Administrative | Records Retention | BYU-Idaho

# Administrative

This function pertains to an office's administrative matters.

Records of routine work performed by University offices. Records may include announcements, calendars, schedules, communication logs, mailing lists, memorandum, and pending action files, routine minutes, and other series of records that support routine operations within the University system. 
 
End of Calendar Year 
 
3 years 
 
Destroy

Records that contain working papers and reports detailing the accreditation process, research, and self-study documentation for any level of required accreditation. (Accreditation Reports, Self-studies, supporting materials) 
 
Completion of Activity 
 
7 years 
 
Permanent Holdings

Records associated with the receipt, acknowledgment, and securing of donations. Records may include donor information form, donation review, donation receipt, asset transfer. 
 
Inactive 
 
Permanent in Office

Records produced at the executive level or by college deans and department heads that document administrative assignments; primarily of officially recorded decisions and precedent setting actions. Records include agendas, administrative campus memos (kept only by the originating office), minutes and attachments (of business critical meetings that document important deliberations), and related documentation. 
 
Inactive 
 
5 years 
 
Permanent Holdings

Records of official university or department policies that provide clarity, guidance, and consistency of action for important decisions. 
 
Superseded 
 
1 year 
 
Permanent Holdings

Records that contain the instructions for performing a specific task or routine to ensure an acceptable, quality result. Records may include procedure manuals, protocol lists, and working papers. 
 
Superseded 
 
1 year 
 
Destroy

Records produced from work on a specific assignment or task that document the academic and non-academic activities of an office. Records may include drafts, general studies, internal reviews, flowcharts, forecasts, projects, questionnaires, research and evaluation studies and surveys, compilation of special studies for professional or academic associations, and working papers. Final, published reports and self-studies should be considered for permanent retention. 
 
Inactive 
 
3 years 
 
Destroy

Records associated with identifying and evaluating the business value, use, and compliance requirements of university records and the management of those records. Records may include annual review reports, records catalogs, disposition reports, inventories, records management plans, retention and disposition schedules, and transfer forms. 
 
Superseded 
 
10 years 
 
Destroy

Records that summarize the substantive annual work of university organizations in which they report their unique stewardship, including corporate organizational charts. 
 
End of Calendar Year 
 
3 years 
 
Permanent Holdings

Records of daily, weekly, and monthly reports produced to support common University operations. 
 
Inactive 
 
0 
 
Destroy

Annual reviews of stewardship, needs assessments, budget requests, and related information. 
 
Final reviews are transferred to Special Collections. 
 
Completion of Activity 
 
3 
 
Permanent Holdings

Records that record the long-term mission, vision, and strategy of university organizations and that develop a plan for achieving those goals. Keep only the completed plan; destroy drafts, studies, surveys, and other supporting documentation associated with the plan. 
 
Inactive 
 
3 years 
 
Destroy