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CENTRAL MICHIGAN UNIVERSITY Last Updated: 3/20/12RECORD RETENTION SCHEDULE REVISED MARCH 20, 2012
AA cade m ic A d v i s i ng a n d As s i s t an c e ........................................................................................................................................ 36A cade m ic A ff a irs ..................................................................................................................................................................... 15A cade m ic A s si s t an c e P rogr a ms ............................................................................................................................................. 36A cade m ic D epar t men t s -G e ne r al R e c or d s .............................................................................................................................. 14A cade m ic S p a ce & R em o de l in g ............................................................................................................................................. 15A ccoun t ing Se r vi c e s ............................................................................................................................................................... 53A dm i s sio n s ............................................................................................................................................................................. 37A ffirmat i ve Ac t ion ...........................................................................................See Office of Civil Rights and Institutional EquityA rt D epartment ....................................................................................................................................................................... 18Athl eti cs .................................................................................................................................................................................. 11
BB enef i t s .................................................................................................................................................. See Human ResourcesB oard O f Tr u ste e s .................................................................................................................................................................. 10B oo k sto r e ........................................................................................................................... See Residence & Auxiliary ServicesB u s in e ss A d m in i strat i on .................................................................................................... See Dean's Office-General RecordsBus iness Administration, College of ....................................................................................................................................... 18
CC ampus ID Off i ce ................................................................................................................................................................... 54C areer S erv i ces ...................................................................................................................................................................... 37C arls C enter for C l i n i cal C a r e and Edu c at i on ......................................................................................................................... 29C enter For A pp l i ed R e search A nd R ural Stu d ies ( CARR S ).................................................................................................... 67C enter For L e i s ure S e r v i ces ................................................................................................................................................... 22C entral H ea l t h Impr o ve m ent P rogram .................................................................................................................................... 51C harter S cho o ls ...................................................................................................................................................................... 19C hem i st r y ................................................................................................................................................................................ 32C hief Fin a n c i a l O f ficer ............................................................................................... See Finance and Administrative ServicesC larke His t ori c al L i brar y .......................................................................................................................................................... 33C M LIFE .............................................................................................................................................. See Student Publications C om m un i cat i on and D ramat i c A rts .................................................................................... See Dean's Office-General Records C om m un i cat i on and Fine A r t s, C ollege of .............................................................................................................................. 18C om m un i cat i on D i s o r ders .............................................................................See Carls Center for Clinical Care and EducationC omputer S oft w are R e c or d s ..................................................................................................................................................... 6C ontroller, Off i ce of ................................................................................................................................................................. 53Couns eling Center .................................................................................................................................................................. 38
DD ean O f S tu d ent s , O f f i c e of .................................................................................................................................................... 36D ean ' s O ff i c e - CB A .......................................................................................................See Business Administration, College of D ean ' s O ff i c e - EH S ...........................................................................................See Education and Human Services, College of D ean ' s O ff i c e - H ea l t h P r of e ss i ons ........................................................................................ See Health Professions, College of D ean ' s O ff i ces Ge n eral Re c o r ds ............................................................................................................................................ 13D ean ' s O ff i c e - S c ien c e & Tec h no l ogy .........................................................................See Science and Technology, College of
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D epartment a l R e c o r ds .............................................................................................................................................................. 6D e v elo p ment A nd A lum n i R e l at i ons ....................................................................................................................................... 47Doc uments of Historical Signi ficance ........................................................................................................................................ 6
EE du c at i o n And H u m an Ser v i c es ........................................................................................ See Dean's Office-General RecordsE du c at i o n And H u m an Ser v i c e s , C ol l ege O f .......................................................................................................................... 19EH S C enter For S tudent Se r v i ces .......................................................................................................................................... 21E mp l o y ee R ela t ions and Tr a i n ing .......................................................................................................... See Human ResourcesE mp l o y ment Services …………….......................................................................................................... See Human ResourcesE n v iron m ental & S afety S erv i c e s ............................................................................................................................................ 63E qu i pm e nt In v entory .......................................................................................................................................... See PurchasingExtended Learning, College of..........................................................................................See Professional Education Services
FFac i l iti e s Ma n age m ent ............................................................................................................................................................ 49Facul t y P ers o nnel F i l e s ............................................................................................................See Faculty Personnel ServicesFacul t y P ers o nnel S e r vi c es .................................................................................................................................................... 15Finan c e And A d m in i strat i ve S erv i c e s ..................................................................................................................................... 48Finan c ial P l ann i n g & B udge t s ................................................................................................................................................. 48Fis cal Rec ords .......................................................................................................................................................................... 6
GGener a l C orres p onde n ce ......................................................................................................................................................... 7Gener a l C oun s el ..................................................................................................................................................................... 50Gener a l P ol i ci e s ........................................................................................................................................................................ 5Go v er n ment a l R ela t io n s A nd P ub l ic A f f airs ............................................................................................................................ 67Gradua t e Studi e s, C o l lege o f .................................................................................................................................................. 24Grant Records .......................................................................................................................................................................... 7
HThe H erbert H . a n d G a ce A. D ow C ollege o f H ea l th P r o fe s s i ons ...................................... See Dean's Office-General RecordsThe H erbert H . a n d G r a ce A. D ow C ollege of H e alth P r o f e s sion s .......................................................................................... 28H onors P rogr a m ..................................................................................................................................................................... 17H uman R e s o urces .................................................................................................................................................................. 50H umanit i es A nd S o ci a l & B e h a v ior a l S ci e n c e s .................................................................. See Dean's Office-General RecordsHumanities And Social & Behav ioral Scienc es, College of ..................................................................................................... 31
IInforma t ion T e chn o log y , O f f i c e of ........................................................................................................................................... 44In s titu t ion a l D i v e r si t y, O f f i c e for .............................................................................................................................................. 46In s truc t ion a l Ma t eria l s C enter ................................................................................................................................................. 22Internal A u di t ........................................................................................................................................................................... 12International Educ ation, Office of ............................................................................................................................................ 46
LLeader s hip I n stit u te ................................................................................................................................................................ 39Librari e s .................................................................................................................................................................................. 32
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MMa i lr o om ............................................................................................................................................................ See PurchasingMeeti n g M i nutes ....................................................................................................................................................................... 8M i c h igan H i stor i cal R e v iew ..................................................................................................................................................... 35M i nori t y S tud e nt Se r v i c e s ....................................................................................................................................................... 46Mu s e u m O f C ultur a l & N atural H i s tor y .................................................................................................................................... 32MSA Degree Program.. ...........................................................................................................See Graduate Studies, College of
OOffi c e of C i vil R i g hts a nd I n sti t utional E qui t y ……..……………………………………………………………………………….… 12Offi c e O f R e sear c h & S po n so r ed P r ogra m s ........................................................................................................................... 27OSHA/MIO SHA and Other Regul atory Agencies ..................................................................................................................... 8
PP a y ab l e A cco u nt i ng ................................................................................................................................................................ 54P a y roll A c co u nt i ng .................................................................................................................................................................. 55P ersonn e l R e c or d s ................................................................................................................................................................... 8P oli c e ...................................................................................................................................................................................... 56P residen t ’s Off i c e ................................................................................................................................................................... 10P rint i ng Se r vi c es ................................................................................................................ See Residence & Auxiliary ServicesP rof E d ..................................................................................................................................................................................... 22P rof E d - A cad e m i c A f f air s ....................................................................................................................................................... 22P rof E d - C enter Se r v i c e s ........................................................................................................................................................ 23P rof E d - Fina n ci a l S erv i ces .................................................................................................................................................... 24P rovo s t ...................................................................................................................................................... See Academic AffairsP sych o lo g y ............................................................................................................................................................................. 31P ub l ic R e lati o ns & M arke t ing .................................................................................................................................................. 12Purchasing .............................................................................................................................................................................. 57
RR e c reatio n , P ar k s & Le i sure S erv i c e s .................................................................................................................................... 22R eg i strar ................................................................................................................................................................................. 39R eg i strat i on a n d En r ol l ment R e c ords ....................................................................................................................................... 9R e s ide n ce & A u x i l ia r y S er v i c e s .............................................................................................................................................. 60R e s ide n ce L i f e ................................................................................................................... See Residence & Auxiliary ServicesR etent i on Pe r iod ....................................................................................................................................................................... 5Ris k Management .................................................................................................................................................................. 62
SSA P ......................................................................................................................................................................................... 64S cho l a r shi p s & Fin a n c i al A id .................................................................................................................................................. 42S chool Of A c coun t ing ............................................................................................................................................................. 18S cien c e And T e chn o logy ................................................................................................... See Dean's Office-General RecordsS cien c e And T e chn o log y , C ol l ege of ...................................................................................................................................... 32S tudent A c count Se r vi c es a nd U niver s ity B i l l i n g ………………………………………………………………………………… …. 59S tudent Di s ab i l ity S e r vi c es ..................................................................................................................................................... 43S tudent Em p lo y ment .............................................................................................................................................................. 53S tudent L i f e ............................................................................................................................................................................. 43S tudent O mbu d s O f ficer ......................................................................................................................................................... 13S tudent Pub l i c a t io n s ............................................................................................................................................................... 47
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TTele c o m m u n i c a t io n s .......................................................................................................................See Information TechnologyTravel and Employee Reimbursements ................................................................................................. See Payroll Accounting
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U ndergradua t e Acad e m i c S e r vi c e s ...................................................................................................................... See Registrar U niver s ity C en t er ............................................................................................................... See Residence & Auxiliary Services U niver s ity E v ents .................................................................................................................................................................... 64U niver s ity H e a lth Se r v i c e s ...................................................................................................................................................... 65U niver s ity R e c ord s .................................................................................................................................................................... 5U niver s ity R e c r eat i o n/S A C ..................................................................................................................................................... 66U niver s ity S tor e s ................................................................................................................................................ See PurchasingUniversity Theatre Box O ffic e ................................................................................................................................................. 19
VV eter a ns P rog r a m ............................................................................................................... See Scholarships and Financial AidVolunteer Center ..................................................................................................................................................................... 44
WWo r ker ' s C om p en s a t io n .......................................................................................................................................................... 51
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RECORD RETENTION SCHEDULE
Revised July 2010
GENERAL POLICIES
This schedule is the university's official record retention schedule. The purpose of the centralized schedule is to provide a mechanism to help ensure the university is maintaining necessary records for an appropriate length of time. This schedule includes a section for each division within the university.
COMMON DOCUMENTS FOR MANY DEPARTMENTSDocuments that are common to many university departments and offices have been
removed from the listing of records for individual departments and included in the G ene ral P o l i cies section of this schedule.
COMMON DOCUMENTS FOR DEAN’S OFFICES & ACADEMIC DEPARTMENTSDocuments that are common for a dean’s office and an academic department have been
removed from the listing of records for individual departments and included in the Office of the Dean (g e n e ral rec o r d s ) and academic departments (g e n e ral re c o rd s ) section of this schedule. However, some academic departments have specific records that only pertain to those departments. Specific listings for these departments are included in this schedule.
University Records
For the purposes of these policies and schedule, university records are defined as all records, regardless of their form, prepared, owned, used, retained by, or in the possession of an individual in the performance of an official function of the university.
Records Included in this Schedule
Records included in this record retention schedule should be original, unique or of continuing importance to the university. They should have legal, fiscal, administrative, or historical purpose.
Retention Period
The retention period should be the length of time that the record is useful or required to be kept by an external source, such as a law or an accreditation agency.
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For documents listed in this schedule, there may be instances where departments are required to keep a document longer. There may also be instances where departments may elect to keep a document longer. This is a decision for the departments. However, space requirements and costs should be considered.
If any record is related to an unresolved complaint or dispute involving the university, that record should not be discarded or destroyed regardless of the provisions of this record retention schedule. Questions about whether a dispute has been resolved should be directed to the O f f i c e o f t h e G ene ral C oun s e l .
Computer Software Records
Computer software records include license agreements, manuals, diskettes, CD’s, and other documentation received with the computer software. These records should be kept by the department for the life of the software.
Departmental Records
Departments have records that do not meet the criteria to be included on this record retention schedule, however, they are necessary for departmental operations. For such records, the department should retain them for as long as they are useful to departmental operations (e.g. clinical records, contracts, alumni lists, publications, monthly reconciliation reports).
Documents of Historical Significance
Many departments maintain documents that have historical value to the university. The university has interest in keeping such documents in the archives. If a department has documents that have potential historical value and you have questions about their retention, contact the C l a rke H i s t o r i c a l L ibrar y .
Fiscal Records
Fiscal records are those records that directly pertain to carrying out the business affairs of the university. Examples of these records are: SAP accounting reports and all supporting documents, financial reports, payroll documents, invoice vouchers, paid invoices, etc.
The Fin an ce a n d A d m i n istrati v e S e r v i c e s D i v i sion departments maintain most of the basic business documents of the university. Some documents, such as departmental credit card charges, time cards and time and attendance sheets with original signatures should be kept in individual departments. Each university department is responsible for maintaining documents supporting purchases on a departmental credit card for three years (if applicable). The Payroll
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office maintains payroll records, except original time cards and time and attendance sheets that contain employee signatures. These documents should be kept by the department for four years.
The basic university business documents maintained by the Finance and Administrative Services Division departments include, but are not limited to, invoice vouchers, employee reimbursement vouchers, purchase orders, insurance documentation, budget documentation and accounting reports. These documents are included in the attached schedule under the appropriate Fi n an ce a n d A dm i n istrati v e Se r v i c e s Di v is i o n department.
Departmental copies of fiscal records maintained by the Finance and Administrative Services Division departments should be retained for the greater of two years plus the current fiscal year or as long as useful to departmental operations.
Originals of fiscal records not submitted to the Finance and Administrative Services Division departments should be included in the record retention schedule with the appropriate retention period under the department responsible for maintaining them.
General Correspondence
Departments have general correspondence. Unfortunately, it is difficult to assess each department’s general correspondence files. Each department should retain general correspondence for as long as it is useful to departmental operations or is of continuing importance to the university. If the records have retention requirements due to external sources, the records should be kept accordingly.
Grant Records
Grant records are those records directly pertaining to applying for and/or receiving external or in-house grants. They include award letters, copies of proposals, copies of agreed upon budgets, reports, etc.
The O f f ice o f Res e a rch an d S p o n s o r e d P r o g ra m s is responsible for maintaining official university records. See the O f f ice o f Re s ea r ch an d S p on s o r e d Pr o g r am s ’ retention schedule for specific documents. The official financial records are kept by Accounting Services. Some departments may have grant records that the Office of Research and Sponsored Programs does not. In this case, the department should ensure that any official record, other than records of expenditures, are transferred to the Office of Research and Sponsored Programs. Other documents should be kept for the appropriate retention period usually determined by the funding source.
Departmental copies of documents kept by the Office of Research and SponsoredPrograms should be retained for as long as they are useful to departmental operations.
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Meeting Minutes
Many departments are responsible for maintaining meeting minutes such as council minutes, departmental or university committee minutes, and other departmental meeting minutes. The department that stores the original minutes is responsible for maintaining the official university copy. Minutes provide a record of past decisions and how the decision was made. Therefore, the original copy of the minutes should be kept permanently. Duplicate departmental copies of minutes should be retained as long as useful to the department.
OSHA/MIOSHA and Other Regulatory Agencies
Written plans required by OSHA/MIOSHA and any other regulatory agency must be kept permanently or in accordance with the regulatory agency guidelines. Topics of written plans include, but are not limited to, material safety data sheets (MSDS), blood borne pathogens, hazard communication and evacuation plans.
Personnel Records
Personnel records are those records that pertain to the employment of an individual by the university. Examples of these documents include: applications, resumes, vitae, Personnel Transaction forms (P-3), appointment letters, evaluations, and miscellaneous forms. Employees have the right to review their personnel file and some items placed in the personnel file may be subject to release under the Freedom of Information Act.
FACULTY: Faculty Personnel Services, deans’ offices and academic departments maintain personnel files for faculty, temporary faculty and graduate assistants. The files may include teaching contracts, vitae, tenure documentation, promotion documentation, reappointment documentation, disciplinary documentation, miscellaneous records, letters of recommendation, etc. Original university documents should be transferred from the departmental and dean office personnel files to Faculty Personnel Services after the employee separates from the university. However, for temporary faculty, the files should not be transferred until three years after the last assignment. Faculty Personnel Services will be responsible for maintaining the official university personnel records after separation. See Fa c u lty P e rso n ne l S e r v ices section for further information. If you have additional questions regarding personnel documents, contact Fac u lty Pe rso n n e l S e r v ice s .
STAFF: Employment and Compensation/HR and many departments maintain personnel files for staff employees. Employment and Compensation’s files may include employment applications, Personnel Transactions forms (P-3), compensation letters, evaluations, disciplinary documentation, letters of recommendation, miscellaneous records, etc. Upon termination or change of employment assignment, the departmental file should be forwarded to Employment and Compensation/HR to be consolidated with the official personnel file. See H u m a n Re s ou rces section for further information. If you have additional questions regarding personnel documents, contact E mp lo y m e n t a n d C o m p en s a ti o n /HR .
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STUDENT: Student Employment Services and many departments maintain personnel files for student employees. However, Student Employment Services' file is considered the official university personnel file. Student Employment Services' files may include documents such as job referral slips, payroll withholding documentation, evaluations, letters of recommendation and disciplinary documentation. For those departments that keep student personnel files, original personnel documents such as evaluations and disciplinary documentation should be transferred from the departmental file to the Student Employment Services' file. See St u d en t E mp lo y m e n t section for further information. If you have additional questions regarding original personnel documents, contact St u d e n t E mp lo y m e n t S e r v i c e s .
Registration and Enrollment Records
Registration and enrollment records are those records that directly pertain to carrying out the academic registration and enrollment process for students. Examples of these records are: enrollment printouts, grade distributions, class lists, course offering guides, and course scheduling information and registration materials.
The Re g istrar's O f f i c e maintains the basic registration and enrollment records of the university; however, many departments may also maintain copies. Departmental copies of registration and enrollment records that are maintained by the Registrar's Office should be retained for the greater of two years plus the current fiscal year or as long as useful to departmental operations.
BOARD OF TRUSTEES
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SECRETARY – BOARD OF TRUSTEES
Minutes of meetings, backup materials, official Permanent correspondence.
OFFICE OF THE PRESIDENT
PRESIDENT’S OFFICE
President’s Files (President’s preference to archive files 5 yearsat Clarke Historical Library – open/close) or term of President
Commencement 5 yearsUniversity Archives
Committee Reports 10 yearsUniversity Archives
Departments and Schools 10 years Correspondence, reports, memoranda, and other University Archives related materials specifically pertaining to universityoperations.
General Information Files 3 years minimumThe general information files contain a wide range of materials pertinent to the operation and interest of the President’s office. Retention values for each of the subject folders within the file range from three years topermanent. Terminal records are discarded and others having continuing importance are eventually transferred to the Clarke Historical Library or other appropriate functional areas. Because over 500 subject titles are included in the special files, they are not individually listed in this schedule.
Institutional Memberships 10 years
Retirees Permanent
ATHLETICS
MAC ItemsConference Letter of Intent 7 years
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Eligibility forms 7 years National Letter of Intent 7 years Scholarship forms 7 years Squad List forms 7 years
NCAA ItemsAcademic Reporting forms 5 years Certification of Compliance forms 5 years Information and Sports Scholarship forms 5 years Student Athletic Statement forms 5 years
University ItemsApplications for Positions Permanent Budgets P ermanent Employment Records Permanent Game Contracts Permanent Grants-in-Aid P ermanent Squad List forms Permanent
Athletic Ticket OfficeFinancial Documents
Daily reconciliation reports/copies of deposits 5 years Journal entries 5 years Monthly credit card reconciliation (electronic) 5 years Over/Short reports (electronic) 5 years Annual ticket revenue per sport by event (electronic) Permanent
Ticketing DocumentsAttendance figures (electronic) Permanent Season ticket holder lists (electronic) 5 years Event ticket holder lists (electronic) 3 years Customer order forms 5 years Complimentary ticket request 5 years Complimentary ticket reports (electronic) 5 years Void and returned tickets 5 years Void and returned ticket reports/logs 5 years Ticket stubs 5 years Event reconciliation paperwork 5 years Pass lists 5 years Copies of sponsorship agreements 3 years
Employee DocumentsTimesheets 3 yearsTemporary staff payroll submissions (electronic) 3 years
INTERNAL AUDIT
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Audit Reports Permanent
Audit Timesheets 3 years
Audit Workpapers and Related Computer Files 7 years or two prior audits, whichever is longer
Board Memos & Correspondence 3 years
Special Projects Permanent
OFFICE OF CIVIL RIGHTS AND INSTITUTIONAL EQUITY
Affirmative Action Plans 3 years
Applicant Searches 3 years
Complaints/Grievances Case Files 15 years
Complaint Case Log Permanent
Governmental Audits Permanent
OFCCP Audits 5 years or until another audit
Utilization Analysis 3 years
Vets 100 Report Permanent
PUBLIC RELATIONS & MARKETING
Building Files Permanent
Faculty/P&A Biography Files Permanent
Graduate and Honors Lists 5 years
News Release PermanentUniversity Archives
Newsletter Permanent
Photos Variable based on
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subjectUniversity Archives
Photo Negatives Permanent
Publications Permanent
Sports Release PermanentUniversity Archives
STUDENT OMBUDS OFFICER
Student Ombuds Cases 4 years from the date of the last file activity
OFFICES OF THE DEANGENERAL RECORDS
BUSINESS ADMINISTRATION COMMUNICATION AND DRAMATIC ARTS
EDUCATION AND HUMAN SERVICESTHE HERBERT H. AND GRACE A. DOW COLLEGE OF HEALTH PROFESSIONS
HUMANITIES AND SOCIAL & BEHAVIORAL SCIENCESSCIENCE AND TECHNOLOGY
*Potential duplication may exist between the Offices of the Dean andAcademic Departments for these documents.
Academic Planning Documents Permanent
Accreditation Documents* Permanent
Course Syllabi* Permanent
Faculty Grievance Materials* 7 years after separation
Investigation Backup Materials for Proven Cases 7 years after separation of Wrongdoing (student papers, faculty grade books)
Program Review Documents* Permanent
Sabbatical Leave Applications & Reports* 7 years after separation
Scholarship Information* 5 years
Student Opinion Survey Results* Permanent
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ACADEMIC DEPARTMENTSGENERAL RECORDS
* Potential duplication may exist between the Offices of the Dean and the Academic Departments for these documents.
Accreditation, Certification, and Internal & PermanentExternal Assessment Documents*
Course Syllabi* Permanent
Curriculum Documentation Permanent
Deferred Grades 1 year after assignment or permanent grade
Department Policies & Procedures and Bylaws Permanent
Evidence of Academic Dishonesty 3 years
Faculty Grade Books 6 years
Faculty Positions & Search Materials (recruiting) 5 years aftercompletion of search
Graduate Assistant Applications 2 years after completion of service
Grievance Material* 7 years after separation
Incomplete Grades 1 year after assignment of permanent grade
Internship/Practicum Records 7 years
Major/Minor Files Permanent
Planning Documentation Permanent
Program Review* Permanent
Sabbatical Leave* 7 years after separation
Scholarship Information* 5 years
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Student Opinion Survey Results-Summary* Permanent
Student Teacher Application 1 year
Student Teacher Final Evaluation Not less than 7 years, but at discretion of TEPD
Dissertations Permanent
Thesis Permanent
ACADEMIC AFFAIRS
OFFICE OF EXECUTIVE VICE PRESIDENT/PROVOST
ACADEMIC SPACE & REMODELING
Construction Information 5 yearsIncludes drawing and specifications for building following completion projects currently being planned or under constructionand general correspondence related to the projects.
Program Statements Permanent
Master Plans Permanent
FACULTY PERSONNEL SERVICES
Collective BargainingAgreements PermanentBargaining minutes & associated records Permanent
Faculty Positions & Search Materials 3 years after completion(recruiting) of search
Grievance & Employee Relations MattersDatabase PermanentGrievances & associated records 7 years after separation Grievance status reports Until revised Investigation materials for proven cases of wrongdoing 7 years after separation
MedicalCertifications 30 years
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FMLA records 30 yearsWork accommodation requests & related data 2 years from date of
making personnel action or record involved, whichever occurs later for active employees, or 2 yearsfrom date of involuntary separation
Personnel Files Permanent while Appointment Letters/Contracts employed and for Approvals/Denials relating to personnel matters 30 years following
reappointment/promotion/tenure termination sabbatical/leave recordssalary notices reduced assignments
Commendations (CMU Related) Curriculum Vitae (Resume) Disciplinary documentation Personnel Transaction Forms Transcripts
Policies, Procedures, and GuidelinesDepartment procedures, criteria, standards, & bylaws Permanent Department chair duties Permanent Directory of deans, chairs, and directors Until revised Domestic partnership policy & affidavits Until revised Drug-free schools & communities act amendments Permanent Drug-Free Workplace Act Permanent Evaluation form for conference for tenure-track faculty Permanent Reduced assignment plan Permanent Some academic standards & practices at CMU Permanent Temporary faculty guidelines for credit-hour salaries 7 years Temporary faculty policy, on-campus Permanent Work accommodation process for faculty, staff, Permanent
and student employees
Pre-EmploymentI-9 Form 3 years from date of
hire, or 1 year past separation, whichever is later
Labor certification Permanent while employed
ReportsAffirmative action review process for new hires Until revised
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Authorized faculty positions PermanentContractual conferences for faculty bargaining Permanent
unit membersFaculty analysis and other demographic reports Permanent Faculty sick leave usage Permanent Procedures, criteria, standards, & bylaws Permanent
revision statusPromotion applications Permanent Reappointment applications Permanent Reappointment/tenure schedule Permanent Reduced assignments Permanent Sabbatical leave applications Permanent Tenure applications Permanent Utilization of non-bargaining unit members Permanent
HONORS PROGRAM
Honors Annual Report/Program Review/Assessment Permanent
Honors Council Minutes Permanent
Honor Bound Newsletter Permanent
Historical Documents Permanent
Honors Alumni Board Minutes Permanent
Honors Student FoldersPaper files 1 year after separationDatabase files Permanent
Centralis Scholarship ApplicationsPaper files 1 year after selection
processDatabase files Permanent
Honors Course Information/FoldersClass Lists, Grade Lists, Honors ContractsCourse Syllabi, Enrollment Statistics
Paper files Permanent
COLLEGE OF BUSINESS ADMINISTRATION
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DEAN’S OFFICE
Donor Files, Endowments, Gifts Permanent
Fellowships 3 years
Residential College Materials 5 years
Student Grievance Materials 7 years afterfaculty separation
SCHOOL OF ACCOUNTING
Alumni List Current
CPE Credit 5 years
COLLEGE OF COMMUNICATION AND FINE ARTS
ART
Exhibition Archives Permanent
Grants Archives (tied to exhibitions) Permanent
Print Collection File Permanent
UNIVERSITY THEATRE BOX OFFICE
Season Tickets Annual Report Permanent
Season Tickets (stubs) 4 years
Ticket Reports Permanent
Ticket Stubs/Unused Tickets 4 years
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COLLEGE OF EDUCATION AND HUMAN SERVICES
DEAN’S OFFICE
EHS Contracts Permanent
Professional Education Council Major/Minor Reviews Permanent
State Department of Education Correspondence PermanentRe: Teacher Education Program
CHARTER SCHOOLS
Academy Files At least 7 years or Application 5 years after Contract Supporting Documentation reauthorization of aInsurance public school academyReauthorizationRelated Party Transaction (Conflict of Interest) School Improvement PlanSchool Safety Plan Special Education Student Assessment Yearly Files
CorrespondenceRequired Reports
Annual Education Report 15 YearsAnnual Education ReportCorrespondenceReview SheetSupporting Documentation
Board Member (active) Until become inactiveBoard applicationInterview questionnaireCMU Board of Trustees Resolution (Board nomination) Oath of Public OfficeCMU Board of Trustees Resolutions (all)
Board Member (inactive) 15 years after terminationBoard applicationInterview questionnaire
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CMU Board of Trustees ResolutionOath of Public Office
Certificates of Participation At end of payment term
Contract Amendment 7 years after expirationCorrespondence of contractCSO ReviewsLegal Reviews
Contract Support DocumentationContract conditions-supporting documentation 15 yrs after expiration
of contract
Health & Safety 15 yrs after expiration of contract
Site & Facilities Life of Charter School
Deficit Elimination Plan & Correspondence 7 years after elimination of deficit
Litigation Files 6 years after reauthorization
Non-Compliance 15 years after expiredCorrespondence & supporting documentation contract
Notice to Show Compliance (if applicable) 7 years after Notice to show compliance reauthorization Plan of correctionResolution DocumentationRelease LetterShow cause meeting agenda & summarySupporting documentation
Performance Reports & Academy Profiles 15 years from date created
PSA Contracts 15 years after expired
Reauthorization 1 year after next Correspondence reauthorization CSO Reviews
State Aid Intercepts 7 years after Correspondence reauthorization Payment & Agreement
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Payment ScheduleReview SheetSupporting Documentation
EHS CENTER FOR STUDENT SERVICES
AACTE/NCATE Annual Reports Permanent
Admission Files (admits) 7 years fromadmission date
Application Files (non-admits) Until admitted or 2 years after last Education class, then move todrop files
Approval Documentation from Departments 3 semesters for Student Teaching
ARC Program Completers Permanent
ARC Inactive Files 3 years from drop date
Certification Recommendation Rosters 8 years
Consulting Notes 7 years
Cooperating Teacher Information Forms Permanent
Fully Certified Files 7 years from recommendation
Inactive Files 3 years from drop date
Interview Results Permanent
MDE Unit Review/Program Review Documents Permanent
Midtier Host Teacher Evaluation Surveys 3 years
NCATE Accreditation Documents Permanent
Prospective Student Teaching Coordinator Resumes 3 years
Post Baccalaureate Program Evaluation Files (non-applicants) 2 years
Post Baccalaureate Inactive Files 3 years from drop date
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Post Baccalaureate Program Completers Permanent
Professional Certification Files 6 years from recommendation
School Contracts Permanent
Appeals Permanent
Legal/Criminal History Documents 7 years
Semester Student Teaching Documentation 3 semesters
Student Programs in Progress 7 years from program approval
Student Teaching Files 5 years
Title II Data Permanent
INSTRUCTIONAL MATERIALS CENTER
IMC Materials Circulation Permanent
Overdue Notices & Billing Information 3 years
Patron Address Information 2 years
RECREATION, PARKS & LEISURE SERVICESCENTER FOR LEISURE SERVICES
Affiliation Agreements Permanent
PROFED
ACADEMIC AFFAIRS
Contract Payment Request 2 years
Course Advertising Database 3 years
23
Faculty Files 3 years after inactive
Faculty Record Database Permanent
Instructor Contract File 7 years based on contract
Instructor Payment Database 4 years
Prior Learning Application & Documentation 3 years with Evaluation Notes
CENTER SERVICES
Applications for Admission (non-admitted) At least 1 year
Conditional Admissions Status Review, then destroy
Final Commencement List Permanent
Hold Report – I6 3 years
I and Z Report 3 years
Monthly Admissions Download 1 year
PrintoutsLow Cum GPA list 3 yearsSemester Course List 3 semestersAll IPCD Student Listing Until run again Grade Distribution Summary 3 years Semester End Statistical Report Permanent
Student FoldersGraduated Students At least 1 year after
graduationStudents not graduated At least 3 years after
last recordingStudents in discontinued programs At least 1 year after
last recordingDeceased Students At least 1 year Admitted – not registered 1 year Academic Dismissal At least 7 years
Tentative List of Graduates 6 months once statistical report Is complete
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Tuition Waiver Documentation 7 yearsUpgraded Reg. Error Report Until superseded
Weekly Admissions Download 6 months
FINANCIAL SERVICES
Batch Headers 7 years
Credit Card Reports 7 years
Daily Receipts Transmittals 7 years
Journal Entries 7 years
Monthly Financial Reports Permanent
Non-Credit Files 7 years
Receipts 2 years
Reconciliation of Fund Accounts 2 years
Third Party Invoices (w/supporting documents) 7 years
Withdrawal Forms/Adjustments to Student Accounts 7 years
Year-End Microfiche Permanent
COLLEGE OF GRADUATE STUDIES
GRADUATE STUDENTS ADMISSION FILE Master’s degree grad- Admission Correspondence 1 year after graduation Application for AdmissionAuthorization of Graduate Degree Program Specialist’s Degree Certificate of Admission grad-2 years Change of Curriculum after graduation Course Substitution FormCritical Correspondence Doctoral degree Doctoral Dissertation grad-3 years Extension of Time to Complete after graduation
Degree Program
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Faculty Search Materials 3 years Graduation Application Inactive student- Prospectus of Thesis, Field Study, or 3 years after last class
Doctoral Dissertation then transferred to Request for Change of Program Graduate Studies Request to take a 300 or 400 Level archives for 7 years
Course for Graduate Credit after last classStudent Application FolderTranscriptsTransfer Credit LimitationsWaiver of Credit Limitations
MSA DEGREE PROGRAM
ACADEMIC:Academic Dishonesty 3 years
Admission Files 1 year after Graduation
Annual Reports Permanent
Class Lists 1 year
Correspondence-General As needed for Dept. use
Course Records 5 years
Curriculum Documents Permanent
E-mail At least 1 year – as needed for Dept. use- any legal issues are Permanent/don’t sende-mail for any sensitive issue—it remains permanent on computereven if deleted
Enrollment Stats 5 years
Faculty Search Materials 5 years
Grade Books 5 years
Grade Grievance Materials 7 years separation from campus
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Grade Sheets 5 years
Graduate Assistantship Apps 2 years after completing service
Inactive Files 3 years after last class (Grad office puts theirs in archive 7 years afterlast class)
Internship/Practicum Records 7 years
Inventory Lists:On-Hand- PermanentDisposed-Of- 4 years
Minutes – Department Permanent
Plan B Papers Permanent2 or More Grade Differences PermanentPapers
Planning Documents Permanent
Policies/Procedures Permanent
Program Review Permanent
Registration/Enrollment Stats 2 years + Current FiscalYear
Student Opinion Survey Summary Permanent
Wrong Doing (PROVEN CASES) 7 years after leaving campus
BUDGET:Purchase Orders: Supplies & Equipment 3 years
Student Employment Send file to Student Employment Services upon discharge
Staff/Faculty employee records & grade books Send file to HR upon discharge or change of employment
This retention schedule is only for on campus MSA student data. ProfEd maintains the records and data for off campus students.
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OFFICE OF RESEARCH & SPONSORED PROGRAMS
Budget Reports 3 years from thedate of submission of the final expenditure report, the date of submission of the finalprogress report, the date of grant/contract termination, or the date imposed by sponsor, whichever is later.
Contracts 3 years from thedate of submission of the final expenditure report, the date of submission of the finalprogress report, the date of grant/contract termination, or the date imposed by sponsor, whichever is later.
Copyrights Life of author, plus70 yrs
Externally funded grants 3 years from thedate of submission of the final expenditure report, the date of submission of the finalprogress report, the date of grant/contract termination, or the date imposed by sponsor, whichever is later.
In-house grants 3 years after grant termination
Institutional Animal Care & Use Committee 3 years after research completion
Institutional Review Board Records 3 years after research completion
Patents 20 yrs from filing date
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F & A cost rate proposals, cost allocations plans If submitted toand supporting records federal government to
form basis for negotiation, then 3 years from the date of such submission.
If not submitted to federal government to formbasis for negotiation, then 3 years from the end of the fiscal year (or other accounting period) covered by the proposal, plan, or other computation.
For ORSP: All records related to an audit, appeal, litigation, or the settlement of a claim that was initiated prior to the expiration of the specified retention period shall be retained until the audit, appeal, litigation, or claim settlement has been resolved.
H. AND GRACE A. DOW COLLEGE OF HEALTH PROFESSIONS
DEAN’S OFFICE
Dean’s Advisory Council Permanent
Donor Records (endowments, gifts, scholarships) Permanent
Fellowship Letters 3 years
Non-matriculated Student Applications 1 year
Residential College 5 years
Student Grievance Material 7 years after faculty separation
CARLS CENTER FOR CLINICAL CARE AND EDUCATION
Administrative/Business OfficeAccident and Incident Reports 1 year (via hard
copy or scanned).
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Superceded documents retained by RM/ESS
Accounts Receivable Monthly Reports Rolling 5 yearsAudits Permanent (hardcopy/
electronically in the S- drive)
Billing Records Rolling 7 years Journal legers Patient insurance and payor information Patient invoices Patient write-off waivers Vendor billing and refund vouchers
Budgets 5 years
Contracts With vendors/providers 7 years after
termination/expiration
Carls services provided elsewhere 7 years after termination/expiration
Credit Card, Carls Center Rolling 5 years Monthly reconciliation review, Carls Center Card Month end reconciled reports, patient payments
Clinician Licenses/Permits/Registrations Current, until superseded (Academic programs keep faculty/staff records in accordance with accreditation require- ments)
Deposit records Rolling 5 years
Documents of historical significance Permanent
Employee timesheets Rolling 5 years
Expense Reimbursement Rolling 5 years Personal expenditures related to work
HIPAA Staff/Student Training Records Rolling 1 year in active files.Rolling 6 year HIPAA
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training log sheet (for academic accreditations)
Insurance Policies/Contracts 7 years after termination/expiration
Legal documents, other 7 years after termination/expiration
Example, Appeal denial of admissions or continued treatment.
Licenses, Permits, Contracts Permanent
Manufacturer Invoices Rolling 5 years Hearing Aid Statements
Material Safety Data Sheets Current, until superseded
Patient Applications Current, until superseded for specialty programs; ex.-CDO’S Summer Superseded 1 year
Speech-Language Specialty Clinics (SSSC)
Petty cash vouchers Rolling 5 years
Policies and Procedures Current (S-drive), until superceded; Superceded 5 years
Purchase Orders Rolling 5 years
Routers (hardcopy of encounter forms) Rolling 1 year
Reports-Departmental Permanent(hardcopy orelectronically filed in theS-drive)
Service charges (to Patients) 5 years Service Fees and Discount Determination Scales
Statistics on Admissions and Services Destroy after year-end Daily/monthly/quarterly statistics compiled
Surveys and Inspection Reports 3 years (hardcopy or electronically in the S- drive)
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Clinic
Appointment Schedules Life of software system
Equipment Inspection/Maintenance Files 3 years
Equipment Operating Disks/Instructions Current All originals to be maintained by the designate Clinical
Electronics/Information Technician
Master Patient (Medical Record Index) Indefinitely/Permanent
Medical Records Indefinitely/Permanent Senate Bill 46 5—Maint enance a nd Retenti on o f Medica l Records
calls for minimum retention of seven (7) years from the last date an adult patient received services (and a retention period for the records of minors is7 years following the age of majority at 18 years), but the Carls Center will retain all records permanently for the purpose of research and education,if the file contains supporting authorization for research and education.
All records accumulated on patients (whether filed as hardcopy, electronic or scanned) includes (but are not limited to): patient registration, most recent patient contact/demographic information, intake reviews, progress notes, discharge summary, diagnostic tests,authorizations, research waivers of authorization, disclosuretracking logs, consultant notes/reports. etc.
Refer to the Carls policy on medical record retention providing protocols for record maintenance, storage and purging.
Spending money documentation 4 years
COLLEGE OF HUMANITIES AND SOCIAL & BEHAVIORAL SCIENCES
DAC Permanent
Donor Records (endowments, gifts, scholarships) Permanent
Grievance Materials 7 years after separation
MUSEUM OF CULTURAL & NATURAL HISTORY
Accession Records Permanent
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Certificates of Gift
Collecting Permit Reports
Specimen Data
Permanent
Permanent
Permanent
Case Studies
PSYCHOLOGY
10 years
Psychology Center Client Records Permanent(including billing records)
COLLEGE OF SCIENCE AND TECHNOLOGY
DEAN’S OFFICE
Residential College 7 yearsAdvisor Forms Confirmation Forms CorrespondenceDatabase Participation Points
CHEMISTRY
Hazardous Waste Manifest Permanent
Medical Waste Manifest Permanent
Safety Inspection Reports Permanent
LIBRARIES
ACCESS SERVICES
Automated Bill & Fine Records (NOTIS and III) 3 years
Manual Bill & Fine Records for Reserve 3 years
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Manual Circulation Bill & Fine Records 3 years
Reserve Materials Lists submitted by Professors 5 years
ACQUISITION SERVICES
Purchase OrdersBooks 8-10 yearsSerials Permanent
Correspondence with Publishers and Book or Serial Vendors Permanent
BUSINESS SERVICES
NPO Invoices Current, plus 5 previous years
Timesheets with Original Signatures 4 years
CLARKE HISTORICAL LIBRARY
Acquisition Purchase Records Permanent
Annual Reports Permanent
Billing Records 2 years
Board of Directors (minutes & supplemental materials) Permanent
Budgets (reports & receipts) 7 years
Call Slips 5 years
Donor Agreements Permanent
Grant Files Permanent
Microfilming Production Records 2 years
Researcher Registration Forms 5 years
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Shelf List/Location Guides/Finding Aids Until superseded
INTERLIBRARY LOAN
Bursar Reports Reports are shredded as soon as all issues related to that report have been addressed
Circulation Records Permanent
Correspondence Files 1 year
Fines Paid Files 3 months
Interlibrary Loan Reciprocal Borrowing Agreements Permanent
Overdue Notices Only retained where troubleshooting a problem is required; shredded once problem is resolved.
Patron Requests 1 year
LIBRARY SYSTEMS
Bursar Reports (printed) 1 year
Bursar Reports (electronic) 1 week
Integrated Library System Backup Tapes-Annual 1 year
Integrated Library System Backup Tapes-Daily 7 days
Proxy Server Logs Cleared first of each month
Web Server Logs Cleared at end of each month
MICHIGAN HISTORICAL REVIEW
Articles Submitted for Possible Publication 2 years
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Issue copies (2 each) Permanent
Subscription Payment Records 2 years
OFF CAMPUS SERVICES
Copyright Permission Approval Files 4 years from expiration based upon fiscal year for Copyright Clearinghouse records;7 years from expiration based upon fiscal year for all other records
Course Packs Permanent as long as the faculty member still uses them. After 3 yrs. or inactivity, they are returned to the faculty member.
Document Delivery Patron Requests Permanent. Patron name deleted on records older than 1 yr
Fines Paid Files Check copies retained until proper posting is verified.
Problem Transactions File 1 year (with personally identifiable information removed as soon as the problem is no longer actively being addressed.)
TECHNICAL SERVICES
Bindery Invoices 2 years
Book Purchase Orders Permanent (since 9/89)
Monograph and Serials Invoices 5 years
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Serials Purchase Orders Permanent (since 9/89)
OFFICE OF THE DEAN OF STUDENTS
ASSOCIATE DEAN OF STUDENTS
Policies & ProceduresRecord copies of official university policies, procedures, ®ulations. Examples include those relating to solicitation, freedom of information, contracting authority, investigations, and general university operations
Current PermanentSuperseded 4 years
Probation/Dismissal RecordsCurrent PermanentObsolete 5 years
ACADEMIC ADVISING AND ASSISTANCE
Policies & Procedures Permanent
Electronic DataCurrent Permanent Orientation Database 3 years Tutoring Database 5 years
Orientation Mentor ApplicationsTemporary Employees Upon completion of
services; then forward to Human Resources
Undergraduate & Graduate students 2 years
Orientation MaterialsProgram Notebooks 5 years Reservation Cards 2 years Rosters 3 years
ReportsAnnual Report Permanent
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Orientation/Enrollment Statistics 5 years
Student Files (Academic Advising)Active Until Major signedInactive 2 years
Tutoring DocumentationActive PermanentInactive 3 years
Academic Probation, Suspension, Dismissal RecordsConfidential misc. documentation
Active PermanentInactive (not enrolled or graduated) 3 years
Course Records PermanentDocumentation of EHS courses, including description and syllabus
Grade Books/Grade Lists 6 years
ADMISSIONS
Undergraduate Applications For AdmissionStudent application folders-not matriculated 1 academic year
beyond the intended term of entry
High school & college transcripts for non-applicants 1 year from receipt
ACT score Profile Sheets for non-applicants 1 year from receipt
Orientation fee cards for paid applicants 5 years
CAREER SERVICES
Career Resource CenterBulletin listing backup 1 month after date of
posting
Cash Register Tapes 4 years
Computer/Electronic DataRegistrant information Up to 5 years, or
discarded 9 months
38
after separation from the University (whichever comes first)
Correspondence (employer & general) 1 year
Credential (currently in phase-out process) < 2 years, or until phase out process is complete (whichever comes first)
Daily Payment Log 4 years
Interview Schedule 1 year
Referral Records (books) 2 years
Registration CardsCandidate 2 yearsEmployer 3 years from last visit
COUNSELING CENTER
Computer Software Records Life of software
Confidential MaterialsClient Files (forms, notes, test results, etc.) 7 years from end of therapyBehavior Evaluation team (files/notes/tapes) Permanent
Department RecordsAnnual reports Permanent Committee records 10 years Documents of historical significance Permanent Evaluations/Research projects (data) 4 years Evaluations/Research projects (reports) Permanent General correspondence 7 years Meeting minutes Permanent Search materials/files 5 years
Fiscal RecordsCredit card statements/supporting documents 3 yearsPurchase Orders/invoice vouchers/supporting 2 years + current
documentsTravel expense vouchers 2 years + current Financial reports/Accounting 2 years + current Payroll documents/timesheets 4 years
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Personnel RecordsFaculty Duration of employment
(original to FPS upon termination)
Staff Duration of employment (original to HRS upon termination)
Student Duration of employment (original to SES upon termination)
Policies & ProceduresCurrent PermanentSuperseded 4 years
LEADERSHIP INSTITUTE
Leader Advancement Scholarship Application (paper) 2 years after selectionProcess
Leader Advancement Scholarship Application Database Permanent
Leader Advancement Scholarship Recipients’ Records Ten years after separation
REGISTRAR
Registrar’s Office Forms
Athletic Eligibility Sheets by Student Online Athletic Rosters by Sport Online Attendance Records (Current Employee, Time Sheets 3 years
Payroll Info, Overtime, etc)Change of Residence Status (R-244) 2 years Purchase Requisitions, Vouchers, etc. 1 year Residence Status Appeals & Changes 3 years
Registrar’s Office Printouts
Budget Printouts 1 yearDistribution Record of Class Schedule and Undergraduate 2 years
Bulletin
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NCAA Athletic Eligibility 8 yearsWorksheets for Statistical Reports and Printouts 2 years
Headcount, Sem. Hours, Geographic, Ethnic, etc.
Records Area Forms
Approval to Audit Card (SP10) Permanent (optical imaging) Change of Grade Card (R-69) Permanent (optical imaging) Change of Name, SSN & Birthdate Form 1 yearCompetency Cards Permanent (optical imaging) Concurrent Enrollment Applications See Student Folder Credit by Examination Card with Grade Permanent (optical imaging) Credit by Examination Application 3 years
a. Undergraduate b. Graduate
Credit/No Credit Request Card (R-272) Permanent (optical imaging)Credit/No Credit and Audit Appeal Forms 3 years Extended Learning Corrected Schedules 3 years Experiential Learning Credit Granted Form (UNV Cred) 5 years Final Class Lists – On-Campus, ECCO, EDP, Web Online Graduate – Request for 300-400 Level
Courses for Graduate Credit See Graduate FolderInterdepartmental Transcript Request (R-59) 1 yearMajor/Minor Authorization See Student Folder Permanent Record Cards Permanent (Optical Imaging) Removal of Incomplete or Deferred Grade Card (R-128) Permanent (Optical Imaging) Removal of Incomplete Exception Letters 3 yearsRemoval of Incomplete Extension Letters 2 yearsRepeat Course Request Card (R-8) Permanent (Optical Imaging) Request for Access to Official File See Student Folder Semester Withdrawal/Delete Forms 3 yearsStudent Folders
a. Regular – Not Graduated 4 years after LastRecording
b. Specials and Guests 4 years after LastRecording
c. Student Deceased Records & Registration7 years
d. Academic Dismissal 4 years after LastRecording
e. Graduated Students See UAS Section Transcript Request Forms (R-57) & Letters 4 months Transmittals 3 years Withdrawal Appeal Forms 3 years Withdrawal Request Card (R-42) 3 years
41
Records Area Printouts
Admissions Clearing List 5 years Clearinghouse Printouts 1 year Credit/No Credit Class Printout 1 semester Incomplete Grades - Alpha 5 years Misc Grade Recording Back-Up Data 1 year Probation and Academic Dismissals 1 yearRank in Class (no longer generated after Spring 2006) 10 years Repeat Report 1 year Semester Honors List (Dean’s/President’s Lists) 6 years Verification Forms 1 year
Registration AreaAcademic Load Appeals 3 years Address Changes 1 year Class Lists OnlineClass Schedule Worksheets (all cycles) Month after semester
beginsCourse Catalog Card File PermanentCourse Catalog List Online Drop Appeals 3 years Drop/Add/Change Forms (class schedule) 1 year Drop/Add Correction Cards (orange & white) 3 years Final Building/Room Usage PermanentFinal Class Schedule Permanent (online) Non-Attendance Reports 1 yearPIN Resets (no longer exist) 3 years (will be
destroyed July ’09)Repeat Attempt Appeals 3 years Room Reservations 2 years Schedugraph Cards (stop using Summer ’08) 5 yearsSection summary printout (final) 20 years (now online) Senior Citizen Audit Application PermanentSpecial Topics Adds Permanent (optical imaging)Special Topics Exceptions (shadow system) PermanentStudent Drop/Add (department requests) 1 yearTime Conflict Exception Requests 1 year
UAS FORMS
Appeal for change in Graduation Honors 6 yearsApplication for Graduation (R-61a) See Student Folder Diplomas – Returned Undeliverable Until Claimed Diplomas – Students who did not graduate 1 yearGraduation Audit Sheet (R-70) 1 yearRemoval from Graduation List (Off Letter) See Student Folder
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Student Folder (Students Graduated) 1 year after graduationTransfer Recommendation Sheet (R-129) See Student Folder
UAS PRINTOUTS
Combined Graduation List Permanent Final Commencement List – Alpha Permanent Transfer Credit Equiv by School Permanent
UAS PUBLICATIONS, REPORTS, NOTEBOOKS
College Catalogs Permanent Commencement Program (bound copy) Permanent Commencement Programs (5 Copies) Permanent Diploma Order Permanent Diploma Order by Degree Permanent Graduates in Honors Program Listing Permanent Graduation “OFF” List Book Permanent Graduation Honors List Permanent Graduation Statistics Book Permanent Master Certification List 3 years Majors/Minors added After Graduation 3 years
SCHOLARSHIPS & FINANCIAL AID
Institutional Student Information Record Current aid year, plus5 previous aid years
ReportsApplications for funds, reports, and annual fiscal Permanentactivity reports per the financial aid program and University Archives federal audit reports
Short-Term Loan Applications 5 years from academic year loan was given
Student File Current aid year, plus5 previous aid years
Veterans ProgramAudit Records and Computer Printouts 3 years from report
Date
Federal Audit Reports Permanent
Registrar’s Drop List 3 years
State Approval Correspondence Permanent
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Student File 5 years
Student Employment Files 3 years after employment expires
STUDENT DISABILITY SERVICES
Records of Students with Disabilities 5 years
STUDENT LIFE
Absence Reports (original) 1 year
Correspondence 2 years
Discipline FilesRecords of disciplinary actions 1 year after graduation
or 3 years after last enrollment
Records of students with disciplinary holds, Permanent suspensions, or dismissals
Records of disciplinary referrals for students not Until graduation or cited, records of students banned from campus, 3 years after last and disciplinary incidents not covered above enrollment
Electronic Data (copyrighted software & data disk files)Current PermanentObsolete, unused, duplicate 2 years
Fundraising FormsFundraising request forms & backup 3 years
Policies & ProceduresCurrent PermanentSuperseded 2 years
Student Organization FilesRegistration forms, constitutions and by-laws, and any disciplinary information
Current Permanent
44
Superseded 2 years
VOLUNTEER CENTER
AB Site Specific Hold Harmless 1 year
Alcohol/$50 Deposit Form 1 year
Driver Affidavit 3 years
Medical Release Forms 1 semester
Release of Liability 7 years
Volunteer Center Partnership Agreements Permanent
OFFICE OF INFORMATION TECHNOLOGY
TECHNOLOGY OPERATIONS
Billing and Utilization Records 1 year after issue
Contract-Working CopyThese are written agreements between CMU & a vendor 1 year after term of NOTE: Purchasing should have original, except contract, or 1 year after when no purchase order is issued. it is superseded
Copyrighted Software Per contract agreement
Data Files and Backups Per application specification
Dayfile Access Log 5 years after occurrence
Documentation Current-discard Hardcopy or machine-readable instruction manuals superseded pages for the use & maintenance or hardware or software
Service RecordsService repair orders & student/faculty sales agreements 5 years from issue date
Central domain Security Logs 14 days
E-mail Logs
45
-Inbound 7 days (working on upping to 30 days)
-Outbound 30 days-Exchange 20 days-ListServ At least 5 years
Backup-Altiris 15 days-TSM (backup) Less than 30 days
Networking-Bradford Connection Log 60 days-RADIUS Logs (wireless/dial-in) 60 days
Intrusion Detection System 21 days
Validations (Account Activity) Indefinite
Web Access Logs 6 monthsTELECOMMUNICATIONS
Billing Records 2 years
Blueprints/Switch R & Outside Plant Permanent
Completed Work Orders 2 years
Database Printouts 2 years
Employee Schooling/Training Certificates Permanent
Legal Documents 7 years
Outside Vendor Construction Bids 2 years
Outside Vendor Requests (GTE, Sprint, MCI, etc) Duration of service
Repair Work Orders 1 year
Station Message Detail Recording (SMDR) 2 years
Training Schedule for SL-100 1 year
Vendor Records 2 years
46
OFFICE FOR INSTITUTIONAL DIVERSITY
MINORITY STUDENT SERVICES
Committee RecordsOfficial PermanentReference 2 years
Personnel Records (staff) Permanent
Policies & Procedures (current) Permanent
Upward BoundFinancial Records & Student Records 3 years from date of
submission of final expenditure report or date from last time funds are drawn for a particular fiscal year
OFFICE OF INTERNATIONAL EDUCATION
Exchange Agreements Permanent
Faculty International Development, 5 years after completionGrant Applications & Correspondence of grant project
Handbooks Permanent
International Faculty Until citizenship is effective
International Student & Study Abroad Statistics 5 years
International Student Files 2 years after graduation or leaving
Memorandums of Agreement/Memorandums Permanent of Understanding
47
Policies & Procedures Manual Permanent
Study AbroadStudy Abroad Student Files 5 years after
completion of programFinancial Files 5 years
Study Abroad Handbook Information all on-line.
Statistics 2001 – forward.
STUDENT PUBLICATIONS
CM LIFE
Advertising Invoice 3 years
Classified Ad Invoice 3 years
CM Life-Bound Edition Permanent
CM Life-Daily Edition 1 year
Display Advertising Invoice 3 years
Legal Documents (advertising contract, advertising 7 years after insertion termination order, and instruction sheet) termination
Student Advertising/Sales Payroll 4 years
Student Reporter Payroll 4 years
DEVELOPMENT AND ALUMNI RELATIONS
BudgetEquipment purchase orders PermanentMaintenance contracts Permanent
FilesAlpha Subject (no longer created) 10 years
48
Biographical Permanent Board, Committees, etc. Permanent Campaign Permanent Constituency-based Program Permanent Corporate Permanent Endowment Permanent Estate Planning Permanent Gift Club Permanent Life Endowment Permanent Loan Fund Permanent Matching Gift Companies Permanent Obituaries Permanent Scholarship Permanent
Publication SamplesAnnual Report (discontinued after 92/93) Permanent Brochure Permanent Centralight P ermanent Donor proof sheet (discontinued) Permanent Gift card, reply envelope & mailing envelope (discontinued) Permanent President’s Report Permanent Yearbook Permanent
Receipts, Reports & FormsContribution listing (kept indefinitely on computer) 1 yearMonthly report
July-May 2 yearsJune Permanent
Numeric donor receipts (no longer created) 7 years Payroll deduction 7 yearsPre-fund historical giving printouts Permanent
FINANCE AND ADMINISTRATIVE SERVICES
OFFICE OF THE VICE PRESIDENT AND CHIEF FINANCIAL OFFICER
Committee RecordsMinutes and related records pertaining to officialFinance & Administrative Services division committees
Official Records PermanentReference and courtesy 2 years
Policies & ProceduresRecord copies of official university policies, procedures, and regulations. Examples include those relating to freedom
49
of information, contracting authority, investigations, and general university operation.
Current PermanentSuperseded 4 years
FINANCIAL PLANNING & BUDGETS
Operating and Capital Budget RecordsBudgets approved by Board of Trustees 7 years
University Archives
Budget Revisions 3 years after fiscal year-end
Original Allocations 4 years after fiscal year-end
Position Control Permanent or 7 years after position elimination, whichever comes first
State Budget Requests 5 years
University Fees Permanent
FACILITIES MANAGEMENT
Accident Reports 5 years
Apprenticeship Records 3 years after employee termination
Bids & Quotes (and related documentation) 4 years
Contracts (all) Permanent
Employee Time Cards and Sheets (staff & student) 4 years
Funded Grant Files 5 years after grant termination
Grant Applications 3 years
Maintenance Work Order Reports (hard copy & microfiche) 7 years
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Maintenance Work Orders 7 years after expiration
Material Safety Data Sheets 3 years
Overtime Authorization Sheets 3 years
Plan Evaluation Schedules Permanent
ProceduresCurrent Until supersededSuperseded 3 years
Utility Bills 7 years
Utility Consumption Records Permanent
Utility Consumption Records (summarized) Permanent
GENERAL COUNSEL
Legal DocumentsDeeds, easements, titles, legal opinions, active Permanent contracts, etc.
Expired or cancelled agreements, contracts, insurance 7 years policies, and related terminal documents
Property Records PermanentMaterials pertaining to: land acquisition, negotiation papers, correspondence, agreements, options, deeds, surveys, purchase contracts, legal opinions, specifications blueprints, and related materials that are pertinent to the property and structures that are university owned.
HUMAN RESOURCES
Office of the Associate Vice PresidentPolicies/Procedures/Guidelines Current/until
superseded
Benefits and WellnessClaims (self insured) 7 yearsDeposit Receipts 2 years
Disclosure of Protected Health Information 6 years
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Employee Enrollment Records Active employee only
Insurance Policies/Contracts 7 years post termination
Plan Documents Permanent
Reconciled Invoices 3 years
Salary Reduction Agreements/Maximum Calcs 7 years posttermination
Summary Plan Descriptions Current
Tuition Waivers 7 years
Utilization Data/Insured Programs 3 years
Central Health Improvement Program Facility / Worker’s CompensationBy-laws, Policies, Procedures Current
Equipment Inspection and Maintenance Records 3 years
Equipment Operating Instructions Current
Licenses and Permits 30 years post termination
Medical Records/Case Files 30 years post termination
Employment Services1-9 Forms 3 years from date of
hire or 1 year past separation, whichever is longer
Applicant Searches 3 years
Annual Adjustment Records 3 years
Apprenticeship Records 2 years from date apprenticeship received
Criminal History Checks 1 year post term, unless there is a criminalhistory then record is
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kept 30 yrs post term
Compensation Surveys 3 years
Driver Qualification Files 30 years
Exemption Issues Permanent
Exit Interviews 2 years
Higher Classification Pay & Special Assignment Pay 3 years
Independent Contractor Forms 7 years
Reference Check questions and documentation 3 years
Job Content Summaries 7 years
Job Descriptions and ADA Data 10 years
Labor Condition Applications 30 years post term
Longevity Records 7 years
Medical Records (pre-employment physicals, ADA, 30 years postFMLA, etc) termination
Mercer Position Information Questionnaires/Evaluations 10 years
Position Creations & Eliminations 2 years
Resumes/Applications – Solicited 3 years
Special Rate Adjustment 7 years
Staff Personnel Files (hard copies) 10 years post term
Staff Personnel Files (optical disk) 30 years post term
Seniority Lists 2 years
Temporary Employee Records and any notification 3 years post term
Unemployment Records 5 years
Union Notification of Personnel Transactions 1 year
53
Vacancy Reports 1 year
Wage Rate Tables/Schedules 10 years
Employee Relations and TrainingArbitration (briefs, exhibits, transcripts/notes) & Grievances 10 years
Bargaining Notes and Proposals 10 years
Collective Bargaining Agreements Permanent
Contracts with Outside Vendors 7 years post term
Disciplinary Records 30 years post term
Investigations 7 years post term
Student EmploymentStudent Employment Personnel Files 5 years after filing of
Federal Fiscal Operations Report pertinent to file
College Work Study fiscal year-end balancing reports 5 years after filing of Federal Fiscal Operations Report pertinent to file
OFFICE OF THE CONTROLLER
Accounting Services
Cash DisbursementsCancelled checks (Accounts Receivable, Accounts 5 yearsPayable, and Payroll)
Cash Receipts (old system); includes receipts 5 years issued to document cash received by anyuniversity activity and corresponding billinginvoices where applicable (including UC cash receipts)
Endowment Files Permanent
Escheats 5 years
Financial Statements & Reports PermanentYear-end detailed report of transactions by account University Archives and public financial statements (detail availablesince 1975)
54
GrantsFinancial reports, supporting documents, statistical 5 years after grant records, and other records pertinent to a grant termination
Journal EntriesIncluding corresponding backup documentation, 5 years monthly development spreadsheets and audit files
Legal Documents (general revenue bonds and trusts) Permanent
Scholarship Files Permanent
Campus ID Office
Additional Meal Forms 3 years
ID Card Replacement Forms 7 years or more
Meal Plan Change Forms 3 years
Misuse of ID Forms 3 years
Passport Style Photos Forms 3 years
Temporary ID Card Forms 3 yearsPayable Accounting
Account Reconciliations 7 years
AP Reports – includes Vendor Maintenance 7 yearsCreate/Changes, Debit Balance Vendors, Open Encumbrances, GR/IR Analysis, Bookstore Material Returns/Vendor Credits, IC New Hire Reporting (and related supporting documents)
Cash Disbursements-includes hard copy of check 7 years registers, invoice vouchers and vendor invoices/creditmemos, (general and non-employee travel with related supporting documents)
Form 1099 MISC (payer’s copy), electronic and hard copy 7 years forms/records for IRS, State and Michigan City reporting
IRS CP2100-A (B-Notice) Reports (and related supporting 7 years documents)
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IRS Form W-9, Substitute Form W-9 and other documentation Permanently of Vendor Tax Status
IRS TIN (Taxpayer ID Number) Match Request/Verification PermanentlyForms
Unclaimed Property/Escheated Check Reports Permanently
Payroll Accounting
Account Reconciliations (concerning liability accounts) 3 years
Credit card applications As long as individual has card
Deposit Receipts-EFT or ACH for payroll funding depositsFunding 3 yearsTax Deposits 4 years
Employee FileIncludes retirement system information (except the plan selection record), personnel transaction form, salary letters, faculty/staff transmittals, and payroll deduction authorizations
Active Until terminatedTerminated 3 years Retired 3 years Deceased 3 years
Retirement Plan Record 3 years after retirement, death,or until person reaches70 years old
Investment RecordsCash receipts-State appropriations 3 years Investment confirmations 3 years Investment Reports 3 years Investment work sheets 3 years
NRA 8233 (Treaty Agreements) 4 years
Payroll Audit Registers 3 yearsBy check numbers (kept in Accounting Services) Payroll has the ability to run SAP reports for 3 yrs
Payroll Reports (1042, 941,MI Withholding,TIAA-CREFF,MESC) 4 years
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Retirement Reports Permanent
Time Sheets and Time Cards (staff & students) 2 yearsReport of employee name, social security number, leave balances, organization number, earning code, hours paid each pay period. (Time cards are kept in department where employee is paid, and most departments alsokeep a copy of timesheets on file)
W-2 Forms (employer’s copy) 3 years
W-2 Forms (returned undeliverable) 3 years
W-4 Forms (cancelled) 4 years
1042 (employer’s copy) 4 years
Financial Information SystemsDocumentation Data Permanent or life of
system
Security Data Permanent or life of system
Travel and Employee ReimbursementsAll Reports and Expense Vouchers 6 years
Police
Arrest Book Permanent
Bicycle Registration Permanent
Complaint Book Permanent
Complaint Cards 1 year
Delinquency Notices 1 year
Financial Summaries 5 years
Lien Information and Tests 5 years
Officer Daily Reports 5 years
Parking Ticket Appeal Forms 3 years
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Parking Tickets – Paid, Void or Unused 3 years
Parking Tickets – Unpaid 5 years
Police Reports Permanent
Property Records 7 years
Returned Decals 1 year
Shift Summary Reports 5 years
Temporary Vehicle Permit 1 year
Traffic Tickets (open & closed) 7 years
Vehicle Registration Cards 5 years
Warrant Worksheets 5 years
Weapons Registration 7 years
Purchasing
Bids and Quotes (and related documents) 4 years
Legal DocumentsDeeds, easements, titles, legal opinions, active Permanent contracts, etc.
Miscellaneous RecordsInvoices and supporting documents for purchases 4 years from State of Michigan-Federal Property Section
Cost reports of federally funded buildings & equipment 7 years
Equipment sales records 4 years
Policies & ProceduresRecord copies of official university policies, procedures, and regulations relating to solicitation.
Current PermanentSuperseded 4 years
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Purchase Orders (Supplies & Equipment) 4 years
Equipment InventoryCapitalized Equipment Purchase Orders Permanent
CMU Take Sheets (tagging new items) 3 years
Documentation of additions, deletions and intra-university 4 years from relocations of equipment inventory transaction
Equipment Inventory Reports 3 years
Tag Number Sequence Book 1 year
Year-End Inventory Report (microfiche) 3 years
MailroomExternal Retention Schedule
US Postal Department-Delivery Receipts Current fiscal yr+1 yr US Postal Department-Receipts Current fiscal yr+1 yr United Parcel Pick-Up Summary Current fiscal yr+1 yr
Internal Retention ScheduleLarge Distribution Samples Current fiscal year
Small Distribution Samples Current fiscal Year
Management ReportsDaily printouts Current monthFinal edited monthly printout Current fiscal yr+1 yr Meter money spend (1/2 sheet copies) Current fiscal yr+1 yr Work load reports Current fiscal year (on
paper) +4 years(on disk)
Meter Reading Books Current fiscal year
University StoresInventory and Adjustment Reports 3 years
Monthly Report (and related backup material 3 years
Purchase Orders (Receiving) 6 months, except equipment POs
Reports-PaperworkAudit Trails
Date 3 years
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Type Code 3 years Part number 3 years Daily Work File 3 years Inventory Value Report (biweekly) 1 year Inventory Value (monthly) 1 year Management Report (monthly) 3 years Purchase Orders 3 years Reconciliation Sheets (monthly) 3 years Stores Requisitions 3 years Usage/Usage Summary (monthly) 3 years Usage History Report (monthly) 3 years
Stores Requisitions Current fiscal year plus 2 years
Student Account Services and University Billing
Bankruptcy Files-Dismissed 11 years
Cash Receipts-SLCM System 3 yearsIncludes receipts issued to document cash received through university departmental activity and corresponding billing invoices where applicable.In addition, the SAP-FI cashier’s checkout reportis maintained to record all other cash receipts
Collections (all documents) 7 years
Email Account-RECACCT Correspondence 3 years
Quickpay 3 yearsCredit card payments, reports, and documentation
Invoices, memos, data entry Scanned and then destroyed immediately after scanned
Perkins Student File 1 year after account is paid in full
Receivables-Legal Accounts (Bankruptcy & Judgments) 4 years after accountPromissory notes repaid or cancelled (including is closed cancellation, postponement & deferment forms anddischarged bankruptcies)
Returned Checks Permanent
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Student Files PermanentAll activity maintained on SLCM system. Archiving maintained within SCLM.
Third Party Invoices 3 years
Residence & Auxiliary Services
Committee RecordsOfficial 4 yearsReference 2 years
Policies and ProceduresCurrent PermanentSuperseded 2 years
BookstoreCash Register Tapes Current + 1 prev. year
General (copies, purchase orders, invoices, credits, etc) 3 years
Student Charge Slips 3 years
Office of Residence LifeActive & Cancelled Application and Agreements 4 years
Apartment Contracts - Canceled 4 years
Cash Count Sheets from Desk After May closing
Copy Center Receipts After fiscal year
Credit Card Records – Business After fiscal year
Credit Card Records – Social/Agency Accounts 3 years
Damage Statements 1 year after processed
Desk Receptionist Applications 3 years
Desk Employment 5 years after termination
Discipline & Incident Reports 4 years
Fire Drill Reports 2 years
Guest Meal/Room and Cash Deposit Statements 4 years
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Guest Registration Cards 4 years
Off Campus/Contract Breakage Approval Letters 1 year
Overnight Guest Waiver After May closing
Package Log Fall of the next year
Phone Bills 1 year
RA/MA Applications 3 years
RA/MA Employment 5 years after termination
RA/MA Reflections After RHD reflection is written
Residence Life Policy Acknowledgment Sheet August after academic year
RHD Reflections After May closing
Room Inventories 2 years
Roommate Agreement Workbooks After May closing
Rosters 4 years
Voucher Copies 4 years
Printing ServicesCopy Center Work Request Orders 2 years
Duplicate copies of original work order showing specifications, charges, and payment
Invoices-Accounts Receivable 3 years
Job Envelopes 3 yearsContains production procedures, supplies used,all labor & supply costs, billing figures, proofs, delivery receipts, delivery dates, and proofing information. Used for reorder reference and related administrative purposes.
Receipts (duplicate copies of cash sales) 3 years
Thesis Order Forms 5 yearsDuplicate copy of Graduate Studies Thesis binding approval forms showing dates, price, delivery dates,
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and settlement information.
University CenterBusiness Office
Cash bank deposit slips & daily records 2 years
Dining Services & University Center BuildingAccounts Receivable Invoices 4 years
Alcohol Records 4 years Banquet Service Orders/Room Reservations 2 years Grocery Bids 3 years Inventory Reports 3 years Licenses, Permits, Contracts Permanent Purchase Orders 2 years Student Manager Incident Reports 1 year
Risk Management
Accidental Injury Forms 4 fiscal years-then transfer toEH&S permanent files
Bonds: Notary & Liquor 10 fiscal years
Certificate of Insurance – Issued by CMU Current policy year + 1 previous policy year
Certificate of Insurance – Outside Groups & Vendors Current fiscal year + 1 previous policy year
Educational Trip Forms 1 fiscal year + the current year
Claims:Auto-Motor Vehicle Accident Reports 4 yrs. from close of claim General Liability 7 yrs. from close of claim E&O (Errors & Omissions) 7 yrs. from close of claim Property 7 yrs. from close of claim All others (Sports Camps, PA, PT, etc.) 7 yrs. from close of claim
Incidents:Auto 4 yrs. from occurrence
dateGeneral Liability 4 yrs. from occurrence
dateE&O (Errors & Omissions) 4 yrs. from occurrence
dateProperty 4 yrs. from occurrence
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dateAll others (Sports Camps, PA, PT, etc.) 4 yrs. from occurrence
dateInsurance Coverage Summary
Risk Mgmt. schedule depicting summary of policies Permanent – transfer toGeneral files
Motor Vehicle Inventory Most current
Motor Vehicle Record (MVR) Reports 4 fiscal years +current year
PoliciesAuto 7 policy years General Liability 7 policy years E & O (Errors & Omissions) 7 policy years Property 7 policy yearsAll Other Policies Permanent Record
Property Artwork of Other Forms 2 policy years + current year
Room Reservation FormsVendors & Off Campus Groups Current fiscal year
RSO – Low Risk Academic Year Waiver Current fiscal year+ 1 previous year
Environmental & Safety ServicesAppointment Calendars Current fiscal year
Accident Reports Current fiscal yearAll accidents involving faculty, staff, students, and visitors + 30 years
Building Department Industrial Hygiene Safety Life of buildingEnvironmental Files +30 years
Records pertaining to the operation of the facilities, departments, safety/industrial hygiene investigation, safety/industrial hygiene inspections, industrial hygiene environmental monitoring, and fire/fire alarm testing
Environmental Policies (Pollution, UST, etc.) 7 years after expiration
Committees 5 yearsMinutes & related records in correspondence pertaining to official safety committee and subcommittee
Electronic DataDepartment policies & procedures (separate disks) Current fiscal year
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Attendance record, testing & training materials+ 30 years
for all safety training Permanent
Equipment Instructions & Maintenance Logs Life of instrument
Formaldehyde Test Results Length of employmentPlus 30 years
HIPAA Training Records 6 years or length of employment, whichever is greater
Industrial Hygiene Environmental Training and ResultsPersonal monitoring Length of employment
+ 30 yearsArea monitoring 30 years
Material Safety Data Sheets Most currentOutdated will be kept30 years
Respiratory Fit Testing Documentation Duration ofemployment + 30 years
Work Orders-Special Service RequestsMaintenance, repair or installation of safety Current fiscal year related items + 30 years
General Current fiscal year+ 1 year
SAPHR and FI Information Systems
SAP Security Logs 1 yearDaily security logs of changes made to security profiles
University Events
Artist/Speaker Contracts 7 years from event
Artist/Speaker Files 3 years
Facilities Use Contracts 3 years from use date
Room Reservation Information 9 years on computer
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University Center Box Office Records 7 years
University Health Services
Administrative OfficeAccident (or incident) Report 7 years (then scan
to optical disk)
Bylaws, Policies, Procedures Permanent
Communicable Disease Report to State & 3 yearsLocal Health Departments
Licenses, Permits, Contracts Permanent
Permits – Alcohol & Narcotics Permanent until superseded
Reports – Departmental Permanent
Statistics on Admissions and Services (daily & monthly) Destroy after year-end statistics compiled
Surveys and Inspection Reports 3 yearsUniversity Archives
Business OfficeBudgets 5 years
Charges to Patients 5 years
Timesheets 5 years
ClinicAppointment Schedules 3 years
Medical Records Hard copies-7 years Records accumulated on patients (e.g. progress notes, from last date of service, laboratory, x-ray reports, consults, etc) then scan to optical disk
Electronic medical records –permanent
Patient Registration Permanent
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Patient’s Name Index Optical scan after 7 yrs
EngineeringEquipment Operating Instructions Permanent
Equipment Records on Inspection & Maintenance 5 years
Work Orders 2 years
Personnel-Employee Health Record Optical scan after 7 yrs
Pharmacy (Controlled Substance)Inventory and Order Form 1451 2 years
Narcotics Dispensed Permanent
Narcotics Inventory 5 years
Prescriptions 5 years
InsuranceAccident Reports (Worker’s Comp) 6 years
Laboratory, Therapy, and X-RayAppointment Logs 3 years
Index to Patient Records Permanent(where not duplicated in medical records)
Register of Tests 5 years(chronological until statistics are compiled/daily log)
Requests for Tests 2 weeks
X-RayNegative chest films 10 yearsRoentgenograms 5 years
Recreation/SAC
Copies of Invoices (from credit card 3 years purchases), journal transfers, purchaseorders, business credit card statements
Daily Cash Logs & Cash Register Tapes 4 years
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Daily Guest Pass Forms/Signed Waivers 7 years
Discipline/Incident Reports/Sanctions 4 years
Facility Safety Check Reports 7 years
Facility Usage Waivers 7 years
Injury/Accident Reports 7 years
Intramural League Results Do not retain
Intramural Registration Forms 5 years
Membership Applications 7 years
Personal Training Client Records 4 years
Safety/Lifeguard/CPR Course Records 5 years
Safety/Lifeguard/CPR Course Registration 5 years
Score Sheets 5 years
Sports Results 1 year
Student Employee Personnel Records 4 years
USwim Registration Forms 5 years
GOVERNMENTAL RELATIONS AND PUBLIC AFFAIRS
Budget Requests PermanentUniversity Archives
Capital Outlay Budget Requests PermanentUniversity Archives
Copies of Appropriation Acts and Other Legislation of PermanentInterest to CMU
Michigan Manuals, 1961-Present Permanent
State of Michigan Public & Local Accounting 1951-Present Permanent
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CENTER FOR APPLIED RESEARCH AND RURAL STUDIES (CARRS)
Account Reconciliation-Monthly 4 years
Contracts 5 years from expiration
Credit Card Receipts/Statements 3 years
Data List of Names & Addresses Kept per IRB approval
Electronic-CATI Lab Questionnaire, results, compilations of data Permanent
Employment Applications – Student (not employed) 2 years
Equipment Inventory Reports 3 years
General Information Files 10 years
Graduate Assistant Applications 2 years after completion of service
Grants 5 years after grant Financial records, supporting documents, statistical termination records, and other records pertinent to a grant
Institutional Review Board Approval 3 years after research completion
Payroll-Original timesheets & attendance (staff & student) 4 years
Purchase Orders 3 years
Research Data Permanent
Research Final Report and Support Materials Permanent
Returned Written Copies of Surveys 2 years