Student Health Services Retention Schedule

BGSU Schedule of Records Retention

Office: Health Services/Student Health Insurance

In accordance with ORC Section 149.33 and the Bowling Green State University Board of Trustees, a schedule for Records Retention and Disposition for the following records is hereby established. This schedule supersedes any and all previous schedules for these records. The records covered by this schedule, upon expiration of the listed retention periods, shall be destroyed unless otherwise specified. 1 No record shall be destroyed, however, that pertains to any pending claim, action, litigation, or request.

Approvals:

Department Official: Signed
Date: 10/26/2016

Records Manager: Signed
Date: 10/26/2016

Notes:

A Certificate of Records Disposal (CRD) should be prepared prior to the disposal of any records listed on this schedule and retained by the office/department for 10 years after the date of disposal. A copy of the CRD should also be sent to the University Records Manager. Confidential paper records must be disposed of through shredding with the University’s approved shredding vendor.
University records include all information, regardless of format (paper, electronic, microform, etc.), created or received by a university office that documents the functions, policies, procedures, decisions, operations or other activities of the office. Retention periods apply to all records regardless of format.
The University Archives will only collect those record series listed on the attached schedule as transferrable to the Archives that at its discretion have continuing historical value. Other historic items listed on the attached schedule or on the university’s General Retention Schedule may also be collected, at the discretion of the Archives.
Storage of inactive/non-permanent records is available at the University Records Center.
Other common records that may not be listed on this schedule may be on the university’s General Retention Schedule; offices may use retentions listed on the General Retention Schedule for records not listed on their departmental schedule.

Schedule Number	Record Series Title	Main Format(s)	Minimum Retention Period	End of Retention Period Action	Schedule Source
87-1	Accounts Payable / Receivable: May include copies of invoices, vouchers, ledgers, receipt documents	Electronic/Paper	4 years; official records maintained by the Business Office	Destroy	IUC-ACC-00-01 to 04 IUC-ACC-10-01
87-2	Budget Planning Documents	Electronic/Paper	1 year after date budget approved	Destroy	IUC-FIN-00-05
87-3	Committee Records	Electronic/Paper	3 years	Transfer to University Archives	IUC-ADM-00-05
87-4	Correspondence, Executive: Dealing with significant aspects of office administration, including policy, program, fiscal or personnel matters.	Electronic/Paper	Minimum of 2 years	Transfer to University Archives for appraisal	IUC-ADM-00-01
87-5	Correspondence, General: Internal and external letters and memos to/from individuals, companies and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries.	Electronic/Paper	1 year	Destroy	IUC-ADM-00-02
87-6	Correspondence, Routine: Referral letters, requests for routine information or publications provided to the public by an agency which are answered by standard form letters.	Electronic/Paper	Until no longer of administrative value	Destroy	IUC pp. ix-x
87-7	Drug Order Invoices	Paper	3 years	Destroy	Ohio Pharmacy Admin Code 4729-5-27
87-8	Employee Immunization Records	Electronic/Paper	30 years	Destroy	29 CFR 1910.1020(d)(1)(i)
87-9	Injury and Illness Reports	Paper	3 years	Destroy	ADM4000 (2012 Matrix)
87-10	Medical Records	Paper	7 years	Destroy	IUC-HR-30-01
87-11	Personnel Records	Electronic/Paper	Active + 6 years Official file maintained by Office of Human Resources	Destroy	IUC-HR-40-21
87-12	Prescriptions (copies)	Paper	10 years	Destroy	Medicare 42 CFR 423.505 (d)
87-13	PyraMED Records (a) Health Records (b) Billing Records (c) Appointment Records	Electronic	(a) 7 years (b) 4 years (c) Active + 1 year	Destroy	IUC-HR-30-01 IUC-ACC-00-02 EDU 1010
87-14	Recruitment – Search Committee Files	Electronic/Paper	3 years Hiring information maintained by Office of Human Resources; search committee records maintained by Office of Equity and Diversity	Destroy	IUC-HR-40-04
87-15	Student Health Insurance Enrollment Forms – includes premium payments through e-commerce via CashNet system	Electronic/Paper	4 years	Destroy	IUC-ACC-50-08
87-16	Student Health Insurance Waivers	Electronic/Paper	2 years	Destroy	IUC-EDU-00-13 [1 year minimum, but office will hold for 2]
87-17	Transient Documents – Includes telephone messages, post-it notes, and other similar documents that serve to convey information of temporary importance in lieu of oral communication. This also includes all such documents in electronic and voice mail	Electronic/Paper	Until no longer of administrative value	Destroy	IUC pp. ix-x

Updated: 04/09/2026 01:30PM