Common Records for Departments
Common Records to All Departments
|
Page # |
|
Records Series |
Retention Period |
|
Page 1 |
A2 |
Administrative Reports |
Permanent |
|
Page 3 |
A13 |
Correspondence Administrative |
5 years |
|
|
A14 |
Correspondence Executive |
Permanent |
|
|
A15 |
Correspondence Transitory |
Until Read |
|
|
A16 |
Correspondence General (Routine) |
5 years |
|
Page 4 |
A19 |
Daily Logs |
3 years |
|
|
A20 |
Data Input Forms |
Until input and verified |
|
Page 6 |
A33 |
Policies and Procedures Records |
3 years after obsolete |
|
|
A34 |
Professional Membership Records |
4 years |
|
Page 7 |
A39 |
Staff Meeting Records |
Permanent for meeting notes/minutes, agendas, and reports: 5 years fir all other records. |
|
|
A43 |
Equipment Inventory Records |
4 years for biennial inventories records; 4 years after disposal of equipment from unit for all other records. |
|
Page 8 |
A45 |
Equipment Maintenance Records |
3 years after disposition of equipment |
|
Page 9 |
A57 |
Surplus Property Records |
4 years |
|
Page 12 |
A77 |
Accounts Payable Records |
4 years |
|
|
A78 |
Accounts Receivable Records |
2 years after collected or deemed uncollectible |
|
|
A85 |
Credit Card Administration Records |
7 years (aka P-card) |
|
Page 13 |
A91 |
Travel Records |
4 years |
|
|
A94 |
Budget Maintenance Records |
4 years (aka Budget Amendments) |
|
Page 24 |
D3 |
Forms Development Records |
Until superceded |
|
Page 30 |
F12 |
Records Management Records |
Permanent for records destruction authorizations, records transmittal lists, and guides to microfilmed records; 5 years for all other records |
|
Page 31 |
G2 |
Academic and Unclassified Employees Personnel Records (Supervisor’s Copy) |
3 years after employee separation |
|
Page 35 |
G33 |
Position Descriptions |
Present and two previous descriptions fro each position or descriptions covering a period of 5 years, whichever is greater; 5 years for positions reclassifications records |
|
Page 37 |
G43 |
Student Employees Personnel Records |
5 years after employee separation for work-study records and 3 years after employee separation for other student employee records |
|
Page 38 |
G45 |
Time, Attendance and Leave Records |
4 years |
|
Page 40 |
G66 |
Student Time and Attendance Forms |
DO NOT USE (Use G67) |
|
|
G67 |
Student Time Records |
5 years |
|
Page 43 |
H14 |
Publications Records |
Permanent for final publications; 5 years for all other records |