RECORDS RETENTION SCHEDULE

Transcription

1 RECORDS RETENTION SCHEDULE A Records Retention is a guideline which applies to records and records series commonly found in the workplace recommending the length of time these items must be retained and their disposition at the end of their lifecycles. This schedule is intended to cover all University and Health System records having a legal, regulatory or management retention requirement. It also applies to records in the inactive phase of their life cycle; therefore, the retention period set forth in this schedule begins at the conclusion of or completion of an ongoing matter. Most records will not be kept ly. Normally only 3-5% of a department s records have archival or historical value. During the course of business, many drafts and copies of documents are created as part of the work process. These should be destroyed as soon as they are no longer needed. Records for which there is no legal, regulatory or management retention requirement should be authorized for destruction by the senior officer of each administrative or academic office of origin. Digital or Electronic Records Disposition of records created, retained, or stored in information systems or computers should follow the same guidelines as traditional records. Digital or electronic records having no retention requirement should be deleted promptly, for example, . However, some s contain official statements or make policy and must be retained. 1

2 UNIVERSITY ADMINISTRATION RECORDS Trustee Board & other Governance, Committees & Meetings Proceedings of the Trustee Board, Academic Committees, & ; transfer to the U Archives after 2 years Administrative reports Records of other committee and meeting minutes retain until no longer useful, then transfer to meeting minutes U Archives Conference files, then transfer to archives for purging Contracts/Legal Design & Construction contracts life of building Other contracts (except research administrative contracts)) after termination Patent, trademark & other intellectual property records Litigation, claims Authorizations for release of records, subpoenas, court orders Real Property records Leases (Real Property & Capital Equipment) retain until superseded or inactive plus 5 years Pharmaceutical assistance contracts Regulatory Records Accreditation records Licensure records Faculty Records Faculty meeting minutes ; send a complete set to the U Archives at the close of each academic year Faculty promotion and tenure Bylaws Conflict of interest disclosures Search Records Presidential Search records ; transfer to the U Archives after 2 years Academic Search records retain 2 years from date search is completed Publicity Records Brochures and promotional material send 2 copies to the U Archives when circulated Press Releases retain until no longer useful, then transfer to the U Archives Programs and invitations retain until no longer useful, then transfer to the U Archives Miscellaneous Activity reports retain 2 fiscal years, then destroy Annual reports ; send 2 copies to the U Archives when circulated Commencement lists ; transfer to the U Archives after 2 years 2

3 Comment programs Correspondence (Policy related) Correspondence (Routine) Grant Files Mailing Lists Media Equipment and Production Photographic and Video materials Policies & Procedures Speeches and Writing Visitor logs Telephone logs University Publications Academic Standing reports Academic Program Administrative records Admissions records (accepted) Admissions records (denied) Book orders Grade records Grievance records Other academic records Career Planning and Placement Certification records Class schedules Class lists College catalog Counseling Case records Course description/syllabi Degree Completed records Degree Uncompleted records Diploma Mailing verification ; send 2 copies to the U Archives when circulated, then transfer to the U Archives for purging retain until no longer useful, then destroy 4 weeks (routine); longer depending on content (policy related) transfer to the U Archives after 5 years from the end of the grant period retain until updated, then destroy retain 6 years retain no longer then useful, then transfer to U Archives for appraisal retain 10 years after withdrawal/revision retain until no longer useful, then transfer to U Archives retain until no longer useful, then contact the U Archives for appraisal retain 6 months or until no longer useful send 2 copies to the U Archives at time of circulation ACADEMIC/STUDENT RECORDS date of last attendance (a) 3 years after denial; (b) 1 year after notification of admission if applicant fails to enroll; (c) 1 year for test scores of student who do not apply college retains 2 years from last day of semester then destroys; registrar retains 3 years after last enrollment (appealed and not appealed) retain 4 years after initial certification transfer to the archives after 2 years;, then destroy transfer to the U Archives after 2 years; retain 15 years after last contact, then destroy 20 years after completion (a) 25 years after last enrollment for doctoral students; (b) 10 years after last enrollment for masters students 3

4 Disciplinary action records Enrollment statistics Examinations and Term Papers Financial Aids records Foreign student forms (I-20) Immunization records Independent Study records Interviewer/admissions committee evaluations Instructors Grade records International Student records (non-academic) Internship Program records Letters of recommendation Letters of recommendation Medical Student Performance Evaluation Name Change records New Degree Program and Course proposals Program Development and Review Recruiters records Residency Affidavits Room Scheduling Student Academic files (departmental) New Degree Program and Course proposals Recruiters records Student Conduct Student projects/reports Student Recruitment Theses and Dissertations records Transcript Hold or Encumbering Authorization forms Tuition fees and schedules after date of last attendance ; transfer to the U Archives after 2 years retain 1 term after completion for uncontested grade results after annual audit has been accepted after graduation or date of last attendance retain 4 years after the student s graduation ate after the students graduation date retain 2 years (a) 7 years after last enrollment for matriculates; (b) 1 year after failure to enroll for non-matriculates after the students graduation date retain 2 years after degree completed or last enrollment (a) for committee meeting minutes and Proposals curriculum proposals; (b) 5 years for all other records (a) for final reports and reviews of Individual degree programs; (b) 10 years for all other records retain 2 years (a) for committee meeting minutes and curriculum proposals; (b) 5 years for all other records retain 2 years (a) 75 years for cases involving expulsion, degree revocation, or negative transcript notation; (b) 10 years for cases involving suspension; (c) 5 years for all other disciplinary cases after the students graduation date ; send 1 copy to library and 1 copy to the U Archives retain until release of the hold authorization ; transfer to the UArchives after 2 years 4

5 Veterans records following termination of enrollment period Registrar (Governing authorities: Family Educational Rights & Privacy Act of 1974, federal, state and AACRAO) Electronic Residency Application service records after ERAS cycle closes Grade records Grade rosters Information release requests Letters of welcome after the students graduation date Transcript requests Transcripts Verifications STUDENT LIFE RECORDS College publications ; send 2 copies to the U Archives when distributed Fraternities and sororities files Publications, locally produced, send 2 copies to the U Archives when distributed Student counseling files after case is closed Student groups & organizations Student Handbooks ; transfer to the U Archives Media guides ; transfer to the U Archives Year Book ; send 2 copies to the U Archives when distributed RESEARCH ADMINISTRATION RECORDS Administration records retain up to 7 years after completion of research or as specified by applicable agency requirements Financial records retain up to 7 years after completion of research Scientific records retain up to 7 years after completion of research Protocols and related documents (Including consents & Indemnification) on grants & contracts covering use of human subjects & animals in research Sponsored research retain up to 7 years unless a longer period is required by sponsor contract Institutional Review Board records; minutes, agendas retain up to 7 years after completion of research Research involving investigational drugs up to 7 years after completion of research or possibly longer Research involving medical devices retain up to 7 years after completion of research (Note: Completion of Research refers to the period after the final close out of the grant and after all documents have been submitted.) ALUMNI RECORDS Retention Alumni club files ; transfer to the U Archives after 5 years Alumni Council records ; transfer to the U Archives after 2 years 5

6 Credential files, students & alumni Reunion class files Annual Reports Book Dedication files/president s letters Copyright File Discard/Lost book files Donation records Equipment warranties Faculty reciprocal borrowing letters Fee/Signature Library Cards Fines and bills Book replacement files Interlibrary Loan Lending and Borrowing records Inventory Lists License Agreements Literature Search Requests Online Catalog records Open Order files Out of Print Search file Reserve records Shelf List records Staff Meeting minutes Standard Operating Procedures Manual Standing order file Study Room reservations Usage statistics Budget Supervisor Minutes Library Committee Meetings Daily Cash Receipts Accounting, Finance & Payroll Accounts payable and receivable records ; transfer to the U Archives after 2 years ; transfer to the U Archives after 2 years LIBRARY RECORDS, then transfer to U Archives retain 4 years life of equipment expiration +1 year expiration +3 years retain 3 months after payment in full expiration +3 years or until superseded retain until action taken + 1 year retain until action taken until superseded retain 2 years, then transfer to archives until superseded until superseded FINANCIAL RECORDS retain 3 fiscal years then destroy 6

7 Annual Financial reports send 2 copies to the U Archives when circulated; retain all other copies 5 years Audit reports deposit in the U Archives after 5 fiscal years Book accounts, then destroy Banking records, then destroy Budget preparation files retain 5 fiscal years Budgets (approved) retain 3 fiscal year, then transfer to U Archives for purging Budget Transfers for audit purposes, then destroy Cash Operations deposit tickets and receipts for audit purposes, then destroy Cash Register tapes Retain current fiscal year plus 4 Employee benefit plans after term of plan General ledgers transfer to the U Archives after 3 fiscal years Financial statements; annual Reports Invoices (Paid) Payroll Adjustment Payroll Deduction Authorization retain until superseded or no longer in effect plus 1 year Payroll Direct Deposit retain until no longer in effect plus 2 years Petty Cash records Records of property subject to gain or loss treatment after taxable disposition Revenue records retain 5 fiscal years Tax returns and supporting records retain 6 years Telephone bills, then destroy Travel requests Vouchers, Receipts Vouchers, Travel Development Fundraising after end of registration period Endowment PURCHASING Bid records retain 5 fiscal years Purchase Requests retain 5 fiscal years, then destroy Purchasing records retain 5 fiscal years, then destroy Receipts Records Vendor files retain 5 fiscal years, then destroy HUMAN RESOURCES RECORDS 7

8 Benefits; Pension Plans Description of benefit plans, seniority or merit pay system after term of plan Pension plan descriptions and ERISA benefits retain 6 years Employment Records Withholding Allowance retain until no longer in effect, then destroy after 4 years from date tax was due Employment applications (not hired) Equal Employment Opportunity grievance transfer to the archives after 4 years and settlement Equal Employment Opportunity plans, then deposit in U Archives Performance and Evaluations retain 2 years after termination Personnel files from termination Time and Leave Retain 1 year Training records Retain 4 years In-Service records Retain 4 years Educational programs Retain 4 years Records of workers employed under special certificates Wage-hour administrator certificates and notices Immigration records after hire or 1 year after termination Attendance records retain 10 years Position description retain until superseded plus 3 years, then destroy Other employment records Health Records Medical tests and screening required by law retain 30 years after employee termination Records of personal or environmental monitoring of exposure to hazardous retain 30 years after employee termination substances Employee records of significant adverse effect to health or environmental retain 30 years after employee termination hazards Employee records of allegations concerning exposure to environmental hazards against employer retain 30 years after employee termination Other employee health records after employee termination RISK MANAGEMENT RECORDS (All paper documents) Insurance Policies (liability, property, other policies) (Maintained by insurance broker) Insurance Bids/Proposals Coverage Renewal Information Certificates of Insurance Evidence of coverage documents. Current year + 2 Years Employee injury reports (Not resulting in a claim) Retain 7 years Student Incident Records Retain 7 years after report date 8

9 Loss Runs Retain 10 years Credentialing Insurance Maintained for the calendar year in which the claim Verification Requests Is closed plus four (4) years Quarterly Financial Reports Retain 5 prior years plus current year Legal Case Records (a) for records of cases resulting in major policy modification, pleadings, final decisions, copies of records of the courts of cases considered historical, and summary statements; (b) 6 years after final decision for all other records Vehicle Use Authorization and Request Records Retain 1 year after superseded or obsolete Hold Harmless, Liability Waiver and Release records Retain 6 years after the end of the event or activity for which the waiver was signed OCCUPATIONAL SAFETY Environmental Health and Safety Records related to measurement of noise in work environment Records of fire, internal disaster and evacuation plan drills Records of fire department Inspections Records of inventory, use and control of radioactive materials retain 30 years Records of disposal or abatement of toxic and hazardous waste retain 30 years Transportation of infectious waste retain 30 years Records of hazardous waste generating retain 30 years Records of employee exposure to hazardous substances retain 30 years Records of asbestos exposure Retain 30 years Records of required testing of fire protection equipment Records of periodic inspections of extinguishing systems until the container is re-inspected or its life Evidence of required hydrostatic testing or portable fire extinguishers until hydrostatically retested at stated intervals of until taken out of service Public Safety Records Crime Statistics/Security Report from disclosure (Cleary Act 1965) Disaster Preparedness Plan retain until superseded PHYSICAL PLANT & EQUIPMENT RECORDS Construction Architectural Plans retain until no longer useful, then transfer to the U Archives Building plans and specifications life of building; transfer to U Archives after building destruction Facilities Building and Grounds Maintenance (a) minor maintenance activities: ; (b) major maintenance activities: retain 10 years 9

10 Equip. Maintenance & Ownership retain for the life of the equipment Equipment Operation Records then destroy Inventory (non-expendable property) Inventory (non-expendable retain until superseded plus 3 years, then destroy property) Material hoists, personnel hoists elevator standards and certification records retain 4 years Mechanical and electrical equipment checks retain 4 years Operational manuals life of equipment Property Disposition Receiving/Shipping reports then destroy after audit Records of inspection, performance, exercising period power equipment retain 4 years Work Orders and logs HEALTH SYSTEM ADMINISTRATION RECORDS Quality Improvement Quality improvement outcome database, except peer review Quality improvement records -- peer review Medical staff records retain 75 years Impaired physician/clinician Records retain 75 years House Staff House staff evaluations Other house staff records retain 75 years Laboratory, Pathology Laboratory records Retain 4 years Clinical laboratory permit Regulatory Records Accreditation records Certificate of need records and determinations of nonreviewability Hospital service licensure records Surveys, deficiency citations and related plans of corrections Records of waivers from standards Reports of licensing boards Risk and claims management records/incident reports accident/loss Reports /expense records Health System policies and procedures retain 10 years after withdrawal/revision Reports of formal complaints, grievances, investigations and retain 4 years dispositions 10

11 Miscellaneous Cost Reports/Claims under Medicare or other third party payers Patient Records Dietary Service Nursing Service Nursing patient assignment Minutes of nursing administration staff meetings Nursing time/attendance schedules Nursing policies and clinical procedures Pharmacy Service Pharmacy records Prescription Information Records of serious, unexpected adverse drug experience from prescription drugs for human use without approved new drug applications retain 4 years from closing of cost report after last visit 4 years 7 years 5 years 7 years 10 years 7 years after expiration 10 years 02/15/