Accounting | Administrative | Education | Environmental | Financial
General | Legal | Marketing | Personnel

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

Accreditation Files

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

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• Retention: 3 system update cycles after code is superseded or replaced.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

B

Bicycle Registration Forms

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

Blueprints

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

Book Buy-Back Records

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

B

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

C

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

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

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

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 operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.
• Information Technology Services
• Retention: Active; destroy when no longer used and all data is migrated to new hardware.
• IUC number: ADM9900

Data Processing Operating Procedures

• Description: Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.
• Information Technology Services
• Retention: Active
• IUC number: ADM9910

Data Processing Policies

• Description: Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.
• Information Technology Services
• Retention: Active + 10 years. Review for historical value.
• IUC number: ADM3000

Data Systems Specifications

• Description: Records necessary for using the system including user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications.
• Information Technology Services
• Retention: 3 years; destroy if system is discontinued or data is migrated.
• IUC number: ADM9910

Dispatch Audio Logs

• Description: Record of phone and radio transmissions from the police dispatcher.
• Police
• Retention: 1 year
• IUC number: ADM9900

Dispatch Logs

• Records of request for service received by the dispatcher.
• Police
• Retention: 1 year
• IUC number: ADM9900

Drafts

• Description: Preliminary outlines of a plan or document.
• General Schedule
• Retention: Retain until superseded, or issuance of final report or policy.
• IUC number: ADM9900

G

Grant Proposal - Unfunded Records

• Description: Applications and proposals by faculty for grants that were not funded.
• Sponsored Programs and Research
• Retention: 1 year
• IUC number: ADM9900

H

Handbooks, Employee and Student

• Retention: until superseded; transfer 1 copy to Archives
• IUC number: ADM3000

Health Insurance Waivers

• Signed waiver indicating student's acceptance or waiver of university student health insurance.
• Retention: 1 year
• IUC number: ADM9910

Help Desk Telephone Logs and Reports

• Description: Records used to document requests for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes.
• Information Technology Services
• Retention: Active
• IUC number: ADM9900

I

Information Resources Management and Data Processing Services Plans

• Description: IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision, or related areas.
• Information Technology Services
• Retention: Active
• IUC number: ADM9910

Input Documents

• Description: Copies of records or forms designed and used solely for data input and control when the data processing unit provides centralized data input services and the program unit retains original records.
• Retention: Active
• IUC number: ADM9900

Institutional Planning Records

• Description: Relate to planning and forecasting for internal purposes. Includes annual plans, five and ten-year strategic plans and forecasts, facility requirements, growth forecasts. Also includes statistics on enrollment, faculty, staff
• Institutional Research
• Retention: Active + 1; transfer 1 copy to Archives
• IUC number: ADM1020

K

Key Issuance Records

• Description: Used by departments to request a key for a specific staff member. All pertinent staff/faculty/student information is verified on the card before the key is issued. Has authorization signature and building assignment.
• Facilities
• Retention: until key is returned
• IUC number: ADM4000

M

Maintenance Contracts

• Description: Includes copies of contracts, service histories and work orders.
• General Schedule
• Retention: Active + 6 years
• IUC number: ADM9900

Minutes

• Description: meeting minutes of committees, task forces, etc.
• General Schedule
• Retention: 3 years; transfer to University Archives
• IUC Number: ADM9910
• Notes: Historic value

Motor Vehicle Maintenance Records

• Facilities
• Retention: Active + 6 years
• IUC number: ADM2020

N

Network Usage Reports

• Description: Summary reports and other records created to document computer usage for reporting or other purposes.
• Information Technology Services
• Retention: Active
• IUC number: ADM9900

O

Operating System and Hardware Conversion Plans

• Description: Records relating to the replacement of Conversion Plans equipment or computer operating systems.
• Information Technology Services
• Retention: conversion + 1 year
• IUC number: ADM9900

Organizational Charts

• General Schedule
• Retention: Active + 10 years; transfer 1 copy to Archives
• IUC number ADM3000

P

Parking Permit Applications

• Description: Application for parking permit/decal
• Parking and Traffic
• Retention: 1 year
• IUC number: ADM9900

Police Daily Activity Report

• Police
• Retention: 1 year
• IUC number: ADM9900

President/Vice President/Director/ Dean/Chair - Subject Files

• Description: Files of correspondence, reports, memos, documenting activity of these offices
• General Schedule
• Retention: 3 years; transfer to Archives
• IUC number: ADM9910

Program Development and Review Records

• Notes: original in Office of Provost
• Retention: Permanent; transfer to Archives
• IUC number: ADM3020

R

Records Destruction Records

• Archives
• Retention: 10 years
• IUC number: ADM3020

Research Protocol Committee Files

• Description: Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms.
• Sponsored Programs and Research
• Retention: Permanent - Archives
• IUC number: ADM9910

S

Site/Equipment Support Files

• Description: Records Documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda.
• Retention: Active + 6 years
• IUC number: ADM2030

Surplus Property Records

• Inventory Management
• Retention: 6 years
• IUC number: ADM2020

System Backup Files

• Description: Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction.
• Information Technology Services
• Retention: 3 System Backup Cycles
• IUC number: ADM9900

System Users Access Records

• Description: Electronic or textual records created to control or monitor individual access to a system and data created for security purposes, including but not limited to user account records, security logs, and password files.
• Information Technology Services
• Retention: Active
• IUC number: ADM9900

T

Technical Program Documentation

• Description: Copy of program code, program flowcharts, program maintenance log, system, change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs.
• Information Technology Services
• Retention: Retain until migrated or destroyed
• IUC number: ADM9910

Test Database/Files

• Description: Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.
• Information Technology Services
• Retention: Active
• IUC number: ADM9900

Transportation Logs

• Description: Record of rides given by student transport service or campus police officers.
• Retention: 1 year
• IUC number ADM9900

U

Unawarded Grants Files

• Description: Applications and proposals by faculty for grants that were not funded.
• Sponsored Programs and Research
• Retention: 1 year
• IUC number: ADM9900

University Governance Files

• Description: Files of minutes of boards/committees/governance groups documenting official actions of governing bodies.
• General Schedule
• Retention: 3 years; transfer to Archives
• IUC number: ADM9900

W

Work Orders

• Description: Includes additions or improvements to land, buildings, equipment, furnishings, and motor vehicles.
• Design and Construction
• Retention: Active + 6
• IUC number ADM2020