Navigation Menu
- Reprint Permission of Copyrighted Materials
- Appointment Calendars
- Building Coordinator Files
- Statistical Data Records
- Budget Records (Division & Department)
- External Reference Materials
- Publicity Release Records
- Departmental Vehicle Records
- Departmental Equipment Maintenance Records
- Departmental Surveys
- Activity Consent/Liability Waivers and Release Forms
ITEM NUMBER
1. Reprint Permission of Copyrighted Materials
Publishers, authors, editors, and others authorized to do so, provide University departments permission to reprint copyrighted materials for use by the University. The Permission to Reprint is normally in a letter or printed form format, but could also be electronic or some other media.
Authorized Retention:
Retain for five (5) years after year copyrighted material was reprinted.
ADDITION TO AUTHORIZATION 00-013 APPROVED 01/03/00
Appointment calendars document meetings, seminars and other types of appointments for department personnel.
Authorized Retention:
Retain for reference value only not to exceed two (2) years, then destroy.
3. Building Coordinator Files
These records consist of, but not limited to, policy statements and directives, listing of duties and responsibilities, directives, correspondence, repair request, information request, key list and any other records created or maintained as part of the Building Coordinators duties.
Authorized Retention:
Retain until superseded or no longer of reference value, then destroy.
4. Statistical Data Records
These records normally consist of computer printouts, spreadsheets or other electronic files containing various types of information that have been collected and compiled by departments to compare figures for some time frame on such subjects as: funding, student enrollment figures, courses offered, production or activity figures, fiscal data, student schedules, number of patients, etc.
Authorized Retention:
Retain for reference value not to exceed three (3) years, then destroy.
ADDITION TO AUTHORIZATION 00-013 APPROVED 01/10/02
5. Budget Records (Division & Department)
These records document the budget activities of University divisions and departments. The records include, but not limited to, correspondence related to budget, policies, procedures, directives, worksheets and spreadsheets, reports, requests for budget and budget changes, approvals, etc.
Authorized Retention:
Retain for reference purposes of not less than five (5) years or more than ten (10) years, and then destroy.
6. External Reference Materials
External reference materials are received and maintained by departments for the purpose of providing information to department faculty, staff, students, or the general public. Materials may include professional publications such as magazines or newsletters, pamphlets, brochures, booklets, and books. The materials come from a variety of places such as professional organizations, educational institutions, and federal and state government. External reference materials are not considered University records that have to be maintained to meet record keeping requirements.
Authorized Retention:
Retain in office until no longer of value as reference materials, and then destroy. Reference materials may not be stored in the University Records Center.
7. Publicity Release Records
These records consist of forms that grant University departments permission to use individual pictures, articles and statements, sound recordings, photographs, etc. in University publications, videos, television advertising, and other promotional activities.
Authorized Retention:
Retain for five (5) years after last use, and then destroy.
8. Departmental Vehicle Records
These records consist of various records retained by University departments that are related to the maintenance and operation of departmental vehicles. Includes, but not limited to, drivers’ logs, check in/out logs, repair records (not invoices), warranties, service history, recall notices, and èßäapp Vehicle Inspection reports.
Authorized Retention:
Retain for five (5) years after vehicle is traded or sold, and then destroy.
Note: This authorization does not apply to title and other purchasing records maintained by campus procurement offices.
9. Departmental Equipment Maintenance Records
These records document services and repair of departmental equipment. May include, but not limited to, warranties, instruction and operating manuals, vendor information, service logs and service contracts.
Authorized Retention:
Retain for one (1) year after disposition of equipment, and then destroy.
Note: This authorization does not apply to equipment that may be in the department, but is considered as part of the building equipment.
10. Departmental Surveys
This records group consists of surveys/evaluations (normally done in sort of form configuration) conducted by University departments for a variety of reasons. Surveys are done to determine what individuals think or feel about a particular event, the level of satisfaction with a department’s services, etc. The results of the surveys are normally recapped and included as data in a report.
Authorized Retention:
Retain for three (3) years and then destroy.
This item supersedes Records Retention Authorizations 77-111-02 & 73-02-03.
Note: This authorization does not apply to the teacher and faculty evaluations covered in Records Retention Authorization 00-014 and salary surveys in 77-104-07.
11. Activity Consent/Liability Waivers and Release Forms
These records are for waiver of liability and consist of activity consent/liability waivers and release forms for individuals or groups of individuals participating in University sponsored events including various camps and clinics.
Authorized Retention:
A. Adult Participants (eighteen (18) years old or older) - retain signed waiver forms for five (5) years after date of event, then destroy.
B. Minor Participants (under eighteen (18) years old) - retain signed waiver forms for twenty- three (23) years after date of event, then destroy.
NOTE: A parent or guardian must sign for minors when under eighteen (18) years of age.
Reviewed 2022-12-23