College of Technology Retention Schedule

57-01*

Academic Records: Student academic files containing information on academic work pursued. This includes, but is not limited to: grades, competency assessments, and any other coursework that can be applied to a degree.

Paper 

Note: Registration and Records retains the official copy of these records permanently

Active + 3 years, destroy in a manner that protects confidentiality*

57-02

Accounting Records: Including accounts payable, invoices, ledgers, vouchers, accounts receivable, annuity records, bad debt actions, balance sheets, cash books, cash disbursement journals, cash journals, receipts, register tapes, chart of accounts, cost accounting, expenditure reports, journal entries, journals, payroll change reports, checks, petty cash records, registers, requisitions, royalty payments, student accounting records, travel expenses, workers compensation. 

Electronic/Paper

4 years, then destroy in a manner that protects confidentiality

57-03

Accreditation Files: University, college or department files documenting accreditation review by accrediting agencies.

Electronic/Paper

Retain for length of current accreditation, then transfer to University Archives

57-04

Advertising/Promotional Materials: Materials made in house to promote the department/college/university

Paper

Retain until updated, transfer 1 copy to University Archives

57-05

Annual Report: Annual self-study of the department that encompasses at least some or all of the following: department activities, outreach events, personnel changes, logistical information, future goals, etc.

Electronic/Paper

3 years, then transfer one copy to University Archives. All other copies may be recycled/deleted

57-06

Budget Files: Planning documents that include, but are not limited to budget requests and program plans for the upcoming year.

Electronic/Paper 

Note: Official budgets are retained in the Budget Office.

Active + 1 year, then recycle/delete

57-07

Correspondence 

A. Routine/Transient: Referral letters, requests for routine information or publications provided to the public by an agency that are answered by standard form letters 

B. General: 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). 

C. Executive: Deals with significant aspects of the administration of the offices. Includes information on policy, program, fiscal or personnel matters.

Paper/Email 

Note: Contact the University Records Manager for help with email management.

A. Retain until no longer of administrative value, then recycle or delete from email client 

B. 1 year, then recycle or delete from email client 

C. Retain 3 years (if email retain in email client), then contact University Archives for historic appraisal

57-08

Curriculum Modification Files and Related Documents: Record of proposal documentation and signature sheets authorizing the implementation of new programs or expansion of existing programs at BGSU. Record of special fees associated with existing courses.

Paper

Until no longer of administrative value, then recycle 

Note: Official files are maintained by the Provost and the University Archives

57-09*

Graduate Applications: For graduate students who never enrolled.

Paper

1 year after date of application, destroy in a manner that protects confidentiality*

57-10*

Grant Proposals 

A. Awarded: Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. 

B. Not Awarded: Applications and proposals by faculty for grants that were not funded.

Paper

A. Active + 5 years, then recycle* 

B. 1 year, then recycle* 

57-11

Meeting Minutes: Minutes and files of college and departmental committees

Electronic/Paper

3 years, then transfer to University Archives

57-12*

Personnel Files: Unofficial copies, for departmental use only, of employment records for faculty, classified and administrative staff, both part-time and full-time. Files may contain applications, position descriptions, letters of commendation/reprimand, performance evaluations, leave forms, PERS forms, resignations, termination notices, and other related items.

Paper

Active + 1 year, destroy in a manner that protects confidentiality* 

Note: Human Resources or Provost maintains the official copy permanently

57-13

Promotion and Tenure Files: Recommendations, evaluations, and faculty created materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file with the Provost.

Paper/Electronic

Copies of decisions maintained permanently in official personnel file. 

All other materials are returned to faculty member. 

57-14

Records Destruction Reports (Certificate of Records Disposal): Lists schedule number, record series, inclusive dates, and date of disposal. These reports must be filled out when indicated on this schedule with an asterisk.

Paper

10 years, then recycle 

Note: Forward one copy to University Archives (CAC, Fifth Floor – Jerome Library)

57-15

Search Committee/Recruitment Files: Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicants’ credentials including non-hires, authorization to hire forms, correspondence with applicants and all handwritten notes from all interviewers

Paper/Electronic

3 years, then destroy in a manner that protects confidentiality

57-16

Student Employment Files: Active and inactive files consisting of student authorization forms, state/federal withholdings, PERS, step increases, termination notices, reclassification forms, exemptions, and other materials.

Paper/Electronic 

Note: Student Employment Services maintains official record for Active + 6 years

Active + 1 year, then destroy in a manner that protects confidentiality

57-17

Subject Files: 

A. Executive: Files of correspondence, reports, memoranda, etc., documenting activities of upper level administrative offices. 

B. General: Files of correspondence, reports, memoranda, etc., documenting activities of general administrative offices [Note: Excludes President, Vice President, Director, Dean, Chair or other upper level administrative office.]

Paper/Electronic

A. 3 years, transfer to University Archives

B. 1 year, then recycle

57-18

Transient Documents: Electronic or written records that have a very short lived administrative, legal, or fiscal value. May include, but are not limited to: post-it notes, routing slips, telephone messages, e-mail or voicemail, copies, notes or drafts used in the production of public records, and surveillance videos

Paper/Electronic

Until no longer of value or superseded, then recycle or delete