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Supplies (multiple copies) of departmentally-produced printed documents which are superseded, obsolete or otherwise valueless.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.
Admissions
Annual Budget
Description: Admissions Office annual budget (July-June).
Retention: Sent to University archives annually.
Annual Report
Description: Annual Report of Admissions Operations.
Retention: The images of these records should be stored
forever.
Application Every List
Description: List of all applicants. Run weekly and replaced (old copy shredded).
Retention: The images of these records should be stored
forever.
Application Status
Report
Description: Counts by decision, ethnicity, transfers, etc.
of our applicant pool. Some hard copies
are still in our basement to be scanned, but years 1994 through the present are
currently on our shared drive.
Retention: The images of these records should be stored
forever.
Cell Report
Description: Weekly report which gives app rating by
SAT/ACT scores. Reports from 1994
forward are on the shared drive, balance are being scanned and will be filed
with these reports.
Retention: The images of these records should be stored
forever.
DART (
Description: Annual Report of DART, alumni volunteers,
events covered, etc.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Enrolled Student
Application File
Description: Accept letter, advanced placement records,
application, relevant correspondence, test scores, letters of recommendation,
placement tests, student waivers, transcripts (high school and college).
Enrolled Student
Recruitment Materials
Description: All files saved as pdf’s or scanned and kept
on admissions shared drive.
Retention: Kept until the student enrolls.
Factbook Profile of
Freshman Class
Description: Annual statistics frozen 2 weeks after the
start of fall classes each year of admissions applicants and enrolls for the
Director, President and external surveys.
Retention: Stored electronically on the Admissions shared
drive.
Description: Geographic report by manager of the applicant
pool. 2004 forward all files are on the
admissions shared drive, other will be scanned and filed along with these
reports.
Retention: The images of these records should be stored
forever.
Goals and Annual Plan
Description: Annual goals and plan for admissions.
Retention: The images of these records should be stored
forever.
Job Descriptions for Professional
Staff
Description: Admissions Office employee’s job descriptions.
Retention: Stored electronically on the Admissions shared
drive.
Description: Contents of training manual for admissions
office hosting program participants.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Description: Contents of training manual for admissions
office trained student drivers.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Description: Contents of training manual for admissions
office student employees.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Description: Contents of training manual for admissions
office SI’s.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Description: Contents of training manual for admissions
office tour guides.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Description: Monthly comparative stats of 3 years of apps,
prospects, visitors, interviews. 1997
forward are on the shared drive. Previous years will be scanned and added to these reports.
Retention: The images of these records should be stored
forever.
Non-enrolled Student
Application Files
Description: Acceptance letter, advanced placement
records, application, any relevant correspondence, test scores, letters of
recommendation, placement test scores, transcripts (both high school and
college).
Retention: Shred after 1 year.
Description: Files kept of admissions shared drive as pdf’s
or scanned internally.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years.
Description: Admissions Office manual for admissions
employees.
Retention: Stored electronically on the Admissions shared
drive. Every 5 years sent to University
archives (or when updated).
Description: Weekly report for director which deals with
the academics of the applicant pool. 2004
and current reports are on the shared drive, others are being scanned and will
be filed along with these reports.
Retention: The images of these records should be stored
forever.
Profile – Applicant Pool
Description: Profile of our applicant pool. Some files prior to 1994 are in the basement
of Beth Eden to be scanned. The
remainder is on the admissions shared drive.
Profile – Freshman Class
Description: Annual statistics frozen Sept 1 of each year
of admissions applicants and enrolls for the Director.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Standard Letters – Accepts
(Non-International)
Description: Letters sent to all accepts in the admissions
recruitment cycle.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Description: Letters sent to all applicants in the
admissions recruitment cycle.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Standard Letters – Enrolls
(Non-International)
Description: Letters sent to all enrolled students.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Description: Letters sent to all international accepts.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Standard Letters – International
Applicants
Description: Letters sent to all international applicants.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Standard Letters – International
Enrolls
Description: Letters sent to all enrolled international
students.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Description: Letters sent to all international
prospectives.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Description: Letters sent to all prospective students in
the admissions recruitment cycle.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Standard Letters – Transfer
Applicants (Non-International)
Description: Letters sent to all transfer applicants.
Retention: Stored electronically on the Admissions shared
drive and sent to University Archives every 5 years (or when updated).
Description: Annual statistics frozen June 1 of each year
of admissions prospects, applicants and enrolls for the Director.
Retention: Stored
electronically on the Admissions shared drive.
Last updated October 2008
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.
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.
Description: Electronic journals relating to
purchases and refunds made by customers. Also included are written copies of
departmental purchases.
Description: Summary reports
of daily sales activities as reported to the Controller’s Office as a cover
sheet.
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
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.
Description: These
certificates are legal documents regarding what events are insured and the
amount of liability coverage is required.
Description: Copies of invoices from the college to our clients and records of receipt of payment for said invoices.
Last updated June 2008
Laundry and Vending Services
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.
Description: Copies of
binding business contracts with food, beverage, and laundry vendors.
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.
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.
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.
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.
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.
Description: Correspondence,
appraisals, and related information on properties where the college has the
right of first refusal.
Description: Deeds to
college-owned properties. The deeds are arranged by the name of the seller.
Last updated June 2008
Purchasing
Administrative Files
Description: Records containing invoices corresponding
to equipment purchases, serial numbers of major purchases including machinery
and furniture.
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.
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.
Requisition for Outside Services
Description: Form used by
the college requesting the purchase of products and services from outside
sources.
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
Retention: Five years from the date entered into
Banner. Destroy after lapsed time.
CR05’s
Description: Back-up documentation for deposits and
payments between
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
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
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.
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 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.
Description: 1098T forms filed with the IRS.
Retention: Retain permanently.
Last updated February 2008
Facilities Services
Air Quality
Reports
Description: OEPA
required air quality reports.
Retention: Retain
for five years.
Blanket Purchase Orders
Description: Hard
copy of purchase order forms.
Retention:
Destroy in office in two years.
Blueprints
Description: Final drawings and plans for any construction
or renovation project.
Retention: Retain
for the life of the building (send to archives after demolition or major
renovation).
Certificates of
Insurance
Description:
Forms describing the type and amounts of insurance provided.
Retention:
Destroy in office four years after completion of the contract or work.
Contractor Pay
Applications
Description:
Bills for capital building projects.
Retention: Retain
for five years after project completion.
Construction &
Renovation Contracts
Description:
Contracts for the construction or renovation of facilities.
Retention: Contracts
less than $500,000: destroy in office five years after completion of project –
Contracts over $500,000: destroy in office 11 years after completion of
project.
Environmental Surveys
& Audits
Description:
Reports describing facility environmental conditions including hazardous
materials testing & identification.
Retention: Retain
for thirty years.
EPA & OEPA
Permits
Description: Official
documents of the EPA or the OEPA authorizing specific activities in conformance
with the requirements of the agency.
Retention: Retain
for thirty years.
Hazardous
Materials Records
Description:
Records that document the management, transport & disposal of hazardous
materials.
Retention: Retain
these records for thirty years.
Invoices
Description: Hard
copy of invoices.
Retention:
Destroy in office two years after receipt.
Maintenance Contracts
Description:
Contracts for maintenance service on equipment, systems, or facilities.
Retention: Destroy
in office one year after the expiration date.
Maintenance Manuals
Description:
Instructions describing the proper care & maintenance of equipment.
Retention: Retain for the life of the
equipment.
Operation Manuals
Description:
Instructions describing the proper operation of equipment or systems.
Retention: Retain for the life of the
equipment or system.
Parts Manuals
Description: Documents
that define component parts of equipment.
Retention: Retain
for life of the equipment.
Project Minutes
Description:
Documents job progress, issues and concerns impacting safety, quality,
schedule, or cost.
Retention: Destroy
in office eleven years after completion of the project.
Purchase Orders
Description: Hard
copy of purchase order forms.
Retention:
Destroy in office in two years.
Schedule of Values
Description: Document
defining the value of material & labor and percent of labor & material
completed.
Retention: Retain
for five years after project completion.
Soil Surveys
Description:
Reports of soil testing agency & consultants.
Retention: Retain
for life of the building.
Specifications or
Project Manual
Description:
Manual defining the material, equipment, and systems required in a project.
Retention: Destroy
in office eleven years after completion of project.
Training Records
Description: Documents
training conducted and employee attendance.
Retention: Retain for five years.
Warranties & Guarantees
Description: Documents that define the period &
conditions for repair or replacement of new equipment or systems.
Retention: Destroy
in office after the period of guarantee or warranty expires.
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
Retention: Retain permanently.
Endowment Agreements
Description: Endowment agreements; trust statements; pooled
income funds; life insurance policies.
Retention: Retain permanently.
Financial Statements
Description:
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.
Life Insurance Policies
Description: Insurance policies where the donor has made Denison both the owner and beneficiary of the policy.
Retention: Ten years after the death benefit has been paid.
Master Plans
Description: University master plans, comprehensive
facility plans; capital projects underway and completed.
Retention: Retain permanently.
Mortgages and Notes
Description: Recorded mortgages with
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.
Last updated September 2009
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.
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.
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.
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
Description: Authorizations from employees to deposit funds in
checking and/or savings accounts.
Retention: Current and previous card - destroy older ones.
Authority: Administrative Decision
Description: Requests for payments for computer and other loans and
repayment agreements.
Retention: Two years after loan is repaid, then destroy.
Authority: Administrative Decision
Description: Employee enrollment in health and dependent spending
account programs.
Retention: Three years, the destroy.
Authority: Administrative Decision
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
Description: Health and Dental election forms.
Retention: Three years after termination for non-retirees, then
destroy. Maintain forms for
Authority: Administrative Decision
Description: Homeland Security form which documents eligibility to
work in the
Retention: Three years after termination, then destroy.
Authority: Immigration Reform and Control Act of 1986
Retention: Three years, then destroy.
Authority: FLSA
Description: Journal entries to record/correct accounts.
Retention: Four years, then destroy.
Authority:
Description: Monthly bank statements, voided checks, canceled
checks, stop payments, reconciliation spreadsheets.
Retention: Four years, then destroy.
Authority:
Description: Detailed description of each pay event for all
payrolls, which includes earnings, benefits, and deductions.
Retention: Two years, then destroy.
Authority: Administrative Decision
Description: Record of time worked for non-exempt staff.
Retention: Three years, then destroy.
Authority: FLSA
Personnel Files for
Terminated and Retiree Staff (AS and
SOS)
Initial Application
– keep
Hire Letter –
keep
Interview Notes &
Reference/Background Checks – If employee worked less than 3 years, keep
records; otherwise, destroy
Status Changes and
Wage Information – Initial wage and last 6 years
Performance Reviews
– last 6 years
Retiree Applications
– destroy
Discipline
Reviews/Memos/Commendation Letters/documents – last 6 years
FMLA/LOA/Medical
Notes/Certifications – last 6 years
Wage Garnishments
– last 6 years
Educational &
Training Records – last 6 years
Formal
Complaint/Grievance Documents – last 6 years
Legal
Complaints/Actions/Lawsuits/Investigations - keep
Description: Child support,
Retention: Four years, then destroy.
Authority:
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
Retention: Seven years, then destroy.
Authority: IRS, State
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:
Last updated November 2008
Ohio Campus Compact
501c3 Registration
Description: Compliance Data, Letters of Approval.
Retention: Permanently.
In-house files.
Description: Annual budget and detailed requests.
Retention:
Four years. Destroy after lapsed time.
Description:
Chart of Accounts used in Banner.
Retention:
Seven years. Destroy after lapsed time.
Description:
Management letter issued by outside auditors. Audit and supporting detail of financial statements.
Retention:
Permanently.
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.
Description:
Internal documents auditing accounts and use of funds by organizations within Ohio Campus Compact.
Retention:
Four Years. Destroy after lapsed time.
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
Description Training manuals. Policy and procedures documentation.
Retention: Permanently.
Trusts, Life Income, Pooled Income
Description:
- Statements
- Tax returns
- Agreements/ Trust documents
- Other correspondence
Last updated July 2008
Security, Safety and Risk Management
Administrative
Files
Description: Records concerning the administration of the office.
Files may include departmental memos, campus office files, reports,
correspondence, professional association files and other related records.
Retention: Destroy in office when superseded or reference
value ends.
Administrative Files - Operator/Dispatch
Description: 911 reports, Fire log, alarm reports, key sign
out sheets, van sign out sheets
Retention: Destroy in office after 1 year.
Campus Satellite TV Files
Records concerning the
administration of service. Files may include departmental memos, campus office
files, reports, correspondence, professional association files and other
related records. Contracts kept indefinitely.
Retention: Destroy in office when superseded or reference
value ends.
Completed Releases/Waivers
Description: Documents releasing
Retention: Destroy in office after 4 years.
Financial Records
Description: Reference copies of invoices, purchase
orders, monthly statements.
Retention: Destroy in office after 3 years.
Incident Reports
Description: Security reports detailing incidents on
campus or involving
Retention: Destroy in office after 7 years.
Insurance Certificates
Description: Certificates of Insurance from various vendors
naming
Retention: Destroy in office after 4 years.
Insurance Policies/Renewal Files
Description: Policies for General Liability, Property,
Educators Legal, Fleet, Umbrella, files pertaining to the renewal of insurance.
Retention: Destroy in office after 7 years except for Property
& Fleet policies; destroy in office after two years.
Legal
Description: Law suits; accident reports and claims;
insurance records; correspondence.
Retention: Seven years after settlement of the case.
Vehicle Accident Reports
Description: Security reports detailing vehicle
accidents that happen on campus
Retention: Destroy in office after 2 years.
**ENVIRONMENTAL HEALTH & SAFETY**
Above &
Underground Storage Tank Service Records
Description: Documentation includes permit process,
registrations, test reports and project development information.
Source: Bureau of
Underground Storage Tank Regulations
Retention: Life of tank system
Asbestos Records
Description: Various documents containing building by
building survey(s) and plan to correct asbestos material hazards. This information
may include but is not limited to: surveys; monitoring tests and reports; data
forms; building plans; correction checklists; removal job records; and related
documentation and correspondence.
Source: 29 CFR
1910.1001 - Asbestos
Air Monitoring Records: 19110.1001 (m)(1)(iii)
Retention: 30 years after separation for records
documenting persons contacting or removing asbestos; 40 years for all other
records.
Disposition Method: Shred
Air Quality Sampling Files
Description: Record
of air sampling and evaluations for the presence of air contaminants to
identify if employee(s) has (have) been exposed to toxic substances. Results
are sent to offices for corrective actions.
Source: 29 CFR 1910.1020 - Access to employee exposure and medical records
Retention: 30 years after end of calendar year
Disposition Method: Shred
Chemical Hygiene Plan - Laboratory Specific
Description: Documentation of safety measures
implemented in labs to ensure protection of employees against chemical
exposure. The lab specific plan is part of the overall Lab Safety Manual.
Source: 29 CFR 1910.1450
- Occupational exposure to hazardous chemicals in laboratories
29 CFR 1910.1020 - Access to employee exposure and medical
records
Retention: 6 years after superseded
Disposition Method: Shred
Chemical and
Hazardous Waste Disposal Records
Documentation of the receipt, shipment, and disposal of
chemical material or hazardous wastes on campus. This includes but is not
limited to: chemical and waste inspection forms; drum packing sheets; Uniform
Hazardous Waste Manifest forms; Certificates of Disposal from vendors; land
disposal notification forms; waste disposal records; and related documentation
and correspondence.
Record Copy:
Environmental Health and Safety
Source:
40 CFR 262.20; 262.40; 262.87
Retention: 30 years
Chemical Inventories (Also see MSDS Sheets)
Description: Record of chemicals in use at
facilities, labs or departments. Inventories
reveal where and when a chemical was stored as well as the identity of all toxic
substances or harmful physical agents.
Source: 29 CFR
1910.1020 – Aces to employee exposure and medical records
Official Copy: Environmental Health & Safety Office
Retention: 30
years after end of year or end of use of chemical
Disposition Method: Shred
Other Copies: Any Office or Lab
Retention: 1 year after
superseded or office/lab closed
Disposition Method: Shred
Confined Space
Entry
Description: Includes confined space entry permits,
evaluations and related records.
Source: 29 CFR 1910.146
Retention: 1 Year
Emergency Response Plans and Procedures (Crisis Management Plan)
Description: Documentation of procedures to be followed in
the event of an emergency. Records include: step-by-step procedures; unit and
institutional disaster preparedness plans; and related correspondence.
Source: OSHA 29 CFR 1910.120
Record Copy: Safety, Security & Risk Management
Office
Retention: Until superseded or obsolete
Disposition Method: Shred
Employee Screening
and Immunization Records
Description: Documents the screening and immunization of
employees who work in jobs with risk factors for tuberculosis or hepatitis.
Records include risk factor assessment,
medical reports, tuberculosis screening record, information release authorizations,
employee data update, immunization history, and related correspondence.
Source: 29 CFR
1910.1020 - Access to employee exposure and medical records
Retention: 30 years
Environmental Regulations Records
Description: Documentation of institutional
compliance with environmental laws and guidelines of federal, state, or local
governments. These records include communications with the Regional Air
Pollution Authority (RAPA) which is under the jurisdiction of the Environmental
Protection Agency (EPA) of the federal government and also the state Department
of Environmental Quality (DEQ). This series may include but is not limited to:
Title V Air Discharge Permits; Air Quality Reports; Waste Water Discharge
Permit Applications; Waste Water Discharge Permits; Water Quality Reports; Waste
Water Discharge Records; Notices of Violation; Notices of Non-compliance; and
related documentation and correspondence.
Source:
Ohio Administrative
Code Section 3745-77-07 – Permit requirements
Record Copy: Facilities Services
Retention: 10 years
Other Copies: Environmental Health & Safety
Retention: 5 years
Fire Alarm and Drill Records
Description: Documentation of response
to any alarm that is activated on campus. This may include but is not limited
to the following information: when and where the incident occurred; specific
response; reset time; and other pertinent information as appropriate.
Source: Per
Record Copy: Safety,
Security & Risk Management Office
Retention: 3 years
Disposition Method: Shred
Industrial Hygiene Sampling records
Description: Documents
Occupational Health and Safety sampling and evaluation for the presence of
chemicals or physical agents to ensure employee exposure to substances are
within mandated limits.
Source: 29 CFR
1910.1020 - Access to employee exposure and medical records
Official Copy: Environmental Health and Safety Office
Retention: 30 years after end of calendar year
Disposition Method: Shred
Inspections
Records
Description: Documentation of inspections done by
various agencies such as the city building department, health department, or
fire department in the course of routine business and is used by the
institution to correct and analyze safety problems and to document compliance
with regulations. This series may include but is not limited to: inspection
sheets which show date of inspection, notation of violations, and suggested
corrective measures; reports acknowledging compliance with regulations;
authorizing signatures; and related information, documentation and
correspondence.
Source: Per
Retention: 10 years
Disposition Method: Shred
Job Safety Analysis
Description: Analysis
of job for safety precautions and/or regulations. The analysis identifies the
need for Personal Protective Equipment Assessment and Training. This document
may be included as part of the Environmental Health and Safety Policy Manual.
Source: Per
Retention: Until superseded
Disposition Method: Shred
Material Safety Data Sheets Records
Description: Documentation of the
institution's inventory of hazardous chemicals; record keeping is mandated by
the Hazardous Communications Program of the Occupational Safety and Health
Administration (OSHA). This may contain
but is not limited to: Material Safety Data Sheets which list chemical name,
description, composition, intended use, flash point, transportation, hazards,
safe handling, and extinguishing methods; and related documentation.
Source: 29 CFR
1910.1020 – Aces to employee exposure and medical records
Retention: 30
years
Medical Surveillance Records
Description: Documentation of
the medical history of employees working in positions with exposure to high
risk hazardous conditions such as Class B and C carcinogenic compounds,
asbestos, lead, or excessive noise. Medical examinations of workers are made at
the beginning and termination of institution employment and periodically
throughout the career course as well as immediately following an accident or potential
exposure incident. This may include but
is not limited to: medical examinations; laboratory test records and results;
and related documentation and correspondence.
Source: 29 CFR
1910.1020 - Access to employee exposure and medical records
Retention: 30
years after employee separation
OSHA
300 Log & Annual Summary Reports
Description: Occupational Illness
and Injury Reports/Records involving documentation of all recordable employee
injury and accidents.
Source: 29 CFR
1904
29 CFR 1904.33 – Retention and updating
Retention: 5 years
Disposition Method: Shred
Respiratory
Protection Program
Description: Documentation includes respiratory protection
program, training records, respiratory fit test medical questionnaire and fit
testing records.
Source: 29 CFR
1910.134(m) – Respiratory Protection
Retention: Duration of employment plus 5 years
Safety Training Records
Documentation of employee training and certification such as for
equipment operation, hazardous material handling and emergency procedures,
driver training, CPR and first aid training, and asbestos awareness training
for removal, abatement, or transportation. This series may include but is not
limited to: sign off sheets indicating that employees have received training;
instruction sheets; copies of hazardous material data sheets; informational
materials; and related documentation and correspondence.
Source: 29 CFR
1910.1020 - Access to employee exposure and medical records
Official Copy: Environmental Health and Safety Office
Retention: 30
years after employee separation
Disposition
Method: Shred
Last updated February 2009
Telephone Services/CATV
Administrative Files
Description: Conflict-of-interest agreements, telephone call
trace records, emergency internal and external contact lists, schematic of
campus telephone cable plant, departmental SOP documentation, correspondence,
and annual report.
Retention: Destroy in office two years after expiration,
renewal, or update.
Financial Records
Description: Deposit receipts, journal entries, requests for
payment, budget transfers, budgetary information, FYE director’s statements,
purchase orders, vendor invoices, monthly administrative telephone billing,
telephone commission checks, and equipment expenditures.
Retention: Destroy in office after five years.
Training/Operating Materials
Description: All printed materials entailing operations,
upgrades, replacement, etc., for telephone switch and various equipment.
Retention: Destroy in office after equipment is retired.
Description: Copies of binding contracts for phone service, both wired and wireless; support and/or maintenance services for 911, telephone switch, VM, and call accounting systems.
Retention: Destroy in office two years after expiration or renewal.
Last updated October 2008
Institutional Advancement
Institutional Advancement includes the offices of Advancement Services, Alumni Relations, Annual Fund, Major and Planned Giving, and University Communications.
Administrative Records
Description: Records concerning the administration of the office. Files may include reports, memos, correspondence, reference information, subject files, budget information, and other related records.
Retention: Consult with Archives after 5 years or when reference value ends for appraisal and final disposition, except for personnel files. Destroy personnel files in office when reference value ends.
Major and Planned Giving
Stewardship
Campaign Files
Description: May include reports,
publications, prospect lists, etc.
Retention: As space and needs permit.
Endowment Files
Including but not limited to the following:
Description: Copies of signed use/gift agreement.
Retention: Permanent
Description: Historical material regarding establishment of endowment: Letters, contact reports, notes, recipient information if applicable.
Retention: Discard after materials are imaged.
Description: Copies of annual report letters and financial information.
Retention: Discard after materials are imaged.
Memorial Files
Description: Include information on plaques and other tangible memorials
installed on campus, or in process.
Retention:
Permanent
Restricted Gift
Funds (not endowed)
Description: Includes copies of use agreement, and copies of other
documentation providing direction on the use of the gift.
Retention: Discard after 2 years. (Originals in donor master file should be retained permanently)
Scholarship Files
Description: Includes worksheets and other information for awarding endowed
scholarships to students.
Retention: 3
years (electronic)
Last updated October 2008
President's Office
Academic
Departments & Programs
Description:
Miscellaneous information and records pertaining to academic departments and
programs.
Retention:
Retained indefinitely in hard copy. Some information stored on departmental
share drive.
Accounting Files
Description:
Annual departmental budgets, expenditure records and director’s statements.
Retention:
Electronic copies retained indefinitely.
Administrative
Departments
Description:
Miscellaneous information and records pertaining to administrative departments.
Retention:
Retained indefinitely in hard copy. Some information stored on departmental
share drive.
Board of Trustees
- Board Meeting Materials
Description:
Schedules, agendas and background information for Denison Board of Trustees
committee and business meetings.
Retention: Hard
copies are retained permanently in Archives and for two years in the
President’s Office. Electronic copies are stored on the departmental share
drive.
Board of Trustees
- Board and Trustee Assessment Data
Description:
Confidential responses to Trustee self-assessment and Board assessment
questionnaires.
Retention: Hard
copies are retained permanently in the President’s Office.
Board of Trustees
- Business Meeting Minutes
Description:
Minutes of the Denison Board of Trustees business meetings which take place in
October, January and April of each academic year.
Retention: Hard
copies are retained permanently in Archives and for two years in the
President’s Office. Electronic copies are stored on the departmental share
drive.
Board of Trustees
- Code of Regulations & Articles of Incorporation
Description:
Current and prior versions (dating to 1947) of the Denison University Code of
Regulations (bylaws) and Articles of Incorporation.
Retention: Hard
copies are retained permanently in the President’s Office. Current version is
stored electronically on the departmental share drive.
Board of Trustees
- Committee on Trustee Affairs Meeting Minutes
Description:
Minutes of the Denison Board of Trustees Committee on Trustee Affairs meetings
which take place in October, January and April of each academic year.
Retention: Hard
copies are retained permanently in Archives and for two years in the
President’s Office. Electronic copies are stored on the departmental share
drive.
Board of Trustees
- Individual Trustee Files
Description:
Biographical information, correspondences, etc., for all Active and Life
Trustees.
Retention: Hard
copies are retained permanently in the President’s Office.
Event Logistics
Records
Description:
Schedules, planning documents, menus, etc. for Presidential events, including
Commencement.
Retention: Electronic
copies are stored on the departmental share drive.
Faculty Meeting
Minutes
Description:
Minutes of monthly faculty meetings.
Retention:
Retained electronically on departmental share drive and archived to 1999 on
Provost’s Office Governance web page.
Honorary Degrees
Description: Biographical
and nomination information on honorary degree nominees and recipients.
Retention: Hard
copies are retained permanently in the President’s Office.
Miscellaneous
Files
Description: Miscellaneous
records and files on a variety of topics. Examples include Denison History,
Foundations & Boards,
Retention: Retained
indefinitely in hard copy. Some information stored on departmental share drive.
President’s
Correspondence
Description: Letters
written and sent from the President as part of University business.
Retention: Electronic
copies retained indefinitely.
Senior Staff
Meeting Minutes
Description:
Minutes of weekly Senior Staff meetings.
Retention:
Retained electronically by Special Assistant to the President.
Last updated November 2008
Equity and Diversity
Administrative Files
Description: Committees, workshops, conferences,
events, projects, and grants are kept in files on the computer.
Retention:
Indefinitely
Description: Lists of Faculty hired, and charts to
show gender and ethnicity.
Retention: 5 yrs.
Description: Records of the events,
contracts, catering etc since the inception of honoring the day of learning
since 2001.
Personnel
Records
Description:
Paper
files from searches. These files will
now be archived online with People Admin hiring system.
Retention:
2 years
for hard copies; forever in the archives online
Posse
Program
Description:
Lists
of current and past Posse cohorts and their retention rates. Also included are records of the Posse
mentors’ travel and contracts.
Retention: Indefinitely
Last updated October 2008
Institutional Research
Annual Budget
Description: Institutional Research Office annual budget
Retention: Archived annually/stored indefinitely
Disposition: N/A
Assessment Committee/Assessment Toolkit
(0020.01)
Description: Internal report
Retention: Indefinite
Disposition: N/A
Bond Rating Summary (0035.00)
Description:
Retention: Most recent record retained as hard copy in IR Office, 10 years stored electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Census Data (Various) (0050.00)
Description: US Census Data
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Comparison of Key Indicators:
Description: Collection of Board Defined Benchmarks
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Fact Book (0400.00)
Description: Collection of general university statistics
Retention: Most recent 10 years of documents retained as hard copy in IR Office.
Documents archived annually, image retained indefinitely
Disposition: Retired hard copy will be shredded
HEDS: Faculty Attrition/Replacements
(0500.00)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Faculty Census (0510.00)
Description: Internal report on faculty demographics, tenure, etc.
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Faculty Compensation Comparison (0520.00)
Description: Internal report on faculty compensation
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Fee Increase Review of Public Institutions (0530.00)
Description: Federal ad hoc data collection and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Fiske Guide (0600.00)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Admissions Cost Survey Submission (0800.00)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Admissions Study (0800.05)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Alumni Survey (0800.62)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Athletic Participation (EADA) (0800.65)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: CIRP Freshmen Survey, MISC (0800.69)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Completions (IPEDS) (0801.25)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Deposits Survey (0801.35)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Dues, Fees, Memo of Understanding (0801.40)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Employee Benefits Study (0801.45)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Endowment (NACUBO) (0801.50)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Faculty Compensation (AAUP) (0801.55)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Faculty Fringe Benefits (0801.60)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Faculty Recruitment (0801.65)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Faculty Survey (HERI) (0801.70)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Fall Enrollment Report (0801.75)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Fall Staff Report (0801.80)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Finance (0801.85)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Financial Aid (0801.90)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: FTE Calculations & Student Faculty Ratio (0801.95)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Graduation and Retention (0802.05)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Institutional Characteristics (IPEDS) (0802.10)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Libraries (IPEDS) (0802.15)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Multiyear Admissions Trends (0802.20)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: National Indicators (0802.25)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Starting & Adjunct Faculty Salaries (AAUP) (0802.35)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Tuition and Fees (0802.50)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
HEDS: Voluntary Support (CAE) (0802.55)
Description: Consortia data request and report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Instructional Cost Analysis (0900.00)
Description: Internal report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Institutional Research Email Records
Description: Email correspondence
Retention: IR email correspondence will be retained for 2 years. Current year files
will remain active and previous year files will be electronically archived on
university LAN
Disposition: 2 year old archive will be deleted annually (Note: Some
email correspondence may be stored indefinitely on university LAN)
NACUBO Financial Aid Study (0920.00)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Description: Federal ad hoc data request/study
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
North Central Association of Colleges
& Schools (0945.00)
Description: Accreditation compliance information submitted to NCA
Higher Learning Commission Regional Accrediting Agency
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
North Central Association of Colleges
& Schools DU Assessment of Learning Outcomes (0945.02)
Description: Accreditation compliance information submitted to NCA
Higher Learning Commission Regional Accrediting Agency
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Retention Rates by Ethnicity (0980.00)
Description: Internal report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Retention Study (0980.10)
Description: Internal report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Staffing Benchmarks (Minter Associates) (1010.00)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Staffing University Analyses (1020.00)
Description: Internal report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: AAUP
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: ACE (
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: ACM Tuition (1100.05)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: ACT Institutional Data (1100.10)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: AICUO Annual Report Survey (1100.20)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: AICUO Counselor Update Form (1100.25)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: AICUO Counselor's Guide (1100.30)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Barron's Profiles of American Colleges (1100.70)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Business First of Columbus - Colleges & Universities (1100.80)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Business First of Columbus - Largest Employers (1100.85)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: CEO Leaderboard (1101.00)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Chronicle Guidance Questionnaire (1101.10)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College Blue Book (1101.20)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College Board Annual Survey of Colleges (1101.25)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College Bound Admission Trends (1101.30)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College Collage (1101.35)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College Counsel (1101.40)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College Money Program (1101.50)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: College View (1101.55)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Colleges and Universities 2000 Study (1101.60)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Common Data Set (1101.65)
Description: Data collection for external requests
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Dehne Report Current Students/Voluntary Withdrawal (1101.70)
Description: Consultants Study & Report
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Falcon Management Group (1102.10)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Financial Publishing Corp. College Scope (1102.15)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Game of Life (1102.20)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: GLCA (1102.22)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Guidance Information System (1102.25)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: HEI Database (
Description: State compliance data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Higher Education Publication Higher Education Directory (1102.45)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Hispanic Outlook in Higher Education Magazine (1102.50)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Insider's Guide to the Colleges (1102.60)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Completions (1200.00)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Employees by Assigned Position (1200.05)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Fall Enrollment (1200.10)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Fall Staff (1200.15)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Finance (1200.20)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Financial Aid (1200.25)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Graduation Rate (1200.30)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Institutional Characteristics (1200.35)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Institutional Price and Student Financial Aid (1200.40)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Library (1200.45)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: IPEDS Salaries (1200.50)
Description: Federal compliance information submitted to NCES
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Kaplan Guide to College Selection (1300.10)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Key Facts (1300.17)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Market Data Retrieval (1300.20)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NACUBO Fall Tuition Discounting Survey (1300.25)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NACUBO Financial Statistics (1300.30)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: National Beta Club (1300.35)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NCA Annual Report (1400.00)
Description: Accreditation compliance information submitted to NCA
Higher Learning Commission Regional Accrediting Agency
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NCA Dues Calculation Form (1400.05)
Description: Accreditation compliance information submitted to NCA
Higher Learning Commission Regional Accrediting Agency
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NCA Institutional Data Update (1400.10)
Description: Accreditation compliance information submitted to NCA
Higher Learning Commission Regional Accrediting Agency
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NCA Sites and Distance Delivery Survey (1400.15)
Description: Accreditation compliance information submitted to NCA
Higher Learning Commission Regional Accrediting Agency
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NCAA Enrollment and Persistence Rates Disclosure (1500.00)
Description: NCAA Div. III Compliance
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NCAA Equity in Athletics Disclosure Act Form (1500.05)
Description: NCAA Div. III Compliance
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Newsweek/Kaplan Survey (1500.10)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NSF Survey of Research and Development Expenditures (1500.20)
Description: Voluntary data submission National Science Foundation
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NSF Survey of Science and Research Facilities (1500.25)
Description: Voluntary data submission National Science Foundation
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: NSSE (1600.00)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Nuveen, John & Co., Inc (1700.00)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: State compliance data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored electronically
on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Peterson's Annual Survey of Higher Education Personnel (1800.00)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Peterson's Financial Aid (1800.05)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Peterson's Guide to 4-Year Colleges (1800.10)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Peterson's Learning Disabilities (1800.15)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Peterson's Undergraduate Institutions (1800.20)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Peterson's Visual Performing Arts Survey (1800.25)
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Physical Ed. Faculty in AAUP Count (1900.00)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Physical Facilities (
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Rumper Dean's (1900.20)
Description: Consortia data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: SmartMoney (Wall Street Journal) (1900.25)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: St. Lawrence University (1900.30)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Time:
Description: External data request for college guide
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Tuition Exchange Program (1900.45)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Turning Point Educational Systems (1900.50)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey:
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: US News & World Report (2000.00)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: USDE Distance Education at Higher Ed. Institutions (2100.00)
Description: Federal ad hoc data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored
electronically on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: USDE Remedial Courses (2100.05)
Description: Federal ad hoc data request
Retention: Most recent record retained as hard copy in IR Office, 10 years stored electronically
on university LAN
Disposition: Retired hard copy will be shredded, and retired electronic
files will be deleted
Survey: Wintergreen/Orchard House Money Guide Best College Buys (2200.00)
Description: External data request
Retention: Most recent record retained as hard copy in IR Office, 5 years stored
electronically on university LAN
Disposition: Retired hard copy
will be shredded, and retired electronic files will be deleted
Last updated November 2008
Provost's Office
Athletics, Physical Education and Recreation
Description:
Description: Scheduling of
all Physical Education Center facilities and fields using
Description:
Description: Records on
major building projects and other support materials.
Retention: Kept indefinitely
in department.
Description: Athletic
department staff meeting minutes, physical education teaching faculty meeting
minutes, equipment and facilities staff meeting minutes, and similar records.
Description: Personnel
files, time sheets, reappointment files, and evaluation materials.
Student Employment
Records
Description:
Description: Student and
non-student waivers.
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
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.
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.
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.
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.
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.
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
Retention: Kept permanently.
Planning
Description: Museum strategic and other plans, mission statement.
Retention: Kept permanently.
Description: Museum policies and operating procedures, emergency plan/procedures.
Retention: Kept permanently.
Departments and Programs
Communication
Budget Files
Description: Records containing invoices, receipts,
requisitions and budget reports.
Retention: Destroy in office after 5 years or when reference
value ends, whichever is later. Record
maintained on Banner (centralized resources) can be destroyed after 3 years.
Class Schedules
Description: Reference copies of departmental class schedules.
Retention: Destroy in office after 5 years. Archived on
department wiki (centralized resources) and by Registrar.
Correspondence
Description: Official office or departmental
correspondence.
Retention: Destroy in office after 3 years
or when reference value ends, whichever is later. Department meetings and policies archived on
department wiki (centralized resources).
Course Enrollment
Description: Lists of students enrolled for each class
offered by the department.
Retention: Destroy in office after 5 years or when reference
value ends, whichever is later. Archived
on Registrar’s website (centralized resources).
Course Syllabi
Description: Syllabus or course outline of each course
offered by the department.
Retention: Maintain in office until reference value ends. Archived on department wiki (centralized
resources).
Departmental Program Files
Description: Records containing departmental programs
and courses. Files may include committee minutes and reports, course proposals,
course enrollment, grants, publicity, newsletters and annual reports.
Retention: Destroy in office after 3 years or when reference
value ends, whichever is later. Some
materials such as department meeting minutes archived on department wiki
(centralized resources).
Faculty Personnel Files
Description: Records concerning departmental faculty.
Files may include honors and awards, biographical information, internal
evaluations and other related records. Files may contain restricted
information.
Retention: Destroy in office when reference value ends. Records maintained in Provost Office during
employment at the university.
Job Searches
Description: Records concerning activities of
specially-formed search committees charged with recruiting new or replacement
faculty members. Files may include correspondence, resumes, applications, and
other related records. Files may contain restricted information.
Retention: Transfer applications and other records for
individuals hired to appropriate personnel file when individual accepts
position. Destroy applications for individuals not hired 2 years after date of
receipt if no charge of discrimination has been filed. If charge has been
filed, destroy in office 1 year after resolution of charge. Since 2008-2009, application materials can be
found on PeopleAdmin through the Human Resource Office (centralized resources).
Senior Student
Research
Description: Records
of department senior student research proposals and reports.
Retention: Retain
in department until reference value ends.
Student Advising
Folders
Description: Academic
advising folders maintained on advisees assigned to department faculty members. Summary and comprehensive history of the
student’s academic courses, credit hours, grades, and averages.
Retention: Folders kept in faculty advisor’s office and then
moved to the department office once students have graduated. Files kept in
office for three years. Official records
from Register Retain permanently. Records older than 40 years old will be
submitted to Archives.
Communication Department Course Proposals
Description: Course proposals for communication
courses.
Retention: Maintained in department office and online by university
indefinitely.
Communication Department Major and Minor Lists
Description: Office lists of communication department
majors and minors from the Registrar.
Retention: Kept in department for 5 years and then
shredded. Archived by Registrar (centralized
resources).
Student Counseling
Reports
Description: List
of courses, GPAs, off-campus activity, internships, and grades for students
during their university stay. Distributed by Registrar’s office.
Retention: Kept
in student file. Additional copy requested
by department secretary for department database. Shredded after a year.
E-mail retention
Description: Personal
and department correspondence.
Retention: The initiator of the email responsible
for its proper retention if it was generated within the community, or first
recipient if the email comes from an external source. Copies of email may be
deleted because the initiator is the person responsible for retention. Department
Correspondence kept electronically as long as paper copy would be kept. Some emails are printed and filed in
appropriate subject file and maintained until reference value ends. Personal faculty email correspondence is
maintained until reference value ends.
Student Employment
Records
Description: Record
of time worked for department student workers and Department Fellows.
Retention: Retain
three years, then destroy. Records now
retained on Self Service by Human Resources.
Last updated February 2009
Studio Art
Budget Files
Description: Records
containing invoices, receipts, requisitions and budget reports.
Retention: Destroy
in office after 3 years or when reference value ends, whichever is later.
Class Schedules
Description: Reference
copies of departmental class schedules.
Retention:
Destroy in office after 5 years.
Correspondence
Description: Official
office or departmental correspondence.
Retention:
Destroy in office after 3 years or when reference value ends, whichever is
later.
Course Enrollment
Description: Lists
of students enrolled for each class offered by the department.
Retention:
Destroy in office after 5 years or when reference value ends, whichever is
later.
Course Syllabi
Description: Syllabus
or course outline of each course offered by the department.
Retention: Maintain
in office until reference value ends.
Departmental
Program Files
Description: Records
containing departmental programs and courses. Files may include committee
minutes and reports, course proposals, course enrollment, grants, publicity,
newsletters and annual reports.
Retention:
Destroy in office after 3 years or when reference value ends, whichever is
later.
Faculty Personnel
Files
Description: Records
concerning departmental faculty. Files may include honors and awards,
biographical information, internal evaluations and other related records. Files
may contain restricted information.
Retention:
Destroy in office when reference value ends.
Job Searches
Description: Records
concerning activities of specially-formed search committees charged with
recruiting new or replacement faculty members. Files may include
correspondence, resumes, applications, and other related records. Files may
contain restricted information.
Last updated October 2008
First Year Programs
Applications for
June and August Orientation Staff
Retention: 1 year
Budget information
Retention: 1 year
CIRP and YFCY Annual
Data
Retention: Indefinite
Dean of First-Year
Students Advising Emails and Files
Retention: 4 years
Electronic Reports
of Mid-term and Final Grades
Retention: 4 years
First Year Incident
Reports Received by Dean of First-Year Students
Retention: 4 years
June-Orientation and
Pre-Orientation Registrations
Retention: 1 year
Student Worker Confidentiality
Release Rorms
Retention: 4 years
Withdrawn Files
Retention: 5 years
Last updated October 2008
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
Retention: Retain
permanently.
System Log Files on Production Servers
Retention: Kept for varying lengths of time depending on
server file space.
Meeting Minutes
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.
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.
Description: Library building renovation plans, repair work
order requests.
Retention: Major renovations records kept 10 years, then archived. Work orders discarded upon job completion.
Description
Retention: Kept 5
years, shredded.
Description: Newsletters, brochures, handouts produced by
library staff.
Retention: Kept
10 years, one copy of each revision archived.
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.
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.
Description: Library staff resumes and job descriptions,
student workers employment.
Retention: Inactive
staff records archived. Inactive student records kept 3 years, shredded.
Description: Library 3 year plan, goals and objectives, mission/vision
statements.
Retention: Kept
at least 15 years; one copy of each revision archived.
Description: Overall library policies, and operating procedures
for each library unit (circulation, cataloging, acquisitions, etc.).
Retention: Kept
until superseded; one copy of each archived.
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.
Description: Materials in all formats that are of continuing importance
to
Retention:
All university records of continuing importance retained.
Administrative subject files about the collection retained. Donor files
retained.
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: One year and then destroy. Items thought to be valuable beyond one
year could be scanned and put with student’s Xtender file.
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: 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.
Description: Rosters and summaries of individually
assigned grades awarded to students in course order.
Retention: Maintained permanently.
Description: Semester and annual summaries of instructors
grade distributions and averages per class and final instructor GPA.
Retention: Maintain for twenty years, then destroy.
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.
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.
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.
Description: Student change of registration forms
(add/drop) organized alphabetically by semester.
Retention: Retain two years after submission, then destroy.
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.
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.
Description: Senior graduation review sheet with degree
audit for conducting graduation interviews for prospective graduates.
Retention: Two years after graduation, then destroy.
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.
Description: Registration forms, master rosters, session
rosters for June Orientation, and miscellaneous materials for August
Orientation.
Retention: One year after submission, then destroy.
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.
Description: Student petition requesting general education
modifications, fee waivers, and exceptions to academic policies.
Retention: Maintain for four years, then destroy.
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.
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.
Student Affairs
Academic Support and Enrichment Center
Annual reports are stored on the shared network drive dating back to 1998.
Budget and Faculty Student Meal Account Receipts
Description:
Copies of budget requests and spending.
Retention: One fiscal year.
Disability Documentation File
Description: Disability documentation, advising notes, and copies
of requests for accommodation.
Retention: Retained until student graduates or if student leaves
the institution, kept until his/her reported graduation year.
Low Semester Warning (LSW) and Midterm Contact Sheets
Description: Contact sheet and notes from conversation with
students with low semester grades or low grades a the midterm.
Retention: Retained until student graduates or if student leaves
the institution, kept until his/her reported graduation year.
Student in Academic Difficulty (SIAD) Counseling File
Description: Materials and notes kept while student meet with
Academic Support while on probation.
Retention: Retained until student graduates or if student leaves
the institution, kept until his/her reported graduation year.
Student Worker Applications
Description: Application for student workers hired in
Retention: Retained until student graduates or if student leaves
the institution, kept until his/her reported graduation year.
Student
Disability Documentation
Description: This files contain psychological
education report, details/documentation of disability and recommendation of
accommodations.
Retention: Seven
years post graduation/departure from campus.
Tutor Application
Retention: One year following the semester of hire.
Tutor Expectation Form
Description: Contract with Tutors and Academic Support.
Retention: One year following semester of hire.
Tutor Request Form
Retention: One and a half to two years.
Tutor Verification Form
Description:
Verification that tutor and tutee met
and tutor should be paid.
Retention: One and a half to two years.
Last updated January 2008
Alford Center for Service Learning
Description: America Reads awards for student
service.
Retention: 2 years
Annual Budget
Description:
Retention: Sent to accounting annually.
Annual Report
Description: Annual Report of Center Operations.
Retention: Indefinite
Applications
Description: Applications
for the America Reads Program and DCA chair and cabinet positions.
Retention: 2 years
Evaluations by Community
Partners
Description: School evaluations and community site
evaluations.
Retention: 4 years
General Correspondence
Description: Letters and memorandums relating to Service
Learning and America Reads in the community.
Retention: 2 years
Minutes
Description: Meetings of the SLAC meetings
and staff meeting minutes.
Retention: Indefinite
Service-Learning
Course Materials
Description: Course description, syllabi, assessment
outcomes.
Retention: Indefinite
Student Experience Programs
Description: Applications and project reports from internships,
scholarships, student grants and service trips.
Retention:
4 years
Last updated November 2008
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.
Dr. Ted & Eva Miller Scholarship: Retain for 10 years
Retention: 5 years.
Last updated March 2008
Denison Community Association
Annual Budget
Description: DCA annual
budget (July-June) submitted to DCGA.
Retention: 4 years
Annual Report
Description: Annual Report of DCA events, submitted to
director annually.
Retention: 4 years
Applications
Description: Applications for DCA cabinet and Chair
positions
Retention: 2 years
DCA Awards
Description: DCA awards for student service
Retention: 7 years
DCA Hours
Description: Hours of all participants
of DCA
Retention: 10 years
Evaluations
Description: Community site evaluations, chair
evaluations
Retention: 2 years
General Correspondence
Description: Letters and memorandums relating to DCA
Retention: 4 years
Minutes
Description: Meetings minutes of DCA cabinet and chair
meetings
Retention:
2 years
Last updated November 2008
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
Retention: Seven years.
Last updated September 2008
Lilly Program
Annual Reports
Description: Annual
Program and Financial Report submitted to Lilly Endowment
Retention:
Indefinite
Budget Records
Description: Lilly
Grant Expense Reports, Requests and Receipts; Budget Revision Requests
submitted to Lilly Endowment
Retention:
Community-Wide
Programs
Description: Artist Series, Lecture Series, Gospel
Choir, Visiting Scholar Program
Retention: 7 years
Evaluation
Description: Reports
and surveys collected to evaluate programming of the Lilly Grant Project
Retention: Indefinite
General
Correspondence
Description: Letters
and memorandums with Lilly Endowment and
Retention: Indefinite
Student Experience
Programs
Description: Internships, Scholarships (Music
Ministry, Seminary), Seminary Visits, Mission/Service Trips, Sophomore
Vocational Discernment Program, “Quest”
Retention: 7
years
Last updated October 2008
Religious Life
Annual Reports
Description: Annual
Program Report
Retention: 10
years
Budget Records
Description: Expense
Reports, Requests and Receipts
Retention:
Campus Programs
and Services
Description: Records
of All-Campus Events, such as Lessons
and Carols Christmas Service, Easter Paschal Vigil, MLK Convocation,
Baccalaureate.
Retention: Indefinite
General
Correspondence
Description: Letters and memorandums relating to
religious observances, the conducting of programs and services, student
recommendations, etc.
Retention: 2
years
Memorial Services
Description: Records of Memorial Services held for
individuals affiliated with
Minutes
Description: Meetings
of the Religious Life Advisory Board (R-LAB)
Retention: Indefinite
Religious Life
Awards
Description: CL Williams and Shepardson awards for
student service
Retention: Indefinite
Religious
Preference Survey
Description: Annual survey instruments collected and
report of the distribution of religious traditions on campus
Retention: Report-Indefinite; Survey responses-2
years
Student
Organizations and Programs
Description: Records of activities and programming
conducted by organizations affiliated with the Office of Religious Life (Agape,
Campus Crusade for Christ, Canterbury Club, Centenary Methodist Fellowship,
Denison Religious Understanding, Ecclesia, Friends Meeting, Hillel, Muslim
Student Association, Newman Association, Presbyterians at Denison, Tehillah)
Retention: 5 years
Retention: Indefinite
Worship Bulletins
Description: Weekly services of the Ecclesia Chapel Program
Retention: Indefinite
Last updated October 2008
Student Activities
Contracts
Description: Performers, speakers and participants in programming.
Retention: Records are retained for 3 years unless litigation has been initiated. Records housed in various Student Activities offices and in storage on the third floor of Slayter.
Greek Grades and Grade Releases
Retention: Held during tenure of student's enrollment at Denison.
Greek History, Judicial Status and Reports
Retention: Held indefinitely in Student Activities, Community Rights and Standards, and the VP of Student Affairs offices.
Personnel
Description: Files for professional and support staff.
Retention: 10 years post Department/Denison tenure in Director's office. Search related information retained for three years except for successful candidates application materials which are added to personnel file.
Last updated October 2008
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 four years
after graduation or withdrawal from the University. Records related to Disciplinary Suspension or Expulsion are maintained indefinitely.
Last updated October 2008