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BUSINESS SERVICES (SYSTEM & CAMPUS OFFICES) AUTHORIZATION NO. 77-125

This authorization covers the Business Services Offices at the campus and system level.

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  1. Real Estate Records
  2. Leases, Contracts, And Agreements (Non-Real Estate)
  3. Room Application Records
  4. Federal Communications Commission (FCC)
  5. Liability Waivers
  6. Insurance Claim And Theft Reports



ITEM NUMBER

1. Real Estate Records

These files contain the "official records" of real estate owned or leased by the University. Records in the group, include but not limited to, deeds, abstracts, appraisals, Board papers, tax records, easements, use restrictions, title reports, agreements with federal, state or local governmental agencies or private businesses/people, environmental assessments, etc.

Authorized Retention:

Retain for ten (10) years after property is no longer owned or leased by the University, and then transfer records to Campus Archives for historical evaluation and preservation.

NOTES: This authorization does not apply to real estate records at Missouri Research Park which are covered by Records Retention Authorization 41-103.

Real estate records retained by both the campus and system Business Services Offices are both considered the “official record” as the campus offices may have some details regarding property that the system office does not have.

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2. Leases, Contracts, And Agreements (Non-Real Estate)

This records group includes, but not limited to, copies of documents such as leases, contracts and agreements (with related or backup documentation and correspondence) entered into between the University and parties outside the University.

Authorized Retention:

Retain for five (5) years after the end of the lease, contract or agreement, and then destroy.

NOTE: This authorization does not apply to leases, contracts and agreement records retained by the Procurement Offices as they have their own Records Retention Authorization, 41-112, covering the bid or formal contract documents.

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3. Room Application Records

These records consist of applications for use of University buildings or rooms by student or other University affiliated organizations and departments. Information included as part of the application includes, but not limited to, name of organization or department, contact person, address, phone numbers, date and time building or room is needed, etc.

Authorized Retention:

Retain for one (1) year after year of request, and then destroy.

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4. Federal Communications Commission (FCC)

These records are related to licenses with the Federal Communications Commission (FCC) and include, but not limited to, licenses, construction permits, applications for permits and licenses, reports and possible correspondence related to the licenses.

Authorized Retention:

A. Transfer official copies of all FCC licenses to Archives upon expiration.

B. Retain correspondence and applications for current licenses and immediately preceding licenses. Destroy previous applications and backup data.

C. Retain FCC regulations and guidelines until superseded, and then destroy.

NOTE: This authorization does not apply to KOMU-TV as they have Records Retention Authorization 37-410 with the same retention periods for their FCC records.

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5. Liability Waivers

These records include sample waiver language used to produce activity consent/liability waiver forms and the signed waiver forms used for University sponsored events. In most cases the signed liability waiver forms are retained by the department sponsoring the event.

Authorized Retention:

A. Retain sample waiver language document until superseded or for two (2) years, whichever is longer, then destroy.

B. Adult Participants (eighteen (18) years old or older) - retain signed waiver forms for five (5) years after date of event, then destroy.

C. Minor Participants (under eighteen (18) years old) - retain signed waiver forms for twenty- three (23) years after date of event, then destroy.

NOTE: A parent or guardian must sign for minors when under eighteen (18) years of age.

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6. Insurance Claim And Theft Reports

These records are copies of closed insurance claims and theft reports.

NOTE:  The originals of these records should be sent to the Risk and Insurance Management department, which retains the official copies of these records.

Authorized Retention:

Retain for two (2) years, then destroy.

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MO Statute 516-110

This authorization supersedes Records Retention Authorizations 75-9, 81-19, (items 1, 2, 3, 4, 12), 81-20, and 82-09.

Reviewed 2012-07-05.