Accounting | Administrative | Education | Environmental | Financial
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Record Series

A - B - C - D - E - F - G - H - I - J - K - L - M - N - O - P - Q - R - S - T - U - V - W - X - Y - Z - Numbers

A

Academic Action Notifications

• Description: Communications notifying students of dismissal, academic probation, etc
• Retention: Active + 1 year
• IUC number: EDU1010

Academic Grievance Files

• Description: Files documenting grievances of students against faculty members
• Provost
• Retention: Active + 6 years
• IUC number: LEG4000

Academic Records

• Description: Record of academic work pursued. Includes grades, course evaluations, competency assessments, etc
• General Schedule
• Retention: Active + 6 years; Permanent in Registration and Records
• IUC number: EDU1000

Acceptance Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate

• Description: Student-specific correspondence relating to admission and enrollment at the institution
• Admissions
• Retention: Active + 1 year
• IUC number: EDU1010

Acceptance Letters for Applicants Who Do Not Matriculate

• Description: Letters notifying students of acceptance or non-acceptance to the institution
• Admissions
• Retention: 1 year
• IUC number: EDU1100

Accident Reports

• Description: Reports created by university or college police for traffic accidents that occur on campus
• Retention: Active + 6 years
• IUC number: LEG4000

Accounts Payable Records

• Description: Amounts owed on open account for goods or services received
• General Schedule
• Retention: 4 years
• IUC number: ACC1000

Accounts Receivable Records

• Description: Amounts due from others on open accounts as a result of providing services
• General Schedule
• Retention: 4 years
• IUC number: ACC1000

Accreditation Files

• Description: University, college or department files documenting accreditation review by accrediting agencies
• Provost
• Retention: 10 years; transfer to Archives
• IUC number: ADM3020

Admissions Correspondence for Applicants Who Do Matriculate

• Description: Student-specific correspondence and applications for admission and enrollment at BGSU
• Admissions
• Retention: Active + 1 year
• IUC number: EDU1010

Advance Placement Records for Applicants Who Do Matriculate

• Description: Forms and records supporting consideration for advanced placement in courses where no credit is granted.
• Admissions
• Retention: Active + 1 year
• IUC number: EDU1010

Advance Placement Records for Applicants - Who Do Not Matriculate

• Description: Forms and records supporting consideration for advanced placement in courses
• Admissions
• Retention: 1 year
• IUC number: EDU1010

Advertising/Promotional Materials

• Retention: 5 years; transfer to Archives
• IUC number: MAR1000

Affirmative Action Plan Files

• Description: Procedures and regulations to be followed, work force analysis, goals, timetables, statistics.
• Equity, Diversity and Immigration Services
• Retention: 6 years; transfer to Archives
• IUC number: LEG5000

Affirmative Action Position Applicant Files

• Description: Record of affirmative action procedures followed for university position openings. Files include Position Authorization Request, job
• Description, Appointment Activity Record, proof of citizenship, chronological data on search and correspondence
• Equity, Diversity and Immigration Services
• Retention: 6 years
• IUC number: LEG5000

Alien Certification Files

• Description: Records of employee requests made to the Department of Labor and Immigration and Naturalization for work certification. Also includes transcripts, letters of reference, resume and other pertinent documentation
• Equity, Diversity and Immigration Services
• Retention: 6 years
• IUC number: LEG5000

Annual Financial Report

• Description: Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area.
• Planning and Budgeting
• Retention: 4 years; transfer to Archives

Annual Interim Fiscal Operations Reports

• Description: Reports to federal government on expenditures for federal programs
• Retention: Active + 6 years; review for historical value - Archives
• IUC number: EDU2000
• Note: If funding source is United States Department of Education, see EDU2100
• Retention period is Active + 3 years

Annual Report (of originating department)

• General Schedule
• Retention: 3 years; transfer 1 copy to Archives

Annuity Records

• Description: Statement of payroll deduction for employee annuity plans
• Human Resources
• Retention: 4 years
• IUC number: ACC1000

Applicant Flow Data File

• Description: Statistical information, percentages dealing with race, religion, sex, etc.
• Equity and Diversity Services
• Retention: 6 years
• IUC number: LEG5000

Applicants Card File - Classified Staff

• Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions
• Retention: 3 years
• IUC number: PER2000

Application File: Non-Hires - Faculty

• Description: Contains application, correspondence, resumes, etc. from applicants for positions
• Retention: 3 years
• IUC number: PER2000

Application File - Classified Staff

• Description: Includes application form, resume, test results, referral and interview data
• Retention: 3 years
• IUC number: PER2000

Applications for Admission or Readmission for Applicants Who Do Matriculate

• Description: Forms requesting admission or readmission to the institution
• Admissions
• Retention: Active + 1 year
• IUC number: EDU1010

Applications for Admission or Readmission for Applicants Who Do Not Matriculate

• Description: Forms requesting admission or readmission to the institution
• Admissions
• Retention: 1 year
• IUC number: EDU1010

Applications for Graduation

• Colleges
• Retention: Active + 1 year
• IUC number: EDU1010

Appointment Calendars

• General Schedule
• Retention: 1 year

Arrest Reports

• Description: Report of arrest, criminal citation, or uniform traffic citation issued to offender
• Police Department
• Retention: Active + 6 years
• IUC number: LEG4000

Audit Authorizations

• Description: Approval forms to audit a class
• Retention: 1 year after audit or 3 years after date submitted
• IUC number: EDU1010

Audit Report

• Description: Final Report of state or independent audit
• Treasurer
• Retention: 4 years; transfer to Archives
• IUC number: FIN7010

Audit Trail Files

• Description: Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle
• Retention: 3 Database/Master File Back-up cycles
• IUC number: ADM9900

Automated Program Listing/Source Code

• Description: Automated program code, which generates the machine-language instructions used to operate an automated information system
• Retention: 3 system update cycles after code is superseded or replaced
• IUC number: ADM9900

Automated Tape Library System Files

• Description: Automated records used to control the location, maintenance and disposition or magnetic media in a tape library
• Retention: Active
• IUC number: ADM9900

Awarded Grants Files

• Description: Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations
• Sponsored Programs and Research
• Retention: Active + 5 years; transfer to Archives
• IUC number: LEG2000

Award Letters

• Description: Summarizes students' financial aid each year and confirms acceptance or rejection
• Student Financial Aid
• Retention: Active + 6 years
• IUC number: EDU2000
• Note: If funding source is United States Department of Education, see EDU2100.
  Retention period is Active + 3 years

B

Bad Debt Actions

• Description: Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered
• Retention: 4 years
• IUC number: FIN6000

Balance Sheets

• Description: A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report
• General Schedule
• Retention: 4 years
• IUC number: ACC3000

Bank Deposits, Bank Reconciliations, Bank Statements, Canceled Checks, Check Register

• General Schedule
• Retention: 4 years
• IUC number: FIN1000

Basic Education Opportunity Grant (Pell) Files

• Description: Includes eligibility, statement of educational purpose, correspondence, etc.
• Treasurer
• Retention: Active + 6 years
• IUC number: EDU2000
• Note: If funding source is United States Department of Education, see EDU2100.
• Retention period is Active + 3 years

Benefit Plans

• Description: Related to institution-sponsored benefit plans. Includes insurance, pension, disability, medical survivor programs, ESOP, PAYSOP. Vesting criteria, vacation entitlements, educational assistance, savings plans, correspondence explaining benefit plans.
• Human Resources
• Retention: Active + 6 years
• IUC number: PER1010

Benefits Contributions/Benefits Provided

• Description: Related to contributions and participation in institution-sponsored benefit plans. Includes insurance, pension, disability, savings, etc.
• Human Resources
• Retention: 6 years
• IUC number: PER1010

Benefits Elections

• Description: Elections by employees for type and amount of participation in institution benefit plans
• Human Resources
• Retention: Active + 6 years
• IUC number: PER1030

Bicycle Registration Forms

• Description: Records decal number and issued to bicycle registered
• Parking and Traffic
• Retention: 1 year
• IUC number: ADM9900

Bids, Accepted

• Description: For purchases
• Retention: Active + 5 years
• IUC number: FIN8010

Bids, Rejected

• Descriptions: For purchases
• Retention: 3 years
• IUC number: FIN8000

Blueprints

• Design and Construction
• Retention: Active + 6 years; transfer to Archives
• IUC number: ADM2030

Bond Registers

• Description: Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc
• Retention: Active + 6 years
• IUC number: FIN5000

Book Buy-Back Records

• Description: Records of purchases and used books bought from students
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Bookstore Cash Drawer Sign-Out Sheets

• Description: Record of cash drawers signed out to cashiers at the beginning of each shift
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Bookstore Cashier Balancing Form

• Description: Used for daily balancing of each cash drawer
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Bookstore Charge Forms

• Description: Forms used in completing MasterCard or VISA transactions. Information posted to daily cash register tapes and summarized on monthly statements
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Bookstore Mark-Up/Mark-Down Sheets

• Description: Monthly record of price changes of goods already in stock at the Bookstore
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Bookstore Merchandise Return Record

• Description: Record of returns by Bookstore to vendors in order to receive credit
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Bookstore Special Orders

• Description: Documentation of special orders made for individuals by the Bookstore. Does not document a financial transaction
• Bookstore
• Retention: 4 years
• IUC number: ADM3010

Budget Printout - Monthly

• Description: Periodic reports of expenditures, usually by department or account
• General Schedule
• Retention: 4 years
• IUC number: ACC3000

Budget Planning Documents

• Description: Budget requests, including program plans for coming year, usually by cost center
• General Schedule
• Retention: Active + 1 year
• IUC number: FIN2000

Budget Transfers

• Description: Billing between departments
• General Schedule
• Retention: 4 years

Budget - Institutional

• Description: Final, approved yearly budget for institution, usually in printed form
• Retention: Active + 1 year; transfer to Archives
• IUC number: FIN2000

C

Campus Security Act Reports and Uniform Crime Statistics

• Description: Reports produced in compliance with federal programs
• Police Department
• Retention: 6 years; transfer to Archives
• IUC number: LEG5000

Canceled Registration Files

• Description: Record of canceled registrations, including amount owed, reason, etc
• Registration and Records
• Retention: 4 years
• IUC number: ACC1000

Canceled Position File - Classified Staff

• Description: Application forms, correspondence sent, and received concerning positions that have been canceled
• Retention: 3 years
• IUC number: PER2000

Case Files

• Description: Files developed in the course of consultation with clients of Student Legal Services and include documents filed in court, transcripts of depositions and court testimony, attorney work-products, and routine correspondence concerning the administration of the case.
• Student Legal Services
• Retention: 10 years after last activity
• IUC Number: LEG6010
• Notes:Retain cases having continuing historical and instructional value. Review these periodically for destruction. Destroy all case files in a way that protects confidentiality

Cash Books

• Description: Record of cash transactions showing a running balance
• General Schedule
• Retention: 4 years
• IUC number: ACC1000

Cash Register Tapes

• General Schedule
• Retention: 4 years
• IUC number: ACC1000

Cash Receipts

• Description: Receipts for cash sales or cash received
• General Schedule
• Retention: 4 years
• IUC number: ACC1000

Catalogs

• Description: Official bulletins of the institution
• Registration and Records, Graduate College
• Retention: Permanent; transfer 1 copy to Archives
• IUC number: EDU3000

Category Summary - Classified Staff

• Description: Computer printout listing breakdown by race, sex, civil service
• Retention: 6 years; transfer to Archives
• IUC number: LEG5000

Certification File - Classified Staff

• Description: Record of employees who have attained certification in their classification. May include logbook and printouts.
• Human Resources
• Retention: Active + 3 years
• IUC number: PER5010

Change in Meal Plan

• Description: Records of changes on board contracts
• Retention: Active + 5 years
• IUC number: LEG2000

Change of Course Schedule (Drop/Add)

• Registration and Records
• Retention: Active + 1 year
• IUC number: EDU1010

Change of Grade Forms

• Description: Form submitted by departmental offices to the Registrar indicating the final grade to be posted to the student's official academic record on the Student Data Base for a given course.
• Registrar
• Retention: retain until microfilmed, then destroy in a way that maintains confidentiality
• IUC Number: EDU1000

Check Registers for Federal Loans

• Description: Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans
• Treasurer
• Retention: Active + 6 years
• IUC number: EDU2000
• Note: If funding source is United States Department of Education, see EDU2100.
  Retention period is Active + 3 years

Child Care Licensing Agreements

• Description: Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License
• Retention: Active + 5 years
• IUC number: LEG2000

Civil Service Examinations

• Description: Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing
• Retention: Active
• IUC number: REF0000

Class Roster

• Description: Contains names of students enrolled for each course; issued by Registration & Records
• Academic Departments
• Retention: 1 year

Class Roster

• Description: Listing of all students who are registered in classes, used by departments to correct time, place, instructor names and to initiate section changes. Used by the Registrar to post this information to the Student Data Base.
• Registration & Records
• Retention: 1 semester
• IUC number: EDU1010

Class Roster - Non-credit Courses

• Continuing Education
• Retention: 6 years
• IUC number: EDU1010

Class Schedules (Students)

• Description: List of classes student took a given term
• Retention: Active + 6 years
• IUC number: EDU1010

Collective Bargaining Agreements

• Human Resources
• Retention: Active + 5 years; transfer to Archives
• IUC number: LEG2000

College/Department Office Student Files

• Description: Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. includes students who have graduated, actively enrolled, and students who are no longer actively enrolled.
• Retention: Active + 1 year
• IUC number: EDU1010

Committee Records - College, School, Department, Division, or Office

• Description: Includes agendas, minutes, correspondence, reports for committees that are neither University-wide, nor Faculty Senate bodies
• Retention: 3 years; transfer to Archives

Commencement Programs

• Executive Vice President
• Retention: Permanent; transfer a copy to Archives
• IUC number: EDU3000

Complaint Files

• Description: Record of staff or student grievance based on equal opportunity and affirmative action regulations
• Human Resources
• Retention: Active + 6 years
• IUC number: LEG4000

Computer Run Scheduling Records

• Description: Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run
• Retention: Active
• IUC number: ADM9900

Computer Usage Files

• Description: Electronic files or automated logs created to monitor computer system usage including, but not limited to, login files, system usage files, data entry logs, and records of individual computer program usage
• Retention: Active + 6 years
• IUC number: ADM9900

Conference Files

• General Schedule
• Retention: 3 years; transfer to University Archives
• IUC Number: PUB3000
• Notes: Destroy logistical details, e.g. menus, invoices, receipts after 3 years, transferring summary documents to University Archives

Construction Projects - Construction Designs and Specifications

• Description: Written requirements and standards for materials, equipment, construction systems and workmanship as applied to the work and certain administrative details applicable thereto
• Design and Construction
• Retention: Active + 6 years; transfer to Archives
• IUC number: ADM2030

Construction Projects - Construction Documents

• Description: Collectively, the Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Form, Contract and Attachments, Bond, Bulletins, Shop Drawings, Change Orders, Change Order Procedure and Pricing Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special)
• Design and Construction
• Retention: Active + 6 years; transfer to Archives
• IUC number: ADM2030

Construction Projects - Design Development

• Description: Design of Project is fully described with regard to the basic building systems and materials as well as all specialty systems needed to support the program
• Design and Construction
• Retention: Active + 6 years; transfer to Archives
• IUC number: ADM2030

Construction Projects - Design Review Committee

• Minutes, agendas, correspondence, and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master plan
• Design and Construction
• Retention: Active + 6 years; transfer to Archives
• IUC number: ADM2030

Construction Projects - Project Request/Program Statement

• Description: A request from the University community to initiate a project
• Design and Construction
• Retention: Active + 6 years; transfer to Archives
• IUC number: ADM2030

Construction Projects - Schematic Design

• Description: Analysis of site impact and volumetric formation, circulation patterns and infrastructure servicing to illustrate client and architect's design vision in a definitive way
• Design and Construction
• Retention: 3 years
• IUC number: ADM2030

Continuing Education Student Records

• Description: Files include records of students enrolled in special interest courses and students enrolled in special certification programs.
• Continuing Education
• Retention: Active + 6 years
• IUC number: EDU1010

Contracts - General

• Description: Includes contracts for services, purchases and sales, transportation, leases, property and construction, exchange of property, etc. Includes government contracts and grants
• Retention: Active + 5 years
• IUC number: LEG2000

Copyright, Trademark, Patents

• Description: Records related to preparation, filing, maintenance, and rights
• General Counsel
• Retentions: Active + 6 years

Correspondence for Applicants Who Do Not Matriculate

• Admissions
• Retention: 1 year
• IUC number: EDU1100

Correspondence, Relevant

• Description: Student-specific correspondence (other than
• Admissions)
• Retention: Active + 1 year
• IUC number: EDU1010

Correspondence, Executive

• Description: Deals with significant aspects of the administration of the offices. Includes information on policy, program, fiscal or personnel matters.
• General Schedule
• Retention: 2 years, then appraise for historical value
• IUC number: ADM9910

Correspondence, General

• Description: Includes internal letters and memos; also correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative, (it does not attempt to influence policy)
• General Schedule
• Retention: 1 year
• IUC number: ADM9900

Correspondence, Routine

• Description: Referral letters, requests for routine information or publications provided to the public by an agency that are answered by standard form letters.
• General Schedule
• Retention: Until no longer of administrative value
• IUC number: ADM9900

Cost Accounting

• Description: Record analyzing cost for producing certain items or performing certain tasks
• Retention: 4 years
• IUC number: FIN7010

Course Syllabi

• General Schedule
• Retention: Active + 6 years
• IUC Number: EDU3000
• Notes:Archives retains course years
• Descriptions published in catalogs and bulletins permanently

Credit By Examination Form

• Admissions
• Retention: Active + 6 years
• IUC number: EDU1000

Credit/No Credit Approvals

• Registration and Records
• Retention: 1 year after audit or 3 years after date submitted
• IUC number: EDU1010

Crime Reports

• Description: Reports created by university police on campus criminal activity.
• Police Department
• Retention: Active + 6 years; transfer to Archives
• IUC number: LEG4000

Curriculum Development Files

• Description: Files documenting approval of new programs and degrees
• General Schedule
• Retention: Indefinite
• IUC Number: EDU3000
• Notes:Archives receives permanent files from
• Provost

D

Data Documentation/Data Dictionary Records

• Description: Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of data elements
• Information Technology Services
• Retention: 3 years; destroy if system is discontinued or data is migrated
• IUC number: ADM9910

Data Processing Disaster Preparedness and Recovery Plans

• Description: Records Related to the protection and reestablishment of data processing services, equipment and data (back-up files) in case of a disaster
• Information Technology Services
• Retention: Until superseded
• IUC number: ADM9900

Data Processing Hardware Documentation

• Description: Records documenting the use, operation, and maintenance of the university's data processing equipment including