General Records Retention Schedule

This General Records Retention Schedule [General Schedule] was originally posted in January 2018, and subsequently revised on June 5, 2018.  It replaces all previous General Records Retention Schedules.  It is organized alphabetically.  A print version of this schedule is also available, organized into 6 broad categories.

This General Schedule is organized by record series.  A record series is a group of related records filed and/or used together as a unit and therefore evaluated as a unit for retention and disposition purposes. A records retention schedule is a comprehensive list of record series, indicating the length of time each series is to be maintained and its ultimate disposition.

Bowling Green State University’s General Schedule accounts for the management and disposition of university record series that are common to many units across campus.  For those units on campus that have record series that are unique to their operations, they will have a unique records retention schedule in addition to the General Schedule. All schedules, general or unique, are developed by the University Records Management Program in consultation with campus and unit representatives.

All Bowling Green State University units must familiarize themselves with this General Schedule, and have an understanding of what records—paper-based and electronic—they create and/or receive and are required to manage.  Units should conduct an inventory of their records and map them to the General Schedule.  If a unit identifies record types that do not map to the General Schedule, the unit should contact the University Records Manager to discuss the creation of a unique schedule.  All unit unique schedules must be signed by the University Records Manager and an appropriate unit representative.

Please note, this General Schedule does not modify or supersede any retention requirements listed in individual office retention schedules, where they exist. All employees are advised to consult their office’s unique retention schedule (if any) prior to making disposal decisions. 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 records regardless of format.  

Any questions regarding this General Records Retention Schedule, or creating or revising a unit-unique schedule can be sent to the University Records Manager.  Contact information is available on the Records Management website.

A print version of the General Records Retention Schedule is available.  It contains detailed information on why the schedule was developed, how to use the schedule, and understanding retention periods and destruction methods.

Parts of each listing

  • Description: brief description of what is included in the record series
  • Retention: shortest period of time acceptable for retention of a record series.  
  • Disposition: what is done with the records once the minimum retention period has passed. 
  • Schedule Number: unique to this schedule; used for identifying retention listings on Certificates of Records Disposal

Retention Definitions

Record retention periods can either be a set period of time or be calculated based on an event.  Below is an explanation of retention period terminology used in this General Schedule:

  • X years: X being the number of years the record must be retained following its creation. 
  • ACT +: This retention period indicates that the final disposition clock does not start until the active period is over. Example: Budget Files must be retained Active + 1 year.  If a budget is adopted in July 2017, and superseded with a new budget in July 2018, it is not until July 2018 that the +1 year of retention begins.  Thus the 2017 budget files can be destroyed in July 2019. 
  • Until Superseded: This retention period pertains to documents that are routinely updated and therefore superseded by a new version. 
  • IND [indefinitely]: This retention period pertains to records that are required to be maintained for a significant period and possibly permanently. However, it is not yet known whether they truly need to be maintained forever, and at some point in the future their status must be reappraised. 
  • Transient: Documents including telephone messages, some e-mails, drafts and other documents, which serve to convey information of a temporary value, have a very short-lived administrative, legal and/or fiscal value and should be disposed of in an appropriate manner once that administrative, legal or fiscal use has expired. Typically, the retention is not a fixed period of time and is event driven; it may be as short as a few hours and could be as long as several days or weeks.

Disposal of Records

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

A

Academic Advising Guidelines and Policies

  • Description: Guidelines and policies for academic advising services used by students
  • Retention: ACT + 10 years
  • Disposition: University Archives
  • Schedule Number: GS-EDU-01-2018

Academic Advising Records

  • Description: Records related to academic advising provided to individual students
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-02-2018

Academic Grievances

  • Description: Files documenting grievances of students against faculty members
  • Retention: ACT + 6 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-03-2018

Academic Petitions

  • Description: Petitions for a variety of requests, such as course audits, reinstatement, extensions, course waivers, etc.
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-04-2018

Accounting/Financial Records - General

  • Description: Including accounts payable, invoices, vouchers, accounts receivable, annuity records, bad debt actions, balance sheets, budget transfers, cash books, cash disbursement journals, cash journals, receipts, register tapes, chart of accounts, cost accounting, expenditure reports, journal entries, journals, payment records and receipts, payroll change reports, checks, petty cash records, registers, requisitions, royalty payments, student accounting records, telephone billing statements, travel expenses, and workers compensation.  
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-01-2018

Accounts Payable

  • Description: Records related to the payment of financial obligations. Includes vouchers, vendor invoices and statements, payroll and payroll deductions, contributions and other income
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-02-2018

Accounts Receivable

  • Description: Records related to the receipt of revenues. Includes vouchers, vendor invoices and statements, payroll and payroll deductions, contributions and other income
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-03-2018

Accreditation

  • Description: Accreditation reports, working papers, and site visit records for accrediting bodies.  May include documents and correspondence submitted to and received from accrediting agency
  • Retention: 10 years
  • Disposition: University Archives for final or major reports; destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-01-2018

Add-Drops

  • Description: Additions or deletions of courses by students
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-05-2018

Admissions Committee and Decision Records

  • Description: Admissions Committee voting decisions and notes.  These documents hold information for both accepted and matriculated candidates and non-accepted candidates
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-06-2018

Advertising and Marketing - Office of Origin

  • Description: Advertising, marketing and other promotional materials
  • Retention: 5 years
  • Disposition: University Archives
  • Schedule Number: GS-PUB-01A-2018

Advertising and Marketing - Third Parties

  • Description: Advertising, marketing and other promotional materials created by other departments, companies, agencies or other third parties
  • Retention: Until no longer of administrative use
  • Disposition: Destroy
  • Schedule Number: GS-PUB-01B-2018

Alumni Records

  • Description: Directory and other information related to alumni (individuals and groups)
  • Retention: 3 years
  • Disposition: Destroy, unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-02-2018

Annual or Occasional Reports - Academic

  • Description: Annual and occasional reports concerning academic activities, including teaching and research, produced by the College or Department and/or constituent units. Reports may include narratives and statistics, such as enrollment numbers.  For non-academic reports see: Reports – Annual/Major
  • Retention: ACT + 6 years
  • Disposition: University Archives
  • Schedule Number: GS-EDU-07-2018

Applicants - Matriculating

  • Description: Files of application materials (incl. transcripts, scores, personal statements, and correspondence) from students applying to the University who are subsequently admitted and enroll at the University
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-08-2018

Applicants - Non-Matriculating

  • Description: Files of application materials (incl. transcripts, scores, personal statements, and correspondence) from students applying to the University but who never actually enter, whether due to denial of admission or those who were accepted but choose not to enter the program
  • Retention: 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-09-2018

Applicants - Transfer Files - Accepted Applicants

  • Description: Accepted individual applications to transfer to a college or program, with any relevant correspondence, admissions information, and decisions
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-10-2018

Applicants - Transfer Files - Non-Accepted Applicants

  • Description: Denied individual applications to transfer to a college or program, with any relevant correspondence, admissions information, and decisions
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-11-2018

Assets and Capital Property

  • Description: Purchase, sale of equipment, vehicles and assets, depreciation, maintenance, correspondence, audits of assets/property
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-04-2018

Attendance/Participation Rosters

  • Description: Attendance and participation records kept as needed for administrative purposes
  • Retention: 1 year
  • Disposition: Destroy
  • Schedule Number: GS-ADM-03-2018

Attendance Records

  • Description: Student attendance records
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-12-2018

Audio and Video Recordings

  • Description: Audio or video recordings of University-sponsored events and performances. Does not include instructional materials.  For recordings of meetings, see “Committee, Working Groups, and Task Force Meetings – Audio or Video Recordings”
  • Retention: 5 years or indefinite as needed
  • Disposition: Contact University Archives concerning documentation of significant decisions/events. Destroy remainder unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-PUB-02-2018

Audits, External

  • Description: Report of state or independent auditor (external) and related records
  • Retention: 4 years
  • Disposition: Archival Review
  • Schedule Number: GS-ACC-05-2018

Audits, Internal

  • Description: Report of Internal audits and related records
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-04-2018

Awards

  • Description: Includes awards given to faculty, staff, students, and external community members for service, performance, fellowships, and endowed positions. Records include lists of nominations, publications, correspondence, and announcements of awards. For financial awards/scholarships given to students, see " Awards and Scholarships"
  • Retention: 3 years
  • Disposition: For University- and college-level awards, transfer lists of awardees and general information about award and selection criteria to University Archives; for remaining documentation and awards, destroy unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-05-2018

Awards and Scholarships

  • Description: Financial awards given students for educational, research, or other accomplishments. Records include lists of nominations, publications, correspondence, and announcements of awards. For non-student awards, see “Awards" record group
  • Retention: ACT + 6 years
  • Disposition: Archive lists of awardees and general information about award and selection criteria, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-EDU-13-2018

B

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BGSU Foundation Files

  • Description: Reports and records sent to and from BGSU Foundation
  • Retention: ACT + 7 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-06-2018

Bids, Accepted

  • Description: For purchases
  • Retention: ACT + 8 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-07-2018

Bids, Rejected

  • Description: For purchases
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-08-2018

Blank Forms

  • Description: Outdated or superseded blank forms, stationary, letterhead, etc.
  • Retention: Until Superseded
  • Disposition: Destroy
  • Schedule Number: GS-ADM-06-2018

Budget Files

  • Description: Budget reports and planning files. Includes supporting documentation and working papers
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-ACC-09-2018

Buildings and Grounds Routine Maintenance and Inspections

  • Description: Vehicles, Building Hours, Maps, Alarm Codes and Keys, Door Locks, Chimes, Building Counters, Assets, Housekeeping, Maintenance, Space Usage, Pest Control Invoices, Catering, Construction, Building Values, Utilities, Landscaping, Food Court Vendors, work orders, maintenance and inspections
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-07-2018

By-Laws

  • Description: By-laws for any decision-making or representative body, including faculty committees, staff organizations, etc.
  • Retention: ACT + 10 years
  • Disposition: University Archives
  • Schedule Number: GS-ADM-08-2018

C

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Certificates of Records Disposal

  • Description: Records documenting the destruction of university records as per the General Records Retention Schedule or unit specific schedule
  • Retention: 10 years
  • Disposition: Destroy.  Records Manager to receive and keep copies permanently
  • Schedule Number: GS-ADM-09-2018

Certifications/Licensing

  • Description: Certifications and licensing of faculty/staff, as required by their position duties
  • Retention: ACT + 3 Years
  • Disposition: Destroy
  • Schedule Number: GS-PER-01-2018

Claims and Litigation

  • Description: Records related to threatened or actual litigation or government investigation
  • Retention: ACT + 10 years
  • Disposition: Destroy
  • Schedule Number: GS-LGL-01-2018

Class Rosters

  • Description: Contains names of students for each course, issued by Registrar
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-14-2018

Collective Bargaining/Contract Administration

  • Description: Collective bargaining negotiations and contract administration - correspondence, drafts, final texts, contingency plans, memoranda of understanding, salary adjustments
  • Retention: ACT + 5 years
  • Disposition: Archive final agreements and MOUs. Destroy all else
  • Schedule Number: GS-LGL-02-2018

Committee, Cabinet, Working Group, and Task Force Files

  • Description: May include minutes, agenda, supporting documents for review, and notes. The Chair of the Committee, unless otherwise designated, is responsible for the Record Copy and Disposition / Archiving
  • Retention: 3 years
  • Disposition: For university-level, and college-wide decision-making and representative-bodies, transfer final copies of agendas, minutes, and supporting materials to University Archives. Destroy all others
  • Schedule Number: GS-ADM-10-2018

Committee, Cabinet, Working Group, and Task Force Meetings - Audio or Video Recordings

  • Description: Audio or video recording of proceedings of committees, cabinet, task forces and working groups, used to assist in preparation of written minutes
  • Retention: 1 year provided information concerning the meeting is substantially transcribed to hard copy
  • Disposition: Destroy
  • Schedule Number: GS-ADM-11-2018

Complaint Files

  • Description: Records from/concerning complainant concerning potential or actual discrimination including correspondence, EEOC Reports, Intake forms, departmental complaint forms, and summaries of actions taken
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-LGL-03-2018

Compliance Files

  • Description: General compliance files. May include workshop materials, required employee training attendance records, training certificates, compliance reports, data, etc.
  • Retention: 10 years
  • Disposition: Send University Archives final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-12-2018

Compliance Findings

  • Description: Records by investigator of problems found, solutions, and disciplinary actions
  • Retention: 10 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-13-2018

Contracts and Agreements

  • Description: Includes personal services contracts, contracts with vendors for special events, clinical affiliation sites and departments, obligations under contracts for services, purchases and sales
  • Retention: ACT + 8 years
  • Disposition: Destroy
  • Schedule Number: GS-LGL-04-2018

Co-ops, Field Experience, Internships

  • Description: Records related to student participation in co-ops, field experience placements, and internships. May include reports, learning objectives, documentation of hours worked, evaluations, and forms
  • Retention: IND for records that verify student experience for certification/licensure, ACT + 3 years for all other records
  • Disposition: Retain indefinitely the records needed to verify certification/licensure in local office. Destroy all others
  • Schedule Number: GS-EDU-15-2018

Correspondence - Routine and Transient

  • Description: Correspondence, paper or electronic (including e-mail), routine or transient in nature, that is of limited, short-term value, e.g. appointment setting, inquiries about holdings or programs, etc.
  • Retention: Until superseded
  • Disposition: Destroy
  • Schedule Number: GS-ADM-14-2018

Correspondence and Memoranda / General Subject Files

  • Description: Correspondence and memos, paper and electronic, related to the operation, policies, procedures, major activities and development of the university/college/department
  • Retention: 3 years
  • Disposition: Contact University Archives concerning documentation of historically significant decisions/events. Destroy remainder unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-15-2018

Correspondence and Memoranda / General Subject Files, Upper Administration

  • Description: Files of the President’s Office, deans, directors, chairs and upper-level administrators including e-mail
  • Retention: 3 years
  • Disposition: Archival Review
  • Schedule Number: GS-ADM-16-2018

Counselors' Logs

  • Description: Counselors’ logs with individual students
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-16-2018

Course Evaluations

  • Description: Student course evaluations regarding courses and faculty
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-17-2018

Course Listings and Schedules

  • Description: Listings/schedules of academic credit courses
  • Retention: ACT + 6 years
  • Disposition: University Archives
  • Schedule Number: GS-EDU-18-2018

Course Preparation Materials

  • Description: Includes special topics course proposals, documentation on courses, syllabi, course descriptions, etc.
  • Retention: ACT + 3 years
  • Disposition: Instructional materials typically belong to the faculty member. If the department holds additional records, contact University Archives for further review
  • Schedule Number: GS-EDU-19-2018

Course Work Student

Note: Student work is not considered an official university record, and the retention period advised is an unofficial recommendation

  • Description: Student tests, examinations, quizzes, papers, projects, etc. leading to a grade and to a posting on the official student record of the registrar
  • Retention: ACT + 2 terms
  • Disposition: Instructional materials typically belong to the faculty member. If the department holds additional records, contact University Archives for further review
  • Schedule Number: GS-EDU-20-2018

Curriculum Development Documentation

  • Description: Documentation and correspondence relating to programs offered by the college, including information on curricula and equipment, recommendations and external evaluations, and information on similar programs in other institutions
  • Retention: ACT + 6 years / IND
  • Disposition: Archive documentation related to final program or curriculum changes. Destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-EDU-21-2018

D  

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Degree Information

  • Description: Information and records related to the requirements for a degree program
  • Retention: ACT + 10 years
  • Disposition: University Archives
  • Schedule Number: GS-EDU-22-2018

Deposits and Banking

  • Description: Deposits and banking records
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-10-2018

Donor and Gift Files

  • Description: Correspondence, donations, contact reports, and confidential research information.  Also includes endowment / gift agreements/ academic / scholarship funds.  Information about major gifts or endowments by donor, including information on the gift, any assessment or IRS forms, and information about money procured for processing
  • Retention: ACT + 7 years
  • Disposition: Destroy, unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-17-2018

Duplicate Copies of Records

  • Description: Copies of documents created for administrative convenience/reference only.  For example, records received from the office of origin or extra copies of correspondence, reports, produced for office reference or distribution
  • Retention: Until no longer have administrative value
  • Disposition: Destroy
  • Schedule Number: GS-ADM-18-2018

E

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E-Learning Course Records - Not used for grading

  • Description: E-learning course records not used for grading
  • Retention: Transient
  • Disposition: Destroy
  • Schedule Number: GS-EDU-23-2018

E-Learning Course Records - Used for grading

  • Description: Exams, assessments, chats, discussions, blog postings, etc.
  • Retention: ACT + 2 terms
  • Disposition: Destroy
  • Schedule Number: GS-EDU-24-2018

Electronic Media and Forms

  • Description: Office copies of computer forms, CDs, disks, tapes, cards, etc. used as preliminary input, temporary storage or output control, the results of which are produced or otherwise available in paper, online or other electronic reports or microform
  • Retention: Until no longer have administrative value
  • Disposition: Destroy or erase
  • Schedule Number: GS-ADM-19-2018

E-Mail

  • Description: E-mail messages and their attachments sent or received via the University’s networks
  • Retention: Varies
  • Disposition: Retention based on type of record the e-mail contains
  • Schedule Number: GS-ADM-20-2018

Emeriti Files

  • Description: Correspondence with emeriti faculty, recommendations and policy re: emeriti faculty by the University
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-21-2018

Employee Grievances

  • Description: Files of correspondence, working papers, hearing records, final disposition papers for grievances and/or hearings both pending and completed, filed by employees
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-LGL-05-2018

Endowment Funds, Annual Reports

  • Description: Annual report of funds received and expended by endowment accounts. May be in the form of report to donors
  • Retention: ACT + 7 years
  • Disposition: Archival Review
  • Schedule Number: GS-ACC-11-2018

Endowment Funds, Periodic Reports

  • Description: Periodic reports of funds collected or expended by endowment accounts.
  • Retention: ACT + 7 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-12-2018

Environmental Monitoring Records

  • Description: Environmental monitoring files
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-22-2018

Equipment Maintenance, Service and Inventory Records, Including Motor Vehicles

  • Description: Equipment service and inventory records showing maintenance and repair histories and final disposition.  Equipment general operating information, specifications, correspondence, worksheets, warranty information, manuals
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-23-2018

Evaluations, Personnel

  • Description: Evaluation of work performance of faculty and staff (see also Course Evaluations)
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-02-2018

Event Files

  • Description: Chronological files of negotiating fees, travel arrangements, and correspondence for visiting speakers and events
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-13-2018

Events/Special Project Files

  • Description: Community and campus events, special projects, lectures, and exhibits. Includes meeting minutes, finance and planning records, agenda, and miscellaneous information
  • Retention: 3 years
  • Disposition: Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-24-2018

External Organizations

  • Description: Correspondence or reports from civic, academic, or professional organizations that are external to BGSU.  Can include information of a general nature, reports, minutes/agenda, newsletters or professional development materials
  • Retention: 1 year
  • Disposition: Archive final or major reports for which BGSU has contributed significant information, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-25-2018

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Faculty Criteria and Procedures - RPT and Merit

  • Description: Policies and documentation outlining RPT and merit criteria and procedures for each College/Department
  • Retention: ACT + 10 Years
  • Disposition: University Archives
  • Schedule Number: GS-PER-03-2018

Faculty Workload Reports

  • Description: Faculty Workload Reports, recording course load, teaching/admin hours/week, research activities, etc.
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-25-2018

Financial Aid

  • Description: General records related to the administration of financial aid and financial aid policies. For individual students' financial aid files, See "Financial Aid Files" record groups
  • Retention: ACT + 10 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-26-2018

Financial Aid Files - Government Loans

  • Description: Individual student files related to application, verification, deferrals, and disbursement of loans, from the US Department of Education
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-27-2018

Financial Aid Files - Private Loans

  • Description: Individual student files related to application, verification, deferrals, and disbursement of loans
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-28-2018

Financial Aid Files - Scholarships and Grants

  • Description: Individual student files related to application, verification, and disbursement of scholarships and grants
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-29-2018

Financial Reports, Annual

  • Description: Annual financial/budget reports at the university, college, department/unit/area level
  • Retention: 4 years
  • Disposition: University Archives
  • Schedule Number: GS-ACC-14-2018

Financial Reports, Interim

  • Description: Report of financial assets, liabilities, expenditures, income and equities. A periodic report, not the year-end report
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-15-2018

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Grade Changes

  • Description: Forms recording appeals and/or changes of grade.  Record Copy held by University Registrar
  • Retention: IND
  • Disposition: Destroy local copies after ensuring permanent records are captured by Registrar’s Office
  • Schedule Number: GS-EDU-30-2018

Grades

  • Description: Copies of grades from courses offered by the department taken by students.  Record Copy of grades/transcripts maintained permanently by University Registrar
  • Retention: IND
  • Disposition: Destroy local copies after ensuring permanent records are captured by Registrar’s Office
  • Schedule Number: GS-EDU-31-2018

Graduation Lists

  • Description: Lists of students approved for graduation, sent from colleges or departments to the Registrar’s Office. Record Copy of final (official) transcripts held by Registrar’s Office
  • Retention: IND
  • Disposition: Destroy local copies after ensuring permanent records are captured by Registrar’s Office
  • Schedule Number: GS-EDU-32-2018

Grants and Sponsored Research Files - Funded

  • Description: Files related to the administration of successfully funded proposals/contracts. Generated for each new or continuing award (contracts and/or grants) from various outside sponsors/agencies (i.e. Federal, State, and Local Governments, Private Industry, etc.) Includes forms, Cost Sharing documentation, Notice of Award, and related document
  • Retention: Minimum of ACT + 5 years unless specified longer by granting agency
  • Disposition: Destroy
  • Schedule Number: GS-ADM-26-2018

Grants and Sponsored Research Files - Unfunded

  • Description: Files related to unfunded grant proposals
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-27-2018

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Handbooks

  • Description: Includes Student, Academic Unit, Faculty, and Staff handbooks
  • Retention: ACT + 10 years
  • Disposition: University Archives
  • Schedule Number: GS-ADM-28-2018

Hazardous exposure

  • Description: Records documenting exposure or testing related to hazardous substances
  • Retention: IND
  • Disposition: Maintain indefinitely in office
  • Schedule Number: GS-PER-04-2018

Health/safety/accidents/injuries

  • Description: Records related to on-the-job accidents used for worker's compensation claims
  • Retention: 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-05-2018

I

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Immigration and Naturalization Documents

  • Description: Including Form I-9 (eligibility for employment) and I-20 (visa)
  • Retention: ACT + 6 years
  • Disposition: Destroy unless needed for continued administrative purposes
  • Schedule Number: GS-PER-06-2018

Incident Reports

  • Description: Incident reports of an injury, accident, theft, or other similar problem. Records related to injuries or accidents sustained by BGSU employees are found under “Health/Safety/Accidents/Injuries”
  • Retention: ACT + 6 years
  • Disposition: Destroy, if no legal action pending.  If it is, obtain advice from general counsel regarding retention
  • Schedule Number: GS-ADM-29-2018

Invoices

  • Description: Bills for services rendered
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-16-2018

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L

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Leaves - Academic

  • Description: Files of materials relating to the taking of academic leaves, including salary information, approvals, supporting documentation, and related correspondence
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-07-2018

Leaves - Medical/Personal

  • Description: Files of materials relating to the taking of medical or personal leaves, including salary information, approvals, supporting documentation, and related correspondence
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-08-2018

Leaves - Sick/Vacation

  • Description: Requests for leave
  • Retention: 1 year
  • Disposition: Destroy
  • Schedule Number: GS-PER-09-2018

Ledgers

  • Description: Departmental budget ledgers and/or journals detailing departmental account activities. Annual/final records only
  • Retention: 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-17-2018

Lists/Indexes/Summaries

  • Description: Used for internal administrative convenience or information
  • Retention: Until no longer of administrative value
  • Disposition: Destroy
  • Schedule Number: GS-ADM-30-2018

M

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Mailing Lists/Contact Databases

  • Description: Mailing lists and contact databases
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-31-2018

Merit Files

  • Description: Merit salary increases for faculty and staff, including submissions, recommendations, and allocations. Record copy of final decisions should be transmitted to HR
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-10-2018

N

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Name, Gender, or Residency Change Requests

  • Description: Name, Gender, or Residency Change Requests
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-33-2018

Newspaper Clippings

  • Description: Concerning activities of BGSU in general, or individual department or unit
  • Retention: 3 years or indefinite as needed
  • Disposition: University Archives
  • Schedule Number: GS-PUB-03-2018

O

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Ohio Board of Regents Files

  • Description: Reports, agendas, minutes for IUC, student lists, subsidy reports, management reports, etc.
  • Retention: ACT + 6 years
  • Disposition: Archival Review
  • Schedule Number: GS-EDU-34-2018

Organization Charts

  • Description: Charts depicting reporting lines in colleges/departments/offices
  • Retention: ACT + 10 years
  • Disposition: University Archives
  • Schedule Number: GS-ADM-32-2018

Outside Activity Report

  • Description: Documentation regarding collateral employment
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-11-2018

P - Q

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Packing and Shipping Records

  • Description: Files of packing slips and invoices for shipments and equipment and materials received
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-18-2018

Patent and Trademark Files

  • Description: Patent and trademark files
  • Retention: ACT + 6 years
  • Disposition: University Archives
  • Schedule Number: GS-LGL-06-2018

Payroll Deduction Authorization

  • Description: All forms used to authorize deductions from charitable organizations, banks/credit unions, unions dues, memberships, etc.
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-12-2018

Payroll Files

  • Description: Includes timesheets, time off from work forms, overtime and flex reports, vacation and sick leave reports, attendance records, Payroll Verification Reports, Requests for Hand-drawn Payroll Check, Payroll Check pickup sheets
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-13-2018

P-Card Records

  • Description: Procurement card records including statements, transaction forms, and other supporting documentation
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-19-2018

Personnel Disciplinary Records

  • Description: Employee disciplinary documentation, including performance improvement plans. Record copy held by HR, but may also be held locally
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-14-2018

Personnel Health Assessment Records

  • Description: Records documenting employee health assessments necessary for job duties, such as respirator tests
  • Retention: 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-15-2018

Personnel Records - Human Resources and Provost Copies

  • Description: Official copies of faculty and staff personnel files
  • Retention: IND
  • Disposition: University Archives
  • Schedule Number: GS-PER-16-2018

Personnel Records - Local Copies

  • Description: Employee records for faculty and staff, including RPT and evaluations, personnel assignments, changes in employment classification level
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-17-2018

Photographs

  • Description: Concerning activities of BGSU in general, or individual department or unit
  • Retention: 3 years or indefinite as needed
  • Disposition: Contact University Archives concerning documentation of significant activities/events. Destroy remainder unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-PUB-04-2018

Planning/Forecasting

  • Description: Records related to planning/ forecasting for internal purposes. Includes five- and ten-year strategic plans, enrollment reports, program reviews, long range planning, minutes/correspondence, surveys, assessment, data, etc.
  • Retention: ACT + 1 year
  • Disposition: University Archives
  • Schedule Number: GS-ADM-33-2018

Policies, Procedures, and Rules

  • Description: Policy manuals, procedures, rules, faculty and student handbooks, documentation of rulings and decisions
  • Retention: ACT + 10 years
  • Disposition: University Archives
  • Schedule Number: GS-ADM-34-2018

Position descriptions

  • Description: Position descriptions
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-18-2018

Press Releases

  • Description: Concerning activities of BGSU in general, or individual department or unit
  • Retention: 3 years or indefinite as needed
  • Disposition: University Archives
  • Schedule Number: GS-PUB-05-2018

Program Participation Files (non-academic, on-going)

  • Description: Files that include registration forms/waivers, discipline forms, photo release form, medication authorization forms, and incident/accident reports. See also program participation files (one-time)
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-35-2018

Program Participation Files (non-academic, one-time)

  • Description: Registration and waiver forms for participants in infrequent or one-time events, etc. See also program participation files (on-going)
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-36-2018

Programming and Planning Records

  • Description: Records related to program development, planning, promotion, assessment and evaluation, recommendations, review and administration. May include white papers, reports, meeting minutes/agendas, high-level correspondence, and other records
  • Retention: 3 years
  • Disposition: Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-37-2018

Property and Real Estate Files

  • Description: Records re: University property, including deeds, transactions, taxes, leases, and legal descriptions
  • Retention: ACT + 8 years
  • Disposition: Archival Review
  • Schedule Number: GS-LGL-07-2018

Public Records Requests

  • Description: Public records requests and responses to requests
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-LGL-08-2018

Publications - Office of Origin

  • Description: May also include newsletters, programs, flyers, brochures, handbooks, catalogs, manuals, and campus calendars. Includes both electronic and paper publications
  • Retention: 5 years or indefinite as needed
  • Disposition: University Archives
  • Schedule Number: GS-PUB-06A-2018

Publications - Third Party

  • Description: Publications by other departments, companies, agencies or other third parties
  • Retention: Until no longer of administrative use
  • Disposition: Destroy
  • Schedule Number: GS-PUB-06B-2018

Purchase Orders Records

  • Description: Records related to purchases or purchasing power by the department
  • Retention: ACT + 8 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-20-2018

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Reappointment, Promotion and Tenure Files

  • Description: Includes recommendations and supporting documents for all faculty and non-bargaining unit represented adjuncts. May include Dean's letter, Department Head recommendations, Departmental Committee Report, vitae, and letter from Provost
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-19-2018

Refund Files

  • Description: Forms indicating necessity of refund
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-21-2018

Reimbursement Requests

  • Description: Requests and supporting documentation for reimbursement requests
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-22-2018

Reorganization Files

  • Description: Records relating to significant college or division reorganization
  • Retention: ACT + 10 years
  • Disposition: Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-38-2018

Report Files

  • Description: Periodic reports of summary budget and financial data compiled for ongoing administrative and historical purposes
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-23-2018

Reports - Annual or Major

  • Description: Annual and occasional reports produced by the college, department, or unit, that cover significant achievements, goals, etc.
  • Retention: 3 years
  • Disposition: University Archives
  • Schedule Number: GS-ADM-39-2018

Research Projects, Approved

  • Description: Files containing proposals, budgets, accounting information , correspondence, and reports for grant funded and non-grant funded research
  • Retention: Minimum of ACT + 5 years unless specified longer by granting agency
  • Disposition: Destroy
  • Schedule Number: GS-ADM-40-2018

Research Projects, Rejected

  • Description: Files containing proposal and correspondence for grant funded and non-grant funded research
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-41-2018

Resident Advisor / Counselor Report

  • Description: General residence hall reports prepared by resident counselors and advisors regarding programs, major incidents, follow-ups, staff development efforts, and concerns
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-EDU-35-2018

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Safety Records

  • Description: Includes safety action plans, employee health and safety documentation. See also 'Incident Reports' and 'Policies, Procedures, and Rules’ categories
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-42-2018

Sales and Receipts Reports

  • Description: Reports and receipts for sales, services, fees and fines (including cash). May include daily totals
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-24-2018

Scheduling

  • Description: Scheduling of personnel, classes, events, and activities. Includes appointment calendars
  • Retention: 1 year
  • Disposition: Destroy
  • Schedule Number: GS-ADM-43-2018

Scholarships Administered By Colleges and Departments

  • Description: Administrative information regarding local scholarship programs including applications, awards, recipients, etc. but not fiscal data
  • Retention: ACT + 6 years
  • Disposition: Archive lists of awardees and general information about award and selection criteria, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-EDU-36-2018

Scholarships and Grants (for students)

  • Description: Correspondence, committee memberships, and Advice of Gift Remittance Forms re: scholarships administered to students. This group covers the administration of such grants, for files related to individual students receiving scholarships / grants, see “Financial Aid  - Scholarships and Grants"
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-44-2018

Search and Hiring Records

  • Description: Includes instructions to committee, advertising materials, applications, CVs/resumes, hiring paperwork, acceptance letters, performance letters, application evaluation sheets, interview schedules, interview evaluation sheets, and letters to applicants, etc. Records for candidate that was selected should go in the employee's personnel file
  • Retention: 3 years for those not hired; ACT + 6 years for those hired
  • Disposition: At conclusion of search, the Search Committee chair or hiring coordinator should send all final records to HR, and should hold remaining records for 3 years
  • Schedule Number: GS-PER-20-2018

Social Media

  • Description: Social media channels associated with the University, and its Colleges, Departments, Programs, Divisions, etc.
  • Retention: 3 years or indefinite as needed
  • Disposition: University Archives
  • Schedule Number: GS-PUB-07-2018

Special and Restricted Accounts Files

  • Description: Chronological file of detail for special and restricted university established accounts
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-25-2018

Statistics and Research Data

  • Description: Statistics and research data on enrollment, graduation, and other institutional/college/ department statistics. May include post-graduation employment statistics. Also includes raw research data materials, data analysis, and reports
  • Retention: ACT + 6 years
  • Disposition: Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-EDU-37-2018

Student Academic Records - College or Department Office Files

  • Description: Files maintained by individual college and department offices on students enrolled in that college or department.  May include applications, grades, academic progress, and correspondence with or about student, supplementary forms, changes of grades, academic actions, etc., for students
  • Retention: IND for records that document student experience potentially needed for future verification (e.g., licensing, credentials, etc.) that are not held by the Registrar’s Office. 
    ACT + 1 year for all other records
  • Disposition: Retain indefinitely in office for records needed for future verification.  Destroy all others
  • Schedule Number: GS-EDU-38-2018

Student Academic Records - Non-Credit/Continuing Education

  • Description: Records related to non-credit status students, including registration forms and associated correspondence
  • Retention: ACT + 3 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-39-2018

Student Billing Records

  • Description: Billing to students for tuition, services, room and board, and other expenses
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-26-2018

Student Disciplinary Records, including Academic Honesty

  • Description: Student case files for academic and non-academic behavioral issues. Documentation may cover cases related to suspension, dismissal, or probation from an academic program
  • Retention: IND for those students permanently dismissed, ACT + 6 years for all others
  • Disposition: Retain indefinitely in office for those permanently dismissed, Destroy for all other outcomes
  • Schedule Number: GS-EDU-40-2018

Student Files - Housing

  • Description: Includes copies of parent/student correspondence, receipts, and payments
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-41-2018

Student Insurance Records

  • Description: Files of Student Health Insurance Registration receipts, records of declined insurance coverage, claims and investigations, and when coverage was purchased
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-27-2018

Student Recruitment

  • Description: High school recruiting, freshman letters (confirmed and offered), department head freshmen letters, school visits, testing information. See also "Applicants" record groups
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-42-2018

Student Services - Appointment Records

  • Description: Record of appointments for student services such as tutoring
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-43-2018

Student Services - Case Files (e.g. Student Legal Services, Student Support Services, Counseling Center, etc.)

  • Description: Case files for individual students receiving services from various campus offices
  • Retention: ACT + 6 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-44-2018

Student Services - Tutoring/Coaching/Learning Specialist Reports

  • Description: Reports to or from tutors/coaches/specialists on student progress
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-45-2018

Student Services - Tutoring/Coaching/Learning Specialist Student Files

  • Description: Includes class schedule, communications, academic goals, skill evaluations, learning style inventories, documented disability reports, testing reports, document release forms, tutor session feedback forms, meeting log
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-46-2018

Student Worker/Assistant Personnel File

  • Description: Student Employment applications, evaluation forms, student assistant budgets, correspondence, payroll and termination. Record copy held by HR, but may also be held locally
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-21-2018

Student Worker Timekeeping Forms and Reports

  • Description: Reports that students file for detailing activities performed, as well as timesheets and schedules
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-22-2018

Surplus Property Records

  • Description: Surplus property records
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-45-2018

Surveys

  • Description: Responses to administered surveys and any final reports, created for distribution, generated from survey results
  • Retention: 3 years
  • Disposition: Archive any final reports of surveys conducted at the college or university level, destroy all responses unless necessary for continued administrative or historical purposes
  • Schedule Number: GS-ADM-46-2018

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Ticket Sale Information

  • Description: Reports, orders
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-28-2018

Time Keeping Records

  • Description: Includes documentation of staff and student work
  • Retention: 5 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-29-2018

Training and Development Records

  • Description: Records related to required staff training and development including conference and seminar attendance, requests, registrations
  • Retention: ACT + 3 years
  • Disposition: Destroy
  • Schedule Number: GS-PER-23-2018

Training Materials

  • Description: Includes any material developed or used by the department to conduct training or distributed to trainees
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-47-2018

Transcript Request Forms

  • Description: Transcript requests received from current and former students, and campus officers
  • Retention: ACT + 1 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-47-2018

Transcripts

  • Description: Transcripts of student's attendance, graduation dates, degrees, and permanent grades
  • Retention: IND
  • Disposition: Maintained by Registrar
  • Schedule Number: GS-EDU-48-2018

Transient Materials

  • Description: All informal and/or temporary messages (including but not limited to voice mail and e-mail), and all notes and all drafts used in the production of public records by any BGSU employee
  • Retention: Transient
  • Disposition: Destroy
  • Schedule Number: GS-ADM-48-2018

Travel Records

  • Description: May include travel authorizations, travel expense reports, and payment requests
  • Retention: 4 years
  • Disposition: Destroy
  • Schedule Number: GS-ACC-30-2018

U – V

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Union Files - General

  • Description: Subject files held by local units of general information, copies of signed agreements, policies and procedures, correspondence and supporting documentation relating to non-grievance, non-specific personnel matters, etc. Files related to negotiating new contracts/ agreements are part of the record group Collective Bargaining/Contract Administration
  • Retention: 3 years
  • Disposition: Destroy
  • Schedule Number: GS-ADM-49-2018

W – X – Y – Z

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Waiver Forms

  • Description: Waivers signed by program or event participants, guests, or parents/ guardians for minor participants
  • Retention: ACT + 6 years
  • Disposition: Destroy
  • Schedule Number: GS-LGL-09-2018

Websites and Web Pages

  • Description: Official university websites or webpages that contain university records
  • Retention: 5 years or indefinite as needed
  • Disposition: University Archives
  • Schedule Number: GS-PUB-08-2018

Work Study Files

  • Description: Files of students employed via work-study program
  • Retention: ACT + 6 year
  • Disposition: Destroy
  • Schedule Number: GS-EDU-49-2018