forms containing vehicle information such as type and license plate number, VIN, name of driver, driver’s license, date/time and location of use, and signatures of the driver and the administrator.
Retention: Destroy in office after one year after the expiration date.

Requisition for Outside Services
Description: Form used by the college requesting the purchase of products and services from outside sources.
Retention/Disposition: Destroy in office one year after the expiration date.

Lease Agreements
Description: Lease contracts for vehicles from dealerships.
Retention: Destroy in office one year after the expiration of the lease agreement.

Titles
Description: Titles for vehicles owned by the college.
Retention: Transfer ownership of Title to new owner upon the sale of each vehicle.

Last updated June 2008

Controller

Budgets
Description: Annual budget and detailed requests.
Retention: Two years. Destroy after lapsed time.

Chart of Accounts
Description: Chart of Accounts used in Banner.
Retention: Ten years. Destroy after lapsed time.

Endowment Files
Description: Endowment agreements and other interpretive correspondence/ documents.
Retention: Permanently.

Federal A-133 Audit Reports
Description: Management letter issued by outside auditors. Audit work-papers and supporting detail of financial statements.
Retention: Retain permanently.

Grant Files
Description: Federal and Private grant files. Federal expenditure reporting and cash requests. Proposals, award documents, and budgets.
Retention: Two years. Destroy after lapsed time.

Internal Audit Reports
Description: Internal documents auditing accounts and use of funds by organizations within the university. Compliance line reports.
Retention: Three years after the issues are resolved. Destroy after lapsed time.

Ledgers
Description: Year-end general ledgers; subsidiary ledgers; accounts payable and receivable ledgers.
Retention: Permanently. Maintained in Banner since 1998. Long-term report solution to be determined.

Tax Reporting
Description: Tax returns and worksheets.

990 and schedules
990T
1099R - gift annuitants
Back up work papers

Retention: Permanently.

Training Manuals
Description: Training manuals. Policy and procedures documentation.
Retention: Retain permanently.

Trusts, Life Income, Pooled Income
Description:

Statements
Tax returns
Agreements/ Trust documents
Other correspondence

Retention: Permanently.

Last updated January 2008

Accounting

Bank Statements
Description: Bank statements received on paper, CD, and electronic files. Copies of canceled checks and deposit slips received on CD. Credit memos and debit memos received on CD.
Retention: Three years after the end of the fiscal year. Destroy after lapsed time.

Budget Transfers
Description: Back-up documentation for transfers of budgeted funds between organizations within Denison after the budgeting period is closed.
Retention: Five years from the date entered into Banner. Destroy after lapsed time.

CR05’s
Description: Back-up documentation for deposits and payments between Denison and our bank accounts. Includes operating account, credit card account, payroll account, etc.
Retention: Five years from the date entered into Banner. Destroy after lapsed time.

Invoices & Requests for Payment
Description: Invoices from vendors; requests for reimbursement from Denison employees; requests for travel advances or other cash advances to Denison employees; requests for payment to vendors who do not supply invoices but use other back-up documentation to substantiate expenses; and short-order forms.
Retention: Five years from the date entered into Banner. Destroy after lapsed time.

Journal Entries
Description: Back-up documentation for transfers of payments or expenses between accounts within Denison’s chart of accounts.
Retention: Five years from the date entered into Banner. Destroy after lapsed time.

Reconcilements
Description: Bank reconcilements, clearing account reconcilements, CBORD, etc.
Retention: Three years after the end of the fiscal year. Destroy after lapsed time.

Tax Reporting
Description: Copies of 1099 forms submitted to the IRS. Copies of sales tax forms submitted to the state of Ohio.
Retention: Retain four years.

Last updated February 2008

Student Accounts

Charges & Payments
Description: Back-up documentation for every charge or payment to a student account. Also conference services accounts, staff accounts, etc.
Retention: Batched by clerk, by day. Four years after entered into Banner. Destroy after lapsed time.

Denison Loans (Scholar and Schell)
Description: Promissory notes. Student information data sheets. Exit process documentation.
Retention: Follow the same schedule as Perkins for consistency.

Federal Loans (Perkins)
Description: Promissory notes. Student information data sheets. Exit process documentation.
Description: Due diligence records, deferment history, and payment history records are maintained for us by University Accounting Service.
Retention: Five years after re-payment of the loan. Destroy after lapsed time. Unpaid loans are retained permanently.

Miscellaneous Departmental Receipts
Description: Back-up documentation for payments to departments, student organizations, Denison sponsored trips, fees collected for concerts, athletic events, rental properties, etc.
Retention: Batched by date entered into Banner. Retain for four years. Destroy after lapsed time.

Student Bills
Description: Electronic copies of bills sent to students, parents, and others.
Retention: Four years.

Student Files
Description: Medical bills from Whisler Health Center; copies of claim forms and medical bills from other medical providers that have been submitted to the Denison Student Insurance Company; parking and traffic citations, Denison’s vehicle registration forms, and any other documentation collected for a student within the Student Accounts office.
Retention: For students whose bills are paid in full at the time of graduation or withdrawal from Denison - Four years. Destroy after lapsed time.
Retention: For students with outstanding balances – Four years after the balance is paid. Retain indefinitely if the account balance is not paid.

Student Group Insurance
Description: Insurance brochures and other policy information.
Retention: Four years.

Tax Reporting
Description: 1098T forms filed with the IRS.
Retention: Retain permanently.

Last updated February 2008

Facilities Services

Finance and Management

Blueprints and Plans
Description: Final blueprints and plan documents for any building or renovation that gets built.
Retention: Retain for the life of the building.

Board of Trustees Minutes & Resolutions
Description: Official copies of minutes and resolutions agreed upon by the Board of Trustees.
Retention: Retain permanently. These are also scanned and maintained in an electronic database by the President’s Office.

Contracts
Description: Contracts, leases, and property appraisals.
Retention: Seven years after expiration.

Contractor Pay Applications
Description: Bills for capital building projects.
Retention: Retained for five years. Destroy after lapsed time.

Correspondence
Description: Chronological letter files.
Retention: Three years. Destroy after lapsed time.

Deeds
Description: Original deeds for property Denison buys should be kept permanently. A copy of the deed for property Denison sells should be kept.
Retention: Retain permanently.

Endowment Agreements
Description: Endowment agreements; trust statements; pooled income funds; life insurance policies.
Retention: Retain permanently.

Financial Statements
Description: Denison’s year-end financial statements; annual reports.
Retention: Retain permanently.

Investment Managers’ Statements
Description: Statements; capital stock and bond reports; ledgers, transfer registers, issues, interest, coupons, options, etc.
Retention: Being scanned and filed electronically. Retain permanently.

Legal
Description: Law suits; accident reports and claims; insurance records; correspondence.
Retention: Seven years after settlement of the case.

Master Plans
Description: University master plans, comprehensive facility plans; capital projects underway and completed.
Retention: Retain permanently.

Mortgages and Notes
Description: Recorded mortgages with Denison as mortgagor must be released of record at the County Courthouse then returned to mortgagee. We keep a copy.
Retention: Retain copy permanently.

Other Universities’ Publications
Description: College cost brochures and audited financial statements from other universities and colleges.
Retention: Three years. Destroy after lapsed time.

Financial Aid

Agreements
Description: Copies of the signed agreements required by funding agencies:

Program Participation Agreement
Application portion of the FISAP
Accrediting agency reviews and reports
State agency reports
Audit and program review reports

Retention: Destroy when superseded or obsolete.

Federal and State Regulations
Description: Copies of manuals, guidebooks and memorandum issued by federal and state agencies that monitor and regulate need based financial aid programs.
Retention: Destroy when superseded or obsolete.

Files for Prospective Students (not enrolled)
Description: Files for individual students applying for need based aid but who do not matriculate. Files contain confidential information.
Retention: Destroy a year after date of receipt if student has not enrolled.

Files for Enrolled Students
Description: Records concerning need based financial aid awarded to individual students. Files may include applications, approvals, accounting records, verification forms, tax documents, loan paper work, and other related records for any need based awards.
Retention: Files are imaged and destroyed 5 years after graduation or student terminates enrollment and when released from all audits, whichever is later.

Student Loan Records
Description: Reconciliation reports for Direct Subsidized, Unsubsidized, and PLUS loans. Documentation for alternative loans processed.
Retention: Destroy 5 years after graduation or students terminate enrollment.

Clearinghouse Reports
Description: Reports of results of time stamping the enrollment status in Banner for enrolled students. Reports of students whose enrollment was excluded from being sent to the National Clearinghouse.
Retention: Destroy 5 years after graduation or students terminate enrollment.

Endowed Funds
Description: Files containing reference material for endowed funds for scholarship awards.
Retention: Retain permanently or destroy if reference value ends.

Last updated February 2008

Human Resources

Business Travel Beneficiary Cards
Description: Documentation of beneficiary election by employees for Business Travel Insurance.
Retention: Destroy upon termination of employment.
Authority: Administrative Decision

Direct Deposit Authorization Cards
Description: Authorizations from employees to deposit funds in checking and/or savings accounts.
Retention: Current and previous card - destroy older ones.
Authority: Administrative Decision

Faculty Loan Repayments
Description: Requests for payments for computer and other loans and repayment agreements.
Retention: Two years after loan is repaid, then destroy.
Authority: Administrative Decision

Flex Spending Enollment Form
Description: Employee enrollment in health and dependent spending account programs.
Retention: Three years, the destroy.
Authority: Administrative Decision

FMLA Leave Requests
Description: Request for leave under the Family Medical & Leave Act and accompanying certifications and medical notes.
Retention: Keep while employee active and three years after leave request, whichever is longer, then destroy.
Authority: FMLA of 1993

Health Insurance Enrollment Forms
Description: Health and Dental election forms.
Retention: Three years after termination for non-retirees, then destroy. Maintain forms for Denison retirees until death, then destroy.
Authority: Administrative Decision

I-9 Form
Description: Homeland Security form which documents eligibility to work in the U.S.
Retention: Three years after termination, then destroy.
Authority: Immigration Reform and Control Act of 1986

Pay Data Folder
Description: Pay/Deduction authorizations and instructions for each pay period.
Retention: Three years, then destroy.
Authority: FLSA

Payroll & Benefit Journal Entries
Description: Journal entries to record/correct accounts.
Retention: Four years, then destroy.
Authority: Denison Controller

Payroll Bank Reconcilliation
Description: Monthly bank statements, voided checks, canceled checks, stop payments, reconciliation spreadsheets.
Retention: Four years, then destroy.
Authority: Denison Controller

Payroll Register
Description: Detailed description of each pay event for all payrolls, which includes earnings, benefits, and deductions.
Retention: Two years, then destroy.
Authority: Administrative Decision

Payroll Time Sheets
Description: Record of time worked for non-exempt staff.
Retention: Three years, then destroy.
Authority: FLSA

Requests for Payments
Description: Child support, United Way, savings bonds, miscellaneous garnishments, and other payments.
Retention: Four years, then destroy.
Authority: Denison Controller

Retiree Life Insurance Cards
Description: Beneficiary designation cards for retirees with life insurance - closed group.
Retention: Until death, then save with life claim for two years, then destroy.
Authority: Administrative Decision

Term Life Insurance Cards
Description: Documentation of beneficiary election by employees for term Life Insurance.
Retention: One year after employment, then destroy.
Authority: Administrative Decision

Tax Payments
Description: Federal and state quarterly tax filing reports, school district, Granville, and Newark monthly tax filing reports.
Retention: Seven years, then destroy.
Authority: IRS, State Ohio

Tax Deduction Cards
Description: Federal (W4) and State (IT4) tax withholding cards.
Retention: Three years after termination, then destroy.
Authority: Fair Labor Standards Act

Unemployment Quarterly Reports, Claims, and Correspondence
Description: Quarterly report filings as a reimbursing employer, responses to claim, claim reports, misc. correspondence.
Retention: Five years, then destroy
Authority: Ohio Administratve Code

Last updated February 2008

Ohio Campus Compact

501c3 Registration
Description: Compliance Data, Letters of Approval.
Retention: Permanently. In-house files.

Budgets
Description: Annual budget and detailed requests.
Retention: Four years. Destroy after lapsed time.

Chart of Accounts
Description: Chart of Accounts used in Banner.
Retention: Seven years. Destroy after lapsed time.

Federal A-133 Audit Reports
Description: Management letter issued by outside auditors. Audit and supporting detail of financial statements.
Retention: Permanently.

Grant Files
Description: Federal and Private grant files. Federal expenditure reporting and cash requests. Proposals, award documents, and budgets.
Retention: Seven years in accordance with 501c3 guidelines. Destroy after lapsed time.

Internal Audit Reports
Description: Internal documents auditing accounts and use of funds by organizations within Ohio Campus Compact.
Retention: Four Years. Destroy after lapsed time.

Ledgers
Description: Year-end general ledgers; subsidiary ledgers; accounts payable and receivable ledgers.
Retention: Permanently. Maintained in Quicken Files since 1997. Tax Reporting

Tax Reporting
Description: Tax returns and worksheets.

990 and schedules
990T
1099R - gift annuitants
Back up work papers

Retention: Permanently.

Staff Manuals (Updated Annually)
Description Training manuals. Policy and procedures documentation.
Retention: Permanently.

Trusts, Life Income, Pooled Income
Description:

Statements
Tax returns
Agreements/ Trust documents
Other correspondence

Retention: Permanently.

Last updated July 2008

Security, Safety and Risk Management

Telephone Operator/Dispatcher

Telephone Services/CATV

Institutional Advancement

Advancement Services

Alumni Affairs

Annual Fund

University Communications

President's Office

Affirmative Action

Institutional Research

Multi-Cultural Student Affairs

Provost's Office

Athletics, Physical Education and Recreation

Accident and Injury Reports
Description: Student and non-student injury reports for accidents.
Retention: Kept for 7 years in department and destroyed.

Facility Scheduling
Description: Scheduling of all Physical Education Center facilities and fields using EMS system.
Retention: Current year online; after 3 years purged by Facility and Event Scheduling Office.

General Office Files, Purchasing, Budget, Gift, Outside Contractor, Key Request Records, and Work Order Requests
Description: Files pertaining to department daily operation and administration (purchase requisitions and orders, office services, supplies, requests for payment, travel reports, travel files, director statements, records of donations, contracts and information on outside contractors used by the department, key requests and work orders made to Facility Services).
Retention: Kept for 5 years in department and destroyed; mail expenses, telephone expenses and work orders purged after 2 years.

Major Building Projects Files
Description: Records on major building projects and other support materials.
Retention: Kept indefinitely in department.

Meeting Minutes and Support Documents
Description: Athletic department staff meeting minutes, physical education teaching faculty meeting minutes, equipment and facilities staff meeting minutes, and similar records.
Retention: Kept in department for 5 years or when reference value ends, whichever is later, and transferred to University Archives for final disposition.

Personnel Records
Description: Personnel files, time sheets, reappointment files, and evaluation materials.
Retention: Kept for 10 years in department (duplicates also kept in Human Resources for 10 years) and then shredded.

Search Committee Files
Description: Records prepared and used by search committees charged with recruiting new or replacement faculty and coaches (i.e. correspondences, resumes, application letters, evaluations, recommendations, etc.).
Retention: Kept for 2 years in department and then destroyed.

Student Employment Records
Description: Records and paperwork relating to student employment (wage authorizations, paper timesheets, etc.).
Retention: Kept in department 2 years and then destroyed.

Waivers
Description: Student and non-student waivers.
Retention: Kept in department 4 years and then shredded.

Last updated August 2008

Athletics

Athletic Contest Contracts
Description: Contracts for home and away athletic contests with opponent institutions.
Retention: Kept in department 2 years and then destroyed.

Athletic Equipment Records and Inventory
Description: Inventories for varsity sports and recreational equipment owned by the department--done on an annual basis by the equipment and facilities staff.
Retention: All equipment is kept unless designated otherwise by a coach or supervisor. Any items that are worn out, destroyed or replaced would then be discarded and would not be included in each specific sport or recreational inventory.

Athletic Team Permanent Records and Team Photos
Description: Annual season summary for each sport including roster, schedule, results, special awards, captains council and official team photo.
Retention: Kept indefinitely in the department and annually a copy of each team’s permanent record is sent to the Alumni Office and University Archives.

Athletic Team Season Statistics
Description: Annual statistics summary for each sport.
Retention: 1997 and beyond are maintained online. Those prior to 1997 are incomplete and kept in department indefinitely.

Athletic Training Records
Description: Athletic physical forms, injury reports and treatment logs.
Retention: Kept for 8 years in department and then purged.

Film, video and digital recordings of games and other athletic events
Description: Film, video and digital recordings of athletic contests and other special athletic department events.
Retention: Kept in department at individual coach’s discretion and then sent to University Archives for final disposition when reference values ends.

Game Management Documents
Description: Records for athletic events (i.e. ticket sales information, merchandise sales information, NCAA/NCAC Budget and Travel Forms, etc.).
Retention: Kept for 5 years or until reference value ends, and destroyed.

NCAA Eligibility Forms
Description: NCAA and Denison student-athlete statement and NCAA drug testing form.
Retention: Kept in department for 7 years, as per NCAA requirement, then shredded.

NCAA Institutional Compliance Forms
Description: Required NCAA institutional compliance forms (i.e. Certificate of Compliance for Staff Members, Playing and Practice Season Declaration, Institutional Self-Study, etc.).
Retention: Kept for 25 years and discarded.

NCAA and other Postgraduate Scholarship Applications
Description: Application materials for NCAA and other Postgraduate Scholarships.
Retention: All folders are kept for 10 years, and folders of winners are permanently retained in department.

Press Releases
Description: NCAA/NCAC/Denison athletic department press releases.
Retention: Maintained on line for 5 years; and after 5 years, they are converted to disc and kept in the Athletics Department indefinitely.

Publications
Description: Publications produced by the Sports Information Office.
Retention: Current publications are kept on file and digitally in department. Historical records are kept online and sent to Archives.

Sports Information Cards
Description: Student-athlete personal information.
Retention: Kept for 5 years in Sports Information Office and then shredded.

Varsity D Association Files
Description: Files and other records for Varsity D Association.
Retention: Kept indefinitely in department.

Last updated August 2008

Physical Education

Advising Folders
Description: Academic advising folders maintained on advisees assigned to department faculty members.
Retention: Folders kept in department for current faculty advisees and graduated student files are kept indefinitely.

Physical Education Class Lists and Grade Reports
Description: Copies of official class lists and grade reports submitted to the Registrar.
Retention: Kept in department until reference value ends and maintained online by registrar indefinitely.

Physical Education Course Proposals
Description: Course proposals for physical education courses.
Retention: Maintained online by university indefinitely.

Physical Education Course Syllabi
Description: Course syllabi for courses taught by department members.
Retention: Kept for all active department members and for 5 years after department member leaves campus.

Physical Education Major and Minor Lists
Description: Office lists of physical education majors and minors from the Registrar.
Retention: Kept in department for 5 years and then shredded.

Last updated August 2008

Recreation

Club Sports Files
Description: Club sports records (i.e. rosters, schedules, scores and pictures).
Retention: Kept for 5 years in department and then sent to Archives. Some individual clubs maintain their own website.

Facility Membership/Pass Files
Description: Recreational pass applications and records.
Retention: Kept for 7 years in department and destroyed.

Intramural Sports Files
Description: Intramural sports records (i.e. information, rules, rosters, captains, schedules, scores and pictures).
Retention: Current year is online, then copied and kept for 5 years in department and then sent to Archives.

Last updated August 2008

Denison Museum

Curricular
Description: Class/workshop information and lesson plans.
Retention: Kept permanently.

Exhibition Records
Description: Forms, contracts, letters of agreement, insurance valuations, condition reports, planning, programming, visitor evaluations/counts related to museum exhibitions.
Retention: Kept permanently.

Facility Records
Description: Information about the museum facility, its environmental monitoring data (online and print format), and building security.
Retention: Kept permanently.

Financial
Description: Budget requests, funding and grant applications and reports.
Retention: Kept permanently.

Object records
Description: Information on objects in museum collections, such as online inventory and images/descriptions of objects, loans, acquisitions, treatment and care reports.
Retention: Kept permanently.

Office files, Administrative and General
Description: Files pertaining to museum daily operation and administration, such as routine correspondence, donor files, committee and museum board records, student employee files.
Retention: Kept permanently.

Planning
Description: Museum strategic and other plans, mission statement.
Retention: Kept permanently.

Policies and Procedures
Description: Museum policies and operating procedures, emergency plan/procedures.
Retention: Kept permanently.

First Year Programs

Information Technology Services

Help Desk Calls
Description: Electronic transactions stored in a database that are associated with the nature of a reported technology problem and comprehensive history of the resolution of the problem, including dates, times, correspondence, technicians, actions taken.
Retention: Retain permanently.

Technology Assets Records
Description: Electronic transactions and permanent records stored in a database that are associated with the installation and comprehensive history of the disposition of specific technology equipment owned by the University and centrally managed by ITS.
Retention: Retain permanently.

System Log Files on Production Servers
Description: Electronic log files associated with the performance of services running on servers.
Retention: Kept for varying lengths of time depending on server file space.

Meeting Minutes
Description: Meeting minutes recorded from established regular meetings of ITS staff.
Retention: Retain permanently.

Servers and Systems Back-Up Schedules
Description: Electronic spreadsheets recording the operating systems, file systems, and data backup schedules of the network operations center.
Retention: Retain a current schedule at all times.

Last updated January 2008

Library

Annual Reports
Description: Summary of library activities and accomplishments for the year.
Retention: Kept at least 15 years, then archived.

Committee Records
Description: Committee records; meeting minutes.
Retention: Held online at least 10 years; paper copies archived.

Curricular
Description: Lesson plans for information literacy classes taught by librarians.
Retention: Past 10 years kept, then discarded; a few examples archived.

Equipment Records
Description: Handbooks and information on library equipment and furniture.
Retention: Kept until replacement, then discarded.

Facility Records
Description: Library building renovation plans, repair work order requests.
Retention: Major renovations records kept 10 years, then archived. Work orders discarded upon job completion.

Financial Records
Description: Library budget requests, staff travel allocations, etc..
Retention: Kept 5 years, shredded.

Library Publications
Description: Newsletters, brochures, handouts produced by library staff.
Retention: Kept 10 years, one copy of each revision archived.

Materials Records
Description: Book/other format acquisitions records for all library materials; library online catalog provides access to books/other materials in the collection

Retention: Invoices kept 5 years, discarded. Fund reports kept 5 years, discarded. Book allocation expenditure reports kept 15 years, discarded. Catalog records kept online permanently, but are deleted if item is replaced/withdrawn. Serial (periodicals) records kept for each subscription until subscription ends.

Office Files, Administrative and General
Description: Files pertaining to library daily operation and administration, such as routine correspondence, subject files.
Retention: Most files held online, to be retained online until superseded. Any former director’s correspondence archived. Inactive subject files important to library history archived.

Patron Records
Description: Online record for each library patron with address, contact information.
Retention: Online records deleted when patron leaves campus.

Personnel Records
Description: Library staff resumes and job descriptions, student workers employment.
Retention: Inactive staff records archived. Inactive student records kept 3 years, shredded.

Planning Documents
Description: Library 3 year plan, goals and objectives, mission/vision statements.
Retention: Kept at least 15 years; one copy of each revision archived.

Policies and Procedures
Description: Overall library policies, and operating procedures for each library unit (circulation, cataloging, acquisitions, etc.).
Retention: Kept until superseded; one copy of each archived.

Statistics
Description: Statistics on library usage, comparisons with peer libraries, total volumes held, and other measures of library activity.
Retention: Kept at least 15 years, archived.

University Archives
Description: Materials in all formats that are of continuing importance to Denison’s history, plus subject files about the collection and donations.
Retention: All university records of continuing importance retained. Administrative subject files about the collection retained. Donor files retained.

Last updated January 2008

Registrar

Administrative

Class GPA Summaries
Description: Chart showing the GPA by gender and classification each semester.
Retention: Maintain permanently.

Composite List of Majors by Graduating Class
Description: Following each commencement, the list of graduated majors are added to each department’s composite roster of graduates.
Retention: Maintained permanently.

Correspondence and Verifications
Description: Variety of letters and correspondence as well as the insurance and eligibility verifications for students.
Retention: Five years and then destroy. Items thought to be valuable beyond that five year period could be scanned and put with student’s Xtender file.

Denison University Enrollment Data Report
Description: A series of enrollment counts each semester following the official “freeze” date. The series includes enrollments of minority groups, international students, states of origin, country of origin, ethnicity, transfer students, special student, etc.
Retention: Maintained permanently.

Enrollment Summaries
Description: General summaries of student enrollments by various populations, gender, and classifications.
Retention: Five years, then destroy.

FYS and Honors Course Descriptions
Description: An active inventory of course descriptions for FYS and Honors course descriptions. This is a detailed course description to be appended to the more generic description for such courses to be found in the catalog.
Retention: Maintain permanently.

Graduation Teaching Rosters
Description: Alphabetical graduation rosters with name, degrees, majors, minors, concentrations, required last semester registration, and hours in progress and final earned hours. Rosters are marked with final graduation approval and earned Latin Honors.
Retention: Twenty years, then destroy.

Greek Organizations Academic Summaries
Description: Alphabetical listings by social group with earned hours and GPA. Rankings of the various Greek organizations.
Retention: Five years, then destroy. General summaries will be part of the Annual Report.

Honors Charts for Graduation with Latin Honors
Description: Mathematical possibilities for all prospective graduates who may be able to achieve Latin Honors. Charts list earned quality hours, quality points and average, and calculated needs for the spring semester.
Retention: Ten year, then destroy.

Individually Designed Majors
Description: A composite list of the students who have designed and had approved an individually designed major. Organized by year of graduation with official major title included.
Retention: Maintained permanently.

Major and Minor Listings
Description: Alphabetical listing of majors and minors.
Retention: Five years, then destroy. May keep general summary for ten years.

Registrar’s Annual Report
Description: Collection of institutional research reports compiled throughout the year.
Retention: Maintained permanently.

Rosters of Non-Spring Time Graduates
Description: Composite lists by term of August and December graduates.
Retention: Maintain permanently.

Semester Course Enrollment Summary by Student Classification
Description: A summary report compiled each semester showing the courses and number of sections offered and the number of FR, SO, and upperclassmen accommodated.
Retention: Twenty years, then destroy.

Last updated December 2007

Faculty

Advisor Summaries and Advisee Listings
Description: Semester listings of an instructor’s advisees and composite total summaries.
Retention: Five years, then destroy.

Final Grade Rosters
Description: Rosters and summaries of individually assigned grades awarded to students in course order.
Retention: Maintained permanently.

Grade Distribution Reports
Description: Semester and annual summaries of instructors grade distributions and averages per class and final instructor GPA.
Retention: Maintain for twenty years, then destroy.

Teaching Load Reports
Description: Semester and annual summaries by instructors within each department listing enrollments, credit hours, and contact hours.
Retention: Maintained permanently.

Last updated December 2007

Student

Academic Transcript
Description: Summary and comprehensive history of the student’s academic courses, credit hours, grades, and averages.
Retention: Retain permanently. Records older than 40 years old will be submitted to Archives.

Additional Credit Hours Forms
Description: Contract forms arranging for special projects to expand the assigned credits of a course beyond its regular value.
Retention: One year after submission, then destroy.

Applications for Graduation
Description: Completed forms from prospective graduating students for August, December, and May graduate dates confirming correct full name, degree, majors, minors, concentrations, home town, intended graduation term, and phonetic suggestions for name pronunciation at commencement.
Retention: One year after graduation. File with graduation check sheets for students who have failed to graduate as intended. Destroy after lapsed time.

Applications for Readmission
Description: Petition forms, responses, and related items comprising the application to be readmitted following academic suspension.
Retention: Destroy five years after Registrar’s Advisory Board action or one year after graduation.

Changes of Registration (Drop/Add Forms)
Description: Student change of registration forms (add/drop) organized alphabetically by semester.
Retention: Retain two years after submission, then destroy.

Class Enrollment Cards
Description: 8 ½ x 5 ½ enrollment cards with student requests for course enrollment for the upcoming semester.
Retention: Retain two years after the submission, then destroy.

Credit by Examination (AP/IB/A Level Examination Results)
Description: Report documents from agencies certifying scores that will be considered for the awarding of credits for entering students.
Retention: Five years after receipt or one year past graduation, then destroy.

Degree Audit/Graduation Interview
Description: Senior graduation review sheet with degree audit for conducting graduation interviews for prospective graduates.
Retention: Two years after graduation, then destroy.

Graduation List and Commencement Program
Description: The annual commencement program with corrections and numerical summary attached to inside back cover.
Retention: Permanently maintained. Records older than 30 years old can be sent to Archives.

June Orientation and August Orientation
Description: Registration forms, master rosters, session rosters for June Orientation, and miscellaneous materials for August Orientation.
Retention: One year after submission, then destroy.

Satisfactory Grading Requests
Description: Student submitted forms requesting to receive “S” in a course rather than normal “A-F” grading options.
Retention: One Year after graduation, then destroy.

Student Academic Petitions and Fee Waiver Requests
Description: Student petition requesting general education modifications, fee waivers, and exceptions to academic policies.
Retention: Maintain for four years, then destroy.

Student Permanent Record Cards (Pre-1985)
Description: Hard copy permanent record summaries of student’s academic history used to produce transcripts.
Retention: Maintained permanently. Send to Archives when no longer needed in Registrar’s Office.

Transfer Credit Evaluations
Descriptions: Evaluations of transfer credit from summer school, off campus programs, and pre-Denison matriculation.
Retention: Retain for two years post graduation or five years from point of Denison evaluation, then destroy.

Last updated December 2007

Student Affairs

Academic Support and Enrichment Center

Campus and Residential Life

Career Services Center

Accreditation Report for Career Services
Retention: Indefinite, then archive.

Alpha Epsilon Delta Chapter (Pre-Health Honorary) Records/Budget
Retention: 10 years.

Career Services Annual Report
Retention: 10 years.

Credential File for students and alumni
Description: Contains letters of recommendations, and career counseling notes and important email correspondence from students/parents.
Retention: 5 years. Alumni may request to have it kept for a longer or indefinite period of time.

Graduating Senior Survey
Retention: 10 years.

GRE, LSAT, MCAT, GMAT scores
Retention: Indefinite.

Hiring Search Records
Retention: 2 years.

Internship Stipend Donor/Recipients
Retention: Indefinite.

Law School Applicant Acceptance data
Retention: Indefinite.

Medical School Applicant Acceptance data
Retention: Indefinite.

Resumes
Retention: Stored online. Retain for one year beyond graduation date unless alum requests it kept indefinitely.

Scholarships Data/Recipients
Silbernagel Award Pre-Medical Award: Retain for 10 years
Stanley E. Johnson Pre-Law Scholarship: Retain for 10 years
Ohio Board of Regents Scholarship: Retain for 10 years
Dr. Ted & Eva Miller Scholarship: Retain for 10 years

Site/Location of where students conducted Internships
Retention: 5 years.

Last updated March 2008

Denison Community Association

Health and Counseling Services

Student Counseling File(s)
Description: psychological and/or substance abuse assessment, consent and release of information forms, progress notes and other miscellaneous notes.
Retention: Twelve years post graduation/departure from campus.

Student Medical File
Description: This file contains the student's Health History and Behavior Inventory, Immunization Records, Medical Progress Notes, Laboratory and Imaging Testing Reports, Letters of Consultations , and documentation of communications with the student.
Retention: Seven years.

Last updated January 2008

International Student Services

F-1 Student Documentation
Description: This file contains confidential information pertaining to student’s immigration status. The documentation can contain copy of passport, visa, I-20, and employment authorization.
Retention: Seven years.

Last updated January 2008

Religious Life

Service Learning

Student Activities

Student Conduct

Student Conduct Records
Description: All student records pertaining to the Student Code of Conduct.
Retention: All student records pertaining to the Student Code of Conduct, except those that resulted in the student receiving a sanction of Disciplinary Suspension or Disciplinary Expulsion from the University, shall be destroyed seven years after graduation or withdrawal from the University.

It is the Denison University policy not to release any information related to a student’s involvement in the community rights and standards process without the express consent of the student, unless the misconduct resulted in Disciplinary Suspension or disciplinary Expulsion.

Last updated January 2008