The "year of record" given for administrative files is normally calendar year or fiscal year. If any other time period, such as academic year, is used, the records must be retained until that year is completed before taking the appropriate disposition steps.
| Description of Record | Year of Record | Dept. Action Required | Auth # |
|---|---|---|---|
| Affirmative Action/EEO Records | Retain until superseded, then transfer to Campus Archives. | 00-013 | |
| Appointment Calendars | 2005 and Prior | Destroy | 00-013 |
| Association/Organization Records[1] | 2005 and Prior | Destroy | 00-013 |
| Awards, Honors, Fellowships, Scholarship Files (Students, Faculty, Staff) | 2002 and Prior | Transfer to Campus Archives. (Microfilm option) | 00-013 |
| Building Coordinator Files | Retain until superseded or no longer of administrative value, then destroy. | 00-013 | |
| Committees | |||
| Ad Hoc Committee Files (Official files of boards, task forces, search committees, etc., appointed for a specific purpose and the committee disbands when the task is completed. Files normally kept by chairperson or committee secretary) | Retain until work of committee has been completed and disbanded, then transfer to Campus Archives. | 00-013 | |
| Committee Member Files (Informational copies kept by standing committee and ad hoc committee members) | Retain until member no longer on committee, then destroy. | 00-013 | |
| Standing Committee Files (Official files of all committees that function on a continuing basis. Files normally kept by Chairperson or committee Secretary) | 2004 and Prior | Transfer to Campus Archives. | 00-013 |
| ‡ Conference and Non-Credit Course Program Files | 01/02 and Prior | Destroy | 00-019 |
| ‡ Conference Credit Course Program Files | 01/02 and Prior | Destroy | 00-019 |
| Conflicts of Interest | |||
| Grants | Retain for three (3) fiscal years after final payment, then transfer to Campus Archives. | 00-010 | |
| Non-grants | Retain for three (3) fiscal years after termination of the conflict, then transfer to Campus Archives. | 00-010 | |
| ‡ Departmental Surveys | 2004 and Prior | Destroy | 00-013 |
| Directives, Policy and Procedure Records | |||
| Informational Copies | Retain until superseded, then destroy. | 00-013 | |
| Official Record (Original) | Retain until superseded, then transfer to Campus Archives. | 00-013 | |
| Equipment Maintenance Records | Retain for one (1) year after disposition of equipment, then destroy. | 00-013 | |
| Foundation Records | Retain until no longer of administrative value, then transfer to Campus Archives. | 00-013 | |
| General Administrative Files | |||
| Subject files or Correspondence that document the department's role in University affairs. | 2002 and Prior | Transfer to Campus Archives. (Microfilm Option) | 00-013 |
| Personnel [2] | |||
| Prohibited Personnel Records Many personnel related records are confidential in nature and are not to be retained within the departments. The list of prohibited records is too long to list here. See Records Retention Authorization 00-016, item #3, here for list of prohibited records and instructions on disposition of those records. |
00-016 | ||
| Application for Employment: (Rejected Faculty Positions - originals and copies) | 2004 and Prior | Destroy | 77-104 |
| Application for Employment: (Rejected Staff positions - copies) | All years | DESTROY -- Not to be retained at department level. | 77-104 |
| Application for Employment: (Rejected Staff positions - originals) | All years | Not to be retained by departments. Transfer to appropriate Human Resource Office. | 77-104 |
| EEO/Affirmative Action Records | Retain until superseded, then transfer to Campus Archives. | 00-013 | |
| Employment Eligibility Verification Form (I-9) and support documents (originals) | All years | Transfer to appropriate Human Resource Office. | 00-016 |
| Terminated Employee Files (Faculty) | 2006 and Prior | Transfer to Campus Archives. | 00-016 |
| Terminated Employee Files (Staff)[2] | 2006 and Prior | DESTROY - Except all originals of disciplinary materials and performance appraisals to be transferred to Campus Human Resource Office. | 00-016 |
| Transferred Employees (Staff) | All years | Forward to new department. | 00-016 |
| Photos and Slides | 2002 and Prior | Transfer to Campus Archives. | 00-013 |
| Publications | Send one copy to Campus Archives at time of publication. Retain balance until no longer of administrative value, then destroy | 00-013 | |
| Publicity Release Records | Retain for five (5) years after last use, then destroy. | 00-013 | |
| Reference Materials, External | Retain until no longer of reference value, then destroy. | 00-013 | |
| Reports/Project Records - Ad Hoc | 2002 and Prior | Transfer to Campus Archives. | 00-013 |
| Reprint Permission for Copyrighted Materials | Retain for five (5) years after material was reprinted, then destroy. | 00-013 | |
| Statistical Data Records | 2004 and Prior | Destroy | 00-013 |
| Strategic Plan Records | Retain until superseded, then transfer to Campus Archives. | 00-013 | |
| Vehicle Records | Retain for five (5) years after vehicle is traded or sold, then destroy. | 00-013 | |
| Y2K Records | All years | Retain until end of year 2010, then destroy. | 00-017 |
| [1] See Authorization 00-013-13 for exception to 2 year retention. | |||
| [2] UMC departments contact Human Resources for guidance on handling student employee files. | |||
Request for Records Management Assistance