Faculty Senate Retention Schedule

61-01

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.

Paper

4 years, then recycle. 

Note: If complete account numbers are included, shred the record.*

61-02

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. Usually created by the director/chair/etc. 

Paper /

Electronic

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

61-03

Budget: Final, approved, annual budget for Faculty Senate.

Paper

Active + 1 year, then contact University Archives to appraise for historic value.

61-04

Charter Files/Governance Documents: Includes academic charters, proposed amendments, additions, revisions, minutes, correspondence, BOT by-laws, etc. Also includes charter interpretations.

Paper

3 years, then contact University Archives to appraise for historic value.

61-05

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. 

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

Email / Paper

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

61-06

Election/Committee Membership Files: Includes correspondence, memoranda, nomination ballots, returned ballots, tabulation information, timetables, faculty committee appointment lists, senators’/faculty members’ interest sheets, etc. 

Paper

4 years, then destroy in a manner that protects confidentiality* 

61-07

Faculty Eligibility Report: Annual faculty status containing statistical data for Faculty Senate eligibility.

Paper

4 years, then destroy in a manner that protects confidentiality*

61-08

Grievance Files: Concerning disputes over salary, retention, rank, tenure, promotion, professional practices, etc. Includes grievances as a result of alleged violations of applicable policies, procedures, rules, regulations, or laws relating to the operation of BGSU.

Paper

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

Note: Official grievance files are retained in the Provost Office Active + 6 years

61-09

Meeting Minutes: Official minutes, agendas, memoranda, etc. for Faculty Senate, Senate Executive Committee, ad hoc committees, task forces, etc. May also include correspondence, reports, recommendations, resolutions, charges, etc.

Paper / Electronic

3 years, then contact University Archives to appraise for historic value

61-10

Records Destruction Reports (Certificate of Records Disposal): Lists schedule number, record series, inclusive dates, and date of disposal. These reports must be filled out every time a confidential record series is disposed*.

Paper

10 years, then recycle 

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

61-11

Rosters: Membership lists of Faculty Senate and committee members.

Paper

4 years, then contact University Archives to appraise for historic value

61-12

Subject Files (Executive): Files of correspondence, reports, memoranda, etc., documenting activities of Faculty Senate. May include special reports, publications, panel discussions, etc.

Paper

3 years, contact University Archives to appraise for historical value

61-13

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.

Electronic/Paper

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