GENERAL RECORDS RETENTIONSCHEDULE
Updated 22 March 2022

University Libraries | University Archives | University Records Management | go.osu.edu/archives & go.osu.edu/records

INTRODUCTION
In accordance with the University Records Management Policy and Ohio Revised Code 149.33(B), the university records
management program is responsible for establishing a program for managing the retention and disposition of university records.
These processes are also a part of the university’s Information Security Control Requirement DAT3 as a means of risk
management.
A records retention schedule is a legally mandated tool that classifies records created, sent or received by the university, andprovides instruction for records retention and disposition. Records are grouped by record series: related records that containthe same types of information and are filed and/or used together as a unit. Retention schedules cover records on any media
format, including paper and electronic.
Ohio State’s General Records Retention Schedule (General Schedule) guides the management and disposition of university
record series that are common to multiple units across campus. All Ohio State units should be familiar with the General Scheduleand how the unit’s records align to it.
Some units have records, not found on the General Schedule, that are unique to their operations. These records series should
be listed on unit unique retention schedules. If a unit identifies record series that do not map to the General Schedule, the unit
should contact University Records Management to discuss the creation of a unique schedule. All retention schedules, general or
unique, are developed and approved by University Records Management in consultation with campus and unit representatives.

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RECORDS MAINTAINED BY CENTRALIZED CAMPUS UNITS
The following records series are held by centralized campus units and should not be maintained locally*:







ACCOUNTS PAYABLE
 Invoices are scanned into EDMS (OnBase) andintegrated with Workday
KEY CONTROL Keyholder database
OFFICE OF ACADEMIC AFFAIRS Promotion and Tenure documents (with the
exception of Faculty 4th Year Review files notreviewed by OAA)OFFICE OF FACILITY DESIGN AND CONSTRUCTION
 Blueprints
 Construction documentation
OFFICE OF HUMAN RESOURCES
 Background Checks
 Benefits documentation
 Position descriptions – maintained in PeopleSoft
 Retirement Systems Exemption Requests
 Sick leave balances – retained for 10 years post
separation per Ohio law
 State Service Record
 W-4 Forms



OFFICE OF THE REGISTRAR Course Schedules
 New course forms
 Student Evaluation of Instruction forms (SEI) Student records (transcripts, change of course
forms, change of grade forms)
PURCHASING
 Purchase Orders maintained centrally in
Workday
University Archives
 Certificates of Records Destruction*It is recommended that local units retain paper documentsthat have been scanned for 60 days as a quality control
measure.

OSU has recently migrated from PeopleSoft to Workday as a centralized administrative system for many Finance and Human Resources
records, and Student records will eventually move to Workday. While the system name(s) may change over time, the retention periods
for the records contained within the systems should remain the same. Records Management will be monitoring these processes and how
retention and disposition might be affected.

University Libraries | University Archives | University Records Management | go.osu.edu/archives & go.osu.edu/records

DISPOSITION
Effective records management includes the timely disposition and documentation of obsolete records. There are currently five(5) general disposition options:

Destroy – Secured: Record series which contain “Private” or “Restricted” information, as defined in Ohio State’s Institutional
Data Policy (https://go.osu.edu/idp) must be destroyed in a secure manner such as incineration, maceration, shredding (mostcommon method), pulping, or secure electronic destruction. Secure destruction is recommended but not required for
information identified as “Internal”.

Destroy: Record series which contain no restricted information may be put in the trash, recycled, or fully deleted. The secure
destruction methods above may also be used.



Permanent within Department or Unit: Records series with a demonstrated legal or administrative need to a particular unit
will be maintained permanently within the unit.

Archival Review: Record series with selective content that may be of value to University Archives in documenting Ohio
State’s history, and should be submitted to the University Archives for review. (Records sent to the Archives should not be
included on a Certificate of Records Destruction. The transfer will be noted on Archives documentation.)

University Archives: Records series that have significant value in documenting Ohio State’s history must be transferred to
the University Archives. Please follow the procedures detailed at: https://library.osu.edu/osu-records-management/transfers.
(Records sent to the Archives should not be included on a Certificate of Records Destruction. The transfer will be noted on
Archives documentation.)

Before actually disposing of the records (including deletion of electronic records or authorizing offsite storage vendors),
the Ohio State unit should complete and forward a Certificate of Records Destruction (CRD) (go.osu.edu/crd) to University
Records Management for review and approval. Units are strongly encouraged to conduct records purges on a routine
basis, at a minimum of annually.
CRDs are not required if:• The retention period is listed as transient• The records are saved to a different format (such as paper to electronic) as part of a unit’s routine workflow
Note: Any records under a preservation notice, litigation hold, reasonably anticipated litigation, or in open public records
requests should not be destroyed until the issue is resolved.

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RETENTION TERMINOLOGY
Record retention is either a set period of time or event-driven. Below is retention period terminology and abbreviations
commonly used in Ohio State University retention schedules:
Abbreviation

Definition

3 CYCLESThis retention period pertains to the retention of electronic back-up files.

3Y, 4Y, etc.

3 years, 4 years…

ACT, ACT+1,
ACT+2, etc.

Active+: The final disposition clock starts once the active period is over. Example:
Strategic Plans must be retained 1 year after a new strategic plan is adopted.

CR+1, CR+2,
etc.

Creation date + 1 year, Creation date + 2 years, Creation date + 0 years/2 months

CY, CY+1,
CY+2, etc.

Current Year (through December 31 of the year the record is created), Current Year + 1 year,
Current Year + 2 years…

FY

Fiscal Year (July 1-June 30)

INDEFINITE

Records required to be maintained for a significant period of time and possibly
permanently. Their status should be reappraised periodically.

LOB

Life of Building+: Similar to “Active+” but pertains specifically to buildings. The retention
period begins when a building is destroyed or sold.

PRM

Permanent

SUP

Until Superseded: Documents that are routinely updated and superseded by the current
version.

TRANSIENT

Documents including telephone messages, some emails, drafts, etc., which have
temporary value. Retention is not a fixed period of time and is event-driven; should be
disposed of after it is superseded by the official record or no longer needed.

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ELECTRONIC MESSAGES AS RECORDS
Electronic messages, such as email, texts and instant messages, are a convenient way that we convey information, similar tosending paper mail through the postal service. If an electronic message documents university business, it must be managed asa university record. The retention period for each message is based upon the content and informational value of the electronic
message, not technology through which it is transmitted or stored. Review and evaluate messages based on the record series
described in the OSU General Schedule and unit unique retention schedules.
Keep in mind that electronic messages are comprised not just of the textual message and attachments, but also metadata (to,from, subject, time, date, system, etc.) about the message and its transmission.
MANAGING ELECTRONIC MESSAGES: The key to effectively managing electronic messages is to be proactive. Delete the nonrecords and any transient/transitory records that have outlived their administrative value so that what remains is the small
percentage of records, sent and/or received, that retention schedules require to be managed on an on-going basis. The
management of electronic messages should be approached in a manner similar to how "snail mail" is processed at work andhome:Open the email, text, or electronic message and review the document's content:

If it is a non-record, delete the message outright, just as one would dump the "snail mail" non-record
into the trash can or recycle bin;

If it is a transient/transitory record, place it in a folder or sub-folder (analog or digital) that isdesignated for periodic review and dispose of as soon as allowable. One might create a"Transient/Transitory" folder or create sub-folders of record type/series or projects for thetransient/transitory messages.



If it is a record, place it in an appropriate folder by record type/series, project, retention time, or otherfiling schema that allows that unit to effectively manage the life cycle of the record.

For more information or training on managing electronic messages, contact University Records Management.

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University Archives
2700 Kenny Road
Columbus, OH 43210-1046
Phone: 614.292.4092
go.osu.edu/records

General Records Retention ScheduleThis document is a records retention schedule that governs the minimum retntion and final disposition of records in compliance with policies of The Ohio State University(https://library.osu.edu/osu-records-management/policy) and The Ohio Revised Code.
Only those records designated by this document as destined for the University Archives should be transferred to the ARchives according to the procedures in "Instructions forTransferring Records to the University Archives."
Records to be destroyed, as designated by this document, should be destroyed by the departement. A "Certificate of Records Destruction (CRD)" should be filed with theArchives at least one week prior to destruction. The CRD may be downloaded at http://go.osu.edu/crd.

Authorizer

Job Title

Date AuthorizedPari Swift

University Records Manager

3/22/2022 10:36:27 AM

3/22/2022 12:47:40 PM

Page 1 of 1

/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Retention

Disposition

Accounts Payable
Documentation

Records related to payment or
receipt of financial obligations notincluded in the e-Request ande-Travel systems.

CR+4

Destroy - Secured

Accounts Receivable
Documentation

Amounts due from others on open
accounts as a result of providing
goods or services.

CR+4

Destroy - Secured

CR+4Archival Review

Review for continuing historical value
and potential transfer to University
Archives.

ACT+4

Destroy - Secured

Active = after the filing of the return
upon which the bad debt deduction
is taken

Audits, External

Bad Debt
Documentation (Paid)

Overdue account payments, sent tocollections, for services rendered(e.g. library fines, parking tickets,clinic bills, loans).

Notes

Local units maintain the record of
payments for services rendered(accounts receivable). If the accountgoes into collections, then the
documentation should be sent to the
Bursar’s Office, who in turn will send
it to the State of Ohio's Attorney
General's Office
Bad Debt
Documentation(unpaid)

Unpaid accounts for services
rendered (e.g. library fines, parking
tickets, clinic bills, etc.) sent to
Bursar's Office for collections.

CR+15

Destroy - Secured

Verify through Bursar's Officeprocedures that the debt has been
written-off before disposition. If
active payments are being madebeyond 15 years, retain until paid infull or 15 years after payments
cease.

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/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Retention

Disposition

BankingDocumentation

Including records of deposits,
periodic statements of balance,canceled checks (including accessto checks imaged under theauthority granted in Check21) andreconciliation documentation.

CR+4

Destroy - Secured

Bids: Accepted

Bids may be conducted via a
Request for Proposal (RFP),
Request for information (RFI),
Request for Bid (RFB), and reverse
auction among other means.

ACT+6

Destroy - Secured

Bids may be conducted via a
Request for Proposal (RFP),
Request for information (RFI),
Request for Bid (RFB), and reverse
auction among other means.

CR+3

Bids: Rejected

Notes

Active = life of associated contract.
Excludes documentation relating to
the lease, purchase or sale of real
property, which has a longer statuteof limitations per ORC 2305.04.
University Purchasing conducts thebids, in most but not all instances,and it is their responsibility tomaintain the associateddocumentation. Purchasing does notconduct the bids for the Office ofSponsored Projects, Facilities,
Design and Construction, theWexner Medical Center, or special
projects initiated by the Chief
Financial Officer.

Destroy - Secured

University Purchasing conducts thebids, in most but not all instances,and it is their responsibility tomaintain the associateddocumentation. Purchasing does notconduct the bids for the Office ofSponsored Projects, Facilities,
Design and Construction, theWexner Medical Center, or special
projects initiated by the Chief
Financial Officer.
Page 2 of 36

/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Budget Planning File

Retention

Disposition

Notes

ACT+1

Destroy - Secured

Active = while budget is current.
Original maintained by University
Budget Office.

Cash Register Tapes

CR+4

Destroy

Chart of Accounts

An institutional list of the accounts
and their identification coding.

CR+4

Destroy - Secured

Cost Accounting
Documentation

Records analyzing the cost of
producing certain items or
performing certain tasks.

CR+4

Destroy - Secured

CR+3

Destroy - Secured

Archival Review

Credit Card Receipts

Endowment Fund
Reports, Annual

Annual report of funds received andexpended by endowment accounts.
May be in form of report to donors.

ACT+6

Financial Accounting
Statement

Issued monthly by OSU Controller
who has official record; profiles
record of expenses, income, andbalances for each account.

CR+5

Active = while endowment exists.
Review for continuing historical value
and potential transfer to University
Archives.

Destroy - Secured

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/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Retention

Disposition

Financial DisclosureStatement"Related party/Conflict of Interest
Disclosure Statement” or form toshow compliance with Ohio Ethics
Law, generally accepted accounting
principles, and OSU Human
Resources Policy 1.30.

CR+4

Destroy - Secured

Financial
Reconciliation
Documentation

Reconciliation of department
records to general ledger reports.

CR+4

Destroy - Secured

Financial Report,
AnnualConsolidated year-end report offinancial documentation showing
assets and liabilities, broken down
by major funding areas, such as
academic and student services
areas.

CR+4

Destroy

Financial Reports,
Interim

A report of institutional assets,
liabilities, expenditures, income andequities. A periodic report, not the
year-end report.

CR+4

Destroy

Fixed Assets
Machinery &Equipment
Documentation

Records related to the purchase,maintenance and disposition ofmachinery and equipment.

ACT+6

Destroy

Journals, Cash

Documentation of institutional cashtransactions and petty cashtransactions, including
disbursements and receipts.

Notes

Review for continuing historicalvalue; Vice President of Business &Finance's Office provides Archives
with official copy.

Active = while machinery or
equipment is owned by the
University.
This record series was previously
known as "Inventory Control
Record."CR+4

Destroy - Secured

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/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Retention

Disposition

Notes

Journals/Ledgers,
AnnualRecords used to transfer charges
between accounts and forsummarizing account information.

CR+6

Destroy - Secured

Monthly Sales Tax
Records

Monthly forms filled out by
departments that sell items which
incur a sales tax.

CR+4

Destroy - Secured

Payroll Certification

Form that affirms an employee is on
the payroll and should receive
payment.

CR+1

Destroy - Secured

Payroll Processing
Checklist, Bi-weekly
and Monthly

CR+4

Destroy - Secured

Service Centers are required tocomplete the monthly and/or
biweekly checklists when processing
each payroll and retain them withthe reports used to reconcile to thegeneral ledger each month. These
records are only maintained by local
units if they do not use a Service
Center.

PCard Documentation Includes maintaining bankstatement on file and storing local
copies of receipt or equivalent
documentation in Workday.

CR+4

Destroy - Secured

PCard application and maintenanceforms are maintained in OnBase by
the PCard Office.

University's Office of Business andFinance is the office of record,
however, for audit purposes, it isrecommended that business units
also retain the records for 4 years.

Page 5 of 36

/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Retention

Disposition

Notes

PCard Documentation: Local copies of documentation (e.g.
itemized receipts and/or equivalent
Local Copy
documentation uploaded into
Workday.

CR+0/2

Destroy - Secured

This documentation should bemaintained in Workday for quality
control purposes. The University's
Office of Business and Finance isthe office of record and is
responsible for maintaining the
documentation for 4 years in theenterprise accounting system.

Purchase Orders (POs)

ACT+6

Destroy - Secured

Active = while the PO is in effect.
If the Purchase Order exists in
PeopleSoft, the University's Office ofBusiness and Finance is the office ofrecords, and local units should not
be maintaining copies.

ACT+6

Destroy - Secured

Royalty Payments

CR+4

Destroy - Secured

Tax Reporting/Returns Records relating to the reporting ofvendor payments to the Internal- Internal Revenue
Revenue Service (IRS), such as
Service (IRS)
forms 1098, 1099, 5498, etc.

CR+6

Destroy - Secured

Includes documentation (such as
timesheets or time input forms) ofstaff, work-study students, andnon-work-study students

CR+5

Destroy - Secured

Registers, Bond

Time-keeping
Documentation

Listing of bonds sold, usually forbuilding projects, showing
purchaser, date redeemed, interest
due, etc.

Active = while bonds are active.

Excludes IRS Form W-9 covered by
Vendor Maintenance Documentation(Business & Finance, Procure to Pay
Services) and W-2 covered by
Payroll Services.

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/General Schedule/Accounting & Financial Records/
Series Title

Additional Description

Travel Documentation: Local copies of all travel related
support documentation (including
Local Copy
but not limited to itemized receipts,
traveler itinerary, agency invoices,
conference registration forms) or
equivalent documentation uploaded
into Workday.

Retention

Disposition

Notes

CR+0/2

Destroy - Secured

This documentation should bemaintained in Workday for quality
control purposes. The University's
Office of Business and Finance isthe office of record and is
responsible for maintaining the
documentation for 4 years in theenterprise accounting system.

Retention

Disposition

Notes

ACT

Destroy - Secured

Active = Until the annual reportfollowing the access request isissued and reconciled.

/General Schedule/Administrative Records/
Series Title

Additional Description

Used by departments to either
Access Request
Documentation (Local request a key or grant card accessfor staff/faculty/students.
Copy)

FOD Key Control is the office ofrecord for official access requests.
Units or departments may have theonly copy with the final recipient
signature.
University, college or department
files documenting accreditation
review by accrediting agencies.

CR+10

Archival Review

Review for continuing historical value
and potential transfer to University
Archives.

Logs, spreadsheets or programs
Administrative
Reference Documents used to track administrative activity,
tasks, or workflow progress forinternal convenience.

TRANSIENT

Destroy

Continually revised or superseded

Advertising

CR+5

Archival Review

Review for continuing historical value
and potential transfer to University
Archives.

Accreditation Files

Page 7 of 36

/General Schedule/Administrative Records/
Series Title

Additional Description

Retention

Disposition

Annual Reports

Annual report of the originating
department.

CR+3

One (1) copy must be transferred toTransfer toUniversity Archives the University Archives. All others
may be destroyed.

CR+4

Destroy - Secured

TRANSIENT

DestroyFrequently revised or supersededCamp Registration
Form

CR+2

Destroy - Secured

If incident occurs, record is covered
under retention for"Incident/Accident Reports"

Customer Service Call The entire recorded telephone callthat comes in to a customer service
center

CR+0/2

Destroy - Secured

Environmental
Monitoring Records

CR+5

Destroy - Secured

Audits, Internal

Calendars and
SchedulingDocumentation

Calendars, appointment books,
schedules, itineraries and othersimilar records that document useof time.

Notes

Page 8 of 36

/General Schedule/Administrative Records/
Series Title

Additional Description

Retention

Disposition

Notes

Event / Projects Files

Can include but may not be limited
to campus and community events,
lectures, exhibit files, special
projects, committee or working
group outcomes, products or
results.

CY+3

Archival Review

Major reports, products or images tobe reviewed by University Archives.
Destroy supporting documentation
upon expiration of retention unless it
is determined to have historicalvalue. If a more specific record
series applies to any given event or
project (ex. building projects,
information technology projects,etc.) or record within a project (ex.
contract, agreement, minutes, etc.),
use the retention of the more
specific record series

Faculty Governance
Documentation

Includes promotion and tenure
policy, patterns of administration,
departmental guidelines, policies,
procedures, notices of guidelines,
administrative memos, lists ofeligible faculty.

SUP

Transfer to University Archives whenTransfer toUniversity Archives superseded.

General Files

Consists of correspondence,meeting agendas, projects andgeneral files not required to be
maintained elsewhere on theschedule or within a unit specificschedule.

CR+1

Destroy

General Files, Upper
Administrative

Consists of files of the President's
Office, deans, directors, chairs andupper-level administrators including
correspondence, projects andgeneral files not required to be
maintained elsewhere on theschedule or within a unit specificschedule.

CR+3

Archival Review

Destroy all materials not
documenting a signification action orinteraction; transfer remainder toUniversity Archives.

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/General Schedule/Administrative Records/
Series Title

Retention

Disposition

Notes

Grant Records, funded Records documenting federal,state, corporate, foundation or(non-sponsoredprivately funded grant proposals
projects)
that are not related to the Office ofSponsored Projects. May include
but is not limited to: grantapplications or proposals, award
letters, summaries and reports,budgets, financial reports, andcorrespondence.

ACT+6

Destroy - Secured

Active = until grant is
programmatically and fiscally closed

Unfunded grant proposals forfederal, state, corporate,foundationor private grant monies. May
include but is not limited to grantapplications or proposals,
supporting documentation, andcorrespondence. This series is not
related to the Office of Sponsored
Projects.

CR+1

Destroy - Secured

CR+3

Destroy - Secured

Grant Records,
unfunded

Additional Description

Incident/Accident
Reports
Minutes

Minutes of boards, committees, task CR+3
forces, and other university units
and organizations.

Motor Vehicle Records Including copies of title,
maintenance, & usage.
Newspaper Clippings

Concerning the activities of an OSU
department.

If legal action is pending, retain peradvice of Legal Affairs

Transfer to University Archives.
Transfer toUniversity Archives

ACT+6

Destroy

Active = while vehicle is owned by
the University.

INDEFINITE

Transfer to University Archives after
Transfer toUniversity Archives 3 years.

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/General Schedule/Administrative Records/
Series Title

Additional Description

Organizational Charts

Retention

Disposition

Notes

ACT+10

Active = while chart is still valid.
Transfer toUniversity Archives
One (1) copy must be transferred to
the University Archives. Review forcontinuing historical value.

Periodic Reports

Documents status of on-going work;
serve as support documents forannual/summary reports

CR+1

Destroy

Policies andProcedures, Unit
Governance

Policies and governanceprocedures and documentation
which support the overall vision,
mission, and major initiatives of the
unit.

SUP

Retention = Until Revised,Transfer toUniversity Archives Superseded, or Obsolete, thentransfer one copy to University
Archives

Can include, but is not be limited tomission and visionstatements,strategic plans, unit
goals, committee oversight
documentation, and policies andprocedures for faculty governance,
student advisory programs,
emergencies, chair/dean/faculty
appointments and othergovernance processes andactivities.

Page 11 of 36

/General Schedule/Administrative Records/
Series Title

Additional Description

Retention

Disposition

Notes

Presentations,
Training andWorkshop Files

Materials and information
developed, or used to develop,
internal and external presentations,trainings and workshops. Can
include, but is not limited to:presentation, handouts, referencematerials, logistical arrangements,
copies of agreements and payment
information, evaluations, promotion,
registration, or attendance
documentation.

ACT+3

Destroy

Active = while training is being
offered; until event complete; or until
revised, superseded, or obsolete
Certain types of training, such as
HIPAA, hazardous materials, etc.
may require longer retention

CY+3

Transfer toUniversity Archives

SUP

Destroy

CR+3

Destroy - Secured

INDEFINITE

Transfer to University Archives after
Transfer toUniversity Archives 3 years.

CR+5

Archival Review

Press Releases

Procedures, Unit
Operations

Documents outlining internal unit
procedures and/or operational
protocol not rising to the level ofgovernance procedures. Oftenthese procedures guide day-to-day
staff processes for uniformity andaccuracy.

Public Records
Request Files
Publications

Includes newsletters, news
releases, brochures, publicity
photographs, etc.

Recruitment Materials, Videos, publications, posters,
advertisements, etc. used to recruit
Generalstudents to attend the institution.

Retention = Until Revised,
Superseded, or Obsolete

Review for continuing historical value
and potential transfer to University
Archives.

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Series Title

Additional Description

Retention

Disposition

Reference Files /Subject Files

Files used as in-house referencematerials. Can include, but may
not be limited to articles and notes,
often organized by topic, that
employees may reference. Thesefiles do not contain original or
official records.

TRANSIENT

Destroy

Research Data
Records

Research Data, sponsored andnon-sponsored, records include
laboratory notebooks, electronic
files and all other primary records
that are necessary for thereconstruction and evaluation of theresults of research and the eventsand processes leading to thoseresults, regardless of the form of
media on which they are recorded
or maintained.

ACT+5

Archival Review

Notes

Retention is Active +5, unlessotherwise specified by the contract
or funding source.
Active = Life of Research Project
Retention requirements as outlinedin the Research Data Policy.
Upon employee separation, records
should be retained within the
Department or Unit until retention
has been met.

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Series Title

Additional Description

Retention

Disposition

Notes

Research Projects,
Approved

Files containing proposal, budgets,
accounting information,correspondence, and reports for
grant funded and non-grant funded
research.

ACT+6

Destroy - Secured

Active = life of the research project
and associated contractual funding.
Retention may be longer based on
circumstance-specific requirements,
such as federal clinical trial
requirements or other contractual
terms. Office of Sponsored Projects
has administrative responsibility for
those research projects that havebeen externally funded.
This series covers the administrative
records of research projects.
Research data records are covered
under the Office of Researchretention schedule.

Research Projects,
Rejected or Declined

Files containing proposal andcorrespondence for grant funded
and non-grant funded research
proposals that are declined orotherwise not started.

Speeches, Statements, Speeches, statements, andaddresses written and delivered by
and Addresses
University executives and faculty inconnection with University businessor topics, or as a result of theirposition within the University.

CR+1

DestroyCR+3

Any speeches, statements, orTransfer toUniversity Archives addresses, internal or external to
OSU, from the President or Provost
should be transferred to the
University Archives. Internal
speeches, statements, andaddresses, that are not classroom
lectures, from Vice Presidents,
Deans or Faculty should also betransferred to the University
Archives.

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/General Schedule/Administrative Records/
Series Title

Additional Description

Strategic Plans

Retention

Disposition

Notes

ACT+1

Active = until strategic plan isTransfer toUniversity Archives superseded by new plan.
One (1) copy must be transferred to
the University Archives.

Telephone Records

CR+4

Destroy - Secured

Training Transcripts,
Individual

List of university created or
authorized trainings taken by anindividual while at the university.
Transcript information can include,
but may not be limited to individual
name, course name, datecompleted, and certificate ofcompletion.

ACT+6

Destroy - Secured

Transient Materials

Non-substantive records of limited
administrative value serving toconvey information of temporary
importance, sometimes in lieu oforal communication. They do not
set policy, establish guidelines orprocedures, certify a transaction, or
serve as evidence or a receipt.
Examples include drafts, notes,
copies (not the official record),scheduling communications, andvoicemail and telephone messages.

TRANSIENT

Destroy

Active = while employed by orenrolled at the University; These are
not the student academic course
transcripts, which can be requested
from the Registrar’s Office.

Page 15 of 36

/General Schedule/Administrative Records/
Series Title

Additional Description

Retention

Disposition

Notes

University Policy

University policies provide specificdirection for operations,administration, or programs on auniversity-wide basis. Policies aredeveloped through the university
policy process. They enhance theuniversity's mission and operational
efficiency, mandate action orconstraints, and must be consistent
with relevant statutes, regulations,bylaws, or rules. Policy process
documents can include final policy
proposals, feedback summaries,and endorsement/approval
memorandums, and policies andsignature pages.

SUP

Whenever a policy issuance orTransfer toUniversity Archives change becomes effective, submit
the policy and signature page (ifapplicable) to the University
Archives. All other policy process
documents can be disposed of at
the end of the retention period.

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Notes

Activities andPrograms with Minor
Participants Policy("Minors Policy")
Records

Records required by University
Human Resources Policy 1.50
(Activities and Programs with Minor
Participants Policy) including but
not limited to: policy registration(note that this differs fromparticipants' registrations collectedby program), training records,
standards of behavior, and anyother policy-related documentation
not addressed elsewhere.

CR+3

Destroy - Secured

Background checks are maintainedby the Office of Human Resources.

Page 16 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Affirmative Action
Documentation

Records documenting procedures
and regulations to be followed foroutreach and recruitment activity,
goals, timetables, statistics andwork force analysis thereof that
evidences proactive recruitment ofminority and under-represented
communities as per 41 CFR
60-741.44(f).

CR+6

Self-disclosure for individuals
Transfer toUniversity Archives w/disabilities and protected veteran's
status are maintained separately as
per 41 CFR 60-741.42(b).

Affirmative Action
Documentation:
Self-disclosure for
Individuals with
Disabilities

n/a

CR+3

Destroy - Secured

Required to be maintained
separately as per 41 CFR
60-741.42(b)Affirmative Action
Documentation:
Self-disclosure for
Individuals withProtected Veteran's
Statusn/a

CR+3

Destroy - Secured

Required to be maintained
separately as per 41 CFR 60-300.42

Application for
Employment: Hired

Including faculty, A&P staff, CCS
staff, graduate associates, andstudents assistants. Series consistsof application and supporting
documentation.

ACT+6

Destroy - Secured

Active = employee's service with theuniversity.

Including faculty, A&P staff, CCS
staff, and graduate associates.
Series consists of application andsupporting documentation.

CR+3

Application for
Employment:
Non-hired

Notes

Applications should become part ofpersonnel file.
Destroy - Secured

Page 17 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Notes

Application for
Employment:
Non-hired Student
Assistants

Series consists of application andsupporting documentation.

CR+1

Destroy - Secured

Background Check
Results Required by
Law: Local Copy

Results of a background check for
employment supplied by the Officeof Human Resources to campus
units who are required by law
and/or regulation to maintain a local
copy.

CR+3

Destroy - Secured

Check & Direct
Deposit Distribution
List & Forms

CR+1

Destroy - Secured

Disciplinary
Documentation

ACT+6

Destroy - Secured

Active = employee's service with theuniversity.

Evaluations,
Personnel

Evaluation of work performance of
faculty and staff (See also
Evaluations, Class/Course).

CR+5

Destroy - Secured

Unless governed by contractual
agreement.

Faculty 4th Year
Review Files (withreview by OAA)

College-level, local copy of faculty
dossier where the final review is by
the Office of Academic Affairs.
Consists of copies of
documentation of teaching,research, and community service.

CR+1

Destroy - Secured

Office of Academic Affairs is the"office of record" when it provides
the final review. The "local copy" ismaintained by the college during thedecision making year.
Destroy in a way that protects
confidentiality.

Page 18 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Faculty 4th Year
Review Files (without
Review by OAA)

Faculty dossier for which the final
review is by the College. Consistsof copies of documentation ofteaching, research, and community
service.

CR+1

Maintain during the decision making
Transfer toUniversity Archives year, then transfer to the University
Archives.

Hazardous Materials
Handling
Documentation

Includes applications andauthorizations, documents ofauthorized users labs, training
records, transfer and transportation
documents, disposals
documentation, materials incident
reports, monthly exposure records,
and emergency notifications.

INDEFINITE

Permanent w/in
Department or Unit

Immigration andNaturalization
Documentation

Documentation used to verify
identity and employment
authorization, including but notlimited to Form I-9 (eligibility for
employment) and Form I-20 (visa).

ACT+3

Destroy - Secured

Job Posting

Postings of faculty, staff andstudent staff openings that are notmaintained by the Office of Human
Resources

CR+3

Destroy

CR+1

Destroy - Secured

Retained by departmental Human
Resources.

CR+5

Destroy - Secured

This includes, but is not limited to,Faculty Professional Leave (FPL).

Leave Forms, Sick &Vacation
Leaves of Absence

Requests and related
documentation.

Notes

Active = employee's service with theuniversity.
Per federal guidelines of the U.S.
Citizenship and Immigration
Services.

Page 19 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Leaves of Absence:
Family and Medical
Leave Act (FMLA)

Records required to be kept as per
the Family and Medical Leave Act

CR+3

Destroy - Secured

CR+5

Destroy

SUP

Destroy - Secured

ACT+6

Destroy - Secured

Letters,
Congratulatory
Notification of
Essential Personnel
StatusOhio Ethics
Acknowledgment
Statement

As per the Disaster Preparedness
and University State of Emergency
Policy, Section 4.A, eachdepartmental HR unit must informtheir personnel of their statusannually.

Notes

Active = employee's service with theuniversity.

Page 20 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Notes

Personnel Records,
Faculty

As per OSU Personnel Records
Policy 1.20.II.A: Only job-related
information will be contained in the
personnel record. Contents of each
personnel file should include basic
identifying information (e.g., name,address and job title), employment
applications or other hiring-related
documents, position descriptions,compensation records, information
on benefit enrollment, attendance
records, performance evaluations
and information about other
employment-related actions (e.g.
promotions, training, or corrective
action) and other job-related
information. Unsolicited andanonymous materials will not be
included in the personnel fileunlessthere has been a finding of fact
through an existing university
investigatory process.

ACT+6Archival Review

Active = employee's service with theuniversity.
As per Personnel Records Policy
1.20.I.D.2: Each record within the file
must be maintained or destroyed
according to the university or unit
retention schedule for that specificrecord. If a record series is listed
individually on a retention schedule,
follow the retention period for theindividually listed series.
As per OSU Personnel Records
Policy 1.20.II.B: The following
documents belong in the controlled
access file and must be maintained
separate from the personnel
file: education records, medical
records, confidential investigatory
records, intellectual property
records, promotion and tenurerecords and attorney-client
communications.When an employeetransfers from one employing unit toanother, these files must be
forwarded to the new employingunit.
For final disposition, departments
transfer files to University Archives
after weeding of non-permanent
records, i.e. PARs, leaves ofabsence, faculty activity reports.

Page 21 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Notes

Personnel Records,
Non-Faculty

As per OSU Personnel Records
Policy 1.20.II.A: Only job-related
information will be contained in the
personnel record. Contents of each
personnel file should include basic
identifying information (e.g., name,address and job title), employment
applications or other hiring-related
documents, position descriptions,compensation records, information
on benefit enrollment, attendance
records, performance evaluations
and information about other
employment-related actions (e.g.
promotions, training, or corrective
action) and other job-related
information. Unsolicited andanonymous materials will not be
included in the personnel fileunlessthere has been a finding of fact
through an existing university
investigatory process.

ACT+6

Destroy - Secured

Active = employee's service with theuniversity.
As per Personnel Records Policy
1.20.I.D.2: Each record within the file
must be maintained or destroyed
according to the university or unit
retention schedule for that specificrecord. If a record series is listed
individually on a retention schedule,
follow the retention period for theindividually listed series.
As per OSU Personnel Records
Policy 1.20.II.B: The following
documents belong in the controlled
access file and must be maintained
separate from the personnel
file: education records, medical
records, confidential investigatory
records, intellectual property
records, promotion and tenurerecords and attorney-client
communications.When an employeetransfers from one employing unit toanother, these files must be
forwarded to the new employing
unit.

Page 22 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Notes

Personnel Records,
Student

As per OSU Personnel Records
Policy 1.20.II.A: Only job-related
information will be contained in the
personnel record. Contents of each
personnel file should include basic
identifying information (e.g., name,address and job title), employment
applications or other hiring-related
documents, position descriptions,compensation records, information
on benefit enrollment, attendance
records, performance evaluations
and information about other
employment-related actions (e.g.
promotions, training, or corrective
action) and other job-related
information. Unsolicited andanonymous materials will not be
included in the personnel fileunlessthere has been a finding of fact
through an existing university
investigatory process.

ACT+6

Destroy - Secured

Active = employee's service with theuniversity.
As per Personnel Records Policy
1.20.I.D.2: Each record within the file
must be maintained or destroyed
according to the university or unit
retention schedule for that specificrecord. If a record series is listed
individually on a retention schedule,
follow the retention period for theindividually listed series.
As per OSU Personnel Records
Policy 1.20.II.B: The following
documents belong in the controlled
access file and must be maintained
separate from the personnel
file: education records, medical
records, confidential investigatory
records, intellectual property
records, promotion and tenurerecords and attorney-client
communications.When an employeetransfers from one employing unit toanother, these files must be
forwarded to the new employing
unit.

Includes documentation ofwork-study and non-work-study
students.
Position Description

CR+3

Destroy

Page 23 of 36

/General Schedule/Human Resources Records/
Series Title

Additional Description

Retention

Disposition

Notes

Promotion & Tenure
Files: Local Copy

Local copy of faculty dossier thatconsists of copies of documentationof teaching, research, andcommunity service.

CR+1

Destroy - Secured

With the exception of "Faculty 4thYear Review Files (without review by
OAA), the Office of Academic Affairsretains the official promotion andtenure records. The "local copy" ismaintained during the decision
making year.
Destroy in a way that protects
confidentiality.
See also: "Faculty 4th Year Review
Files (with review by OAA)" and"Faculty 4th Year Review Files(without review by OAA)" forretention and disposition of 4th year
review materials.

Search Committee
Records

Includes job posting, lists ofcandidates, final report,
resumes/CV, or any otherdocumentation submitted or usedby the search committee in support
of a candidate.

CR+3

Destroy - Secured

Self-Disclosure of
Criminal Convictions
Documentation

Documentation required of
employees to self-disclose
convictions if they occur while
employed with the university. This
documentation may include but is
not limited to: e-mail, word
processed document, or hand
written note.

ACT+6

Destroy - Secured

Active = while employee is in service
to that particular unit.
Retained separately from theindividual's personnel file and are
not forwarded if the employee
changes units.

Page 24 of 36

/General Schedule/Information Technology Records/
Series Title

Additional Description

Retention

Disposition

Notes

Application
Management

Information Systems Specifications
User and Operational
documentation describing how anapplication system operates from afunctional user and data processing
point of view, May include records
documenting data entry,
manipulation, output and retrieval,records necessary for using thesystem including user guides,
system and sub-system definitions,system flowcharts, architectural
diagrams, program descriptions anddocumentation, job control or work
flow records, system specification,and input and output specifications.

ACT+3

Destroy - Secured

Active = life of the system; Review
for continuing historical value.

Records related to the developmentof new functionality andarchitecture for computer systems,
devices, application service
providers (ASPs) or software as aservice (SAAS) including changes
and updates. Includes OSU
proprietary source code; user
requirements, design documents,
development, testing and move to
production documentation;
conversion and migration plans;
including security, compliance,
controls evaluations and risk
assessments.
Data Documentation (Records
necessary to access, retrieve,
manipulate and interpret data in an
automated system. May include
Page 25 of 36

/General Schedule/Information Technology Records/
Series Title

Retention

Disposition

Notes

Records related to investigations for
Data Protection andPrivacy Investigations unauthorized access, use,
disclosure, disruption, modification,
perusal, inspection, recording,destruction or any breach or
attempted breach of the Company’ssystems or information.Can include,
but may not be limited to audit
trails. systems logs or data
referenced, research, notes. andreports or final products.

ACT+6

Destroy - Secured

Active = until the investigation isclosedDisaster Preparedness Records related to reestablishment
of data processing services in caseand Recovery Plans
of a disaster.

ACT+10Destroy - Secured

Active = until plan is superseded.

CR+1

Destroy - Secured

Help Desk Logs andReports

Additional Description
data element dictionary, file layout,code book or table, and otherrecords that explain the meaning,
purpose, structure, logicalrelationships, and origin of the data
elements.)

Consists of records used to
document requests for technicalassistance and responses to theserequests, as well as to collectinformation on the use of computerequipment to compile monthly andannual statistics, and for reference
for planning, management analysis,
and other administrative purposes.

Page 26 of 36

/General Schedule/Information Technology Records/
Series Title

Additional Description

Retention

Disposition

Notes

Information System
Test Records

Testing records and associateddocumentation in support of thefollowing activities: monitoring andtesting system quality andperformance; routine or benchmark
data sets and test results; andsystem design, modification,
replacement, upgrade or data
migration. Testing records include
but are not limited to log file, test
run execution and results, test data
sets, data files.

CR+2

Destroy - Secured

Excludes records explicitly covered
by Application Management andSystem Technical Administration
series.

Individual, and privileged accessInformation System
Users' Access Records requests, approvals/authorization
including paper or digital forms forapplications, servers, network, etc.
Records created to control ormonitor individual and privileged
access to a system not limited touser account records, security logs
and password files
Signed employee confidentiality
agreements.

ACT+6

Destroy - Secured

Active = until access is removed

Page 27 of 36

/General Schedule/Information Technology Records/
Series Title

Additional Description

Retention

Disposition

Notes

Information Systems
Backup Files

This policy refers to backups ofdata including user data, databasedata, server data and all otherservers/systems.

SUP

Destroy - Secured

These are files that are maintained
solely for business continuity anddisaster recovery purposes and
SHOULD NOT be maintained as ahistorical archive of the information
system.

CR+0/3

Destroy - Secured

CR+0/3

Destroy - Secured

These are files that are maintained
solely for business continuity anddisaster recovery purposes and
SHOULD NOT be maintained as ahistorical archive of the information
system.
Information Systems
Log Files
Information Systems
Usage Files

Audit Trails: Routine Administrative
Information
This record series consists ofsystem-generated audit trails
tracking events relating to records
in information systems used forroutine administrative activities.
Audit trails link to specific records ina system and track suchinformation as the user, date andtime of event, and type of
event (data added, modified,deleted, etc.).

Page 28 of 36

/General Schedule/Information Technology Records/
Series Title

Additional Description

Retention

Disposition

Notes

Project Management
Documentation

Project Plans and Charters
This record series includes records
pertaining to development, redesign
or modification of acomputer system or application.

ACT+3

Destroy - Secured

Active = Life of projectPre-project Plans: This seriesconsists of pre-project proposals,
cost benefit analysis, risk
assessments, sign-off and decision
documents, and fit/gap analysis for
project work, progress reports,
plans and accomplishments
Project Charters: (including scope,requirements, roles, timeline,
budget, control strategies);
Project Plans: (including
WBS(Work Breakdown Structure),
staffing, schedule, budget,
communication plan, change
management plan, change
management risk plan, support
transition plan).

Page 29 of 36

/General Schedule/Information Technology Records/
Series Title

Additional Description

Retention

Disposition

Notes

System Technical
Administration

This record series consists ofproprietary and non-proprietary
software as well as related
documentation that provide
information about the content,
structure, and technicalspecifications of computer systems
necessary for retrieving information
retained in machinereadable
format. This includes changes,
problems, additions/deletions,operational status and OSU
proprietary source code. May
include records necessary for using
the system including user guides,
ssytem operation guides, systemand sub-system definitions, system
flowcharts, program descriptions
and documentation, job control orwork flow records, system
specification, and input and output
specifications. Includes test plans,conversion and migration plans

ACT+3

Destroy - Secured

Active = life of the system; Review
for continuing historical value.

ACT+3

Destroy

Active = life of the system.

.
Technical Support
Requests

Records that chronical requests for
system or application technicalsupport which includes issue,
request for information, reponse
and resolution including site visit
reports, service reports, service
history and correspondance.
Applies to software, hardware,
networking, etc. (Excludes desktop
support.)Page 30 of 36

/General Schedule/Legal Records/
Series Title

Additional Description

Retention

Disposition

Notes

Clery Records

Supporting documentation for thethree most recently published
Annual Security Reports and anyother documents created for Clery
purposes during that same timeframe, such as records used tocompile statistics for the annual
security report, the daily crime log,
and public safety notices.

ACT+5/9

Destroy - Secured

Active = October 1 publication dateof Clery Annual Security Report(Note: all supporting documents
start from October 1 of the annual
report publication year, not from thedate of each supporting document)

Contracts

Contracts with parties external to
OSU.

ACT+6

Destroy - Secured

Active = while contract is in effect.
Excludes contracts for the lease orsale of real property, which have alonger statute of limitations per ORC
2305.04.

Copyright, Patents, Trademarks &Intellectual Property
Rights Documentation Service Marks

ACT+6

Archival Review

Active = life of the intellectual
property right; Review for continuing
administrative or historical value.

Agreement with parties within OSU
that include, but are not limited to,Memorandums of Understanding(MOUs) and Service Level
Agreements (SLAs).

ACT+3

Destroy - Secured

Active = while agreement is in effect.

Laboratory Inspection Periodic inspections of laboratories.
Reports

ACT+3

Destroy - Secured

Active = until inspection issuperseded.

Waivers signed by program or event CY+2
participants, guests, orparents/guardians for minor
participants.

Destroy - Secured

If incident occurs, record is covered
under retention schedule for"Incident/Accident Reports."

Internal Agreements

Participant Waivers

Page 31 of 36

/General Schedule/Legal Records/
Series Title

Additional Description

Retention

Disposition

Notes

Photo Release, Minor

Authorization for the University touse photos, video, or other media ofa participant

ACT+6

Destroy - Secured

Active = while under age 18

Photo Releases,
AdultsAuthorization for the University touse photos, video, or other media ofa participant

CR+6

Destroy - Secured

Real Estate Records:
Local Copy

Local copies(college/school/department/unit) ofdeeds and leases, documenting
real property purchased or leasedby the university or college.

ACT+8

Destroy

Active = while property is owned orleased by the University; Archives
receives originals from Real Estate &Property Management/General Schedule/Student & Course Records/
Series Title

Additional Description

Retention

Disposition

Notes

Admission Files,
Accepted

Includes letters of reference,
application, biographical data andletters regarding admission and/or
enrollment for applicants accepted
to a program of study within theuniversity.

ACT+1

Destroy - Secured

Active = the term of admission.

Admission Files,
Rejected

Includes letters of reference,
application, and biographical datafor rejected applicants and those
who did not complete dossier.

CR+1

Destroy - Secured

Advising Files,
Undergraduate

Includes notes about student,
possible courses the student would
take, and correspondence withstudent

ACT+5

Destroy - Secured

Form letters regarding admission
and/or enrollment at the institution.

Active = while student is enrolled at
the University.

Page 32 of 36

/General Schedule/Student & Course Records/
Series Title

Additional Description

Retention

Disposition

Notes

Annual Interim Federal Reporting to federal government on
expenditures for federal grant
Grant Fiscal Reports
programs.

ACT+6

Destroy

Active = while grant is active.

Application to Council on Academic
Course Change
Requests: Local Copy affairs to change, add, or delete acourse.

ACT+1

Destroy

Office of Academic Affairs is theoffice of record.

Course Materials: Not
Used for Grading

Materials developed for and used incourses, including eLearningmaterials.Can include, but may not
be limited to Exams andassessments (templates), chats,discussions, blog postings, wiki
postings, and recordings.

TRANSIENT

Destroy

Course Materials:
Used for Grading

Materials developed for and used incourses, including eLearningmaterials. Can include, but may not
be limited to Exams, assessments,
chats, discussions, blog postings,
wiki postings, and recordings.

ACT+1

Destroy

Document written by instructor thatoutlines how the student's
performance will be assessed forthe course. May include
prerequisites, objectives,
assignments, course schedule, andcourse policies

CR+10

Destroy

Archives retains course descriptions
published in catalogs and bulletins
permanently.

INDEFINITE

Destroy

Office of Academic Affairs provides
University Archives with official copy.
Local copy maintained until nolonger administratively needed.

Course Syllabi

Files documenting approval of new
Curriculum
programs and degrees.
Development
Documentation: Local
Copy

Active = until superseded or nolonger used.
Material in CARMEN maintained by
OSU; material elsewhere is the
responsibility of the instructor.

Page 33 of 36

/General Schedule/Student & Course Records/
Series Title

Additional Description

Retention

Disposition

Evaluations,Class/Course

Summary evaluations of course by
students.

CR+15

Destroy - Secured

Grade Reports

Faculty grade reports

CR+1

Destroy - Secured

Registrar maintains the official
record permanently per university
rules 3335-7-231(B) and
3335-7-23(A).

Graduation
Authorizations

Documents certifying completion ofdegree requirements.

ACT+1

Destroy - Secured

Active = term in which graduation is
attained.

Learning Support
Consultation Form

Intake or appointment forms usedby academic success centers,
teaching and learning centers andother tutoring and academic
support programs. Forms can
include, but may not be limited to,basic information about the student,
type of tutoring or consultation
sought, information about theassignment or course, and asummary of the topics covered orservices provided. Information
gathered is often used for statisticalreporting.

CR+1

Destroy - Secured

ACT+3

Destroy - Secured

Requests andDisclosures of
Personally Identifiable
Information

Notes

Active = employee's service with theuniversity.

Page 34 of 36

/General Schedule/Student & Course Records/
Series Title

Additional Description

Retention

Disposition

Roster, Class

Contains names of students foreach course; issued by registration
services

CR+1

Destroy - Secured

Administrative information regarding CR+3
Scholarships
local scholarship programs
Administered byColleges/Departments including applications, awards,
recipients, etc., but not fiscal data.

Destroy - Secured

Notes

TRANSIENT

Destroy - Secured

May include: student assessments,
tests, examinations, quizzes,
papers, projects, blog postings,
online discussion, etc. maintainedin a course management system,by the instructor, and/or by theeducational unit, leading to a grade
and to a posting on the official
student record of the registrar.

CR+1

Destroy - Secured

As per university rules 3335-8-23(A)and 3335-8-23.1.

Record of academic work pursued.
Student Records,
Accepted and Enrolled Correspondence, recruitment,
references and recommendations,entrance exams, Advanced
Placement documentation (scoresvalid for 5 years), residency
documentation, Form I-20 (visa) for
foreign students, application for
graduation, and placement
documentation.

ACT+1

Destroy - Secured

Active = while student is enrolled at
the University.

Student Coursework:
Not Used for Grading
Student Coursework:
Used for Grading

Registrar is the office of record.

Page 35 of 36

/General Schedule/Student & Course Records/
Series Title

Additional Description

Retention

Disposition

Notes

Student Records,
Accepted but not
Enrolled

Student-specific correspondence
relating to admission andenrollment at the institution.
Correspondence, recruitment,
references and recommendations,entrance exams, Advanced
Placement documentation.

CR+1

Destroy - Secured

Student Records,
Rejected

May include correspondence,
recruitment, references andrecommendations, entrance exams,
and portfolio.

CR+1

Destroy - Secured

Student Requests for
Nondisclosure of
Directory Information

ACT+3

Destroy - Secured

Active = while student is enrolled at
the University.

Student's Written
Consent for Records
Disclosure

ACT+3

Destroy - Secured

Active = while student is enrolled at
the University.

Page 36 of 36