Records Retention Schedule

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Aileen Pope
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Retention Schedule Form C must accompany this form 1Page 1 of 31 2 3 6 7 Record Title Storage Total 8 106 ACADEMIC AFFAIRS 11007 A1 General Files AC+4 AC+4 O AC=Academic year 11 A2 Coordinating Board

1 Retention Schedule Form C must accompany this form 1Page 1 of Record Title Storage Total ACADEMIC AFFAIRS A1 General Files AC+4 AC+4 O AC=Academic year 11 A2 Coordinating Board Files O Files document degree programs A3 Student & Faculty Appeals AC+2 AC+2 O AC=Final decision on grievance A4 University Strategic Planning AC+3 AC=Implementation of strategic AC+3 O plan 31 A5 Faculty Position Search Files AC+3 AC+3 AC=When position filled 31 A6 Faculty Personnel Files AC+3 PM AC+3 +PM 11 A7 Faculty Workload Files AC+7 AC+7 I O Regular and adjunct faculty files; emeritus faculty files kept PM; AC=employment term Audit document to verify compliance with workload policy; precursor report for CBM-008 faculty reports; AC=Publication or release of final audit findings

2 Retention Schedule Form C must accompany this form 1Page 2 of Record Title Storage Total A A9 Coordinating Board CBM-008 Faculty Report Academic Budget/Personnel Operating Files AC+7 AC+7 Audit report to verify compliance with faculty workload policy; Precursor report for State cost studies; AC=Publication or release of final audit findings Files document faculty & academic personnel daily operating; Budget work papers 4006 A10 Summer Budget Files (Academic) FE+3 FE A11 Annual Budget Planning Files (Academic) AC+5 AC+5 AC=Academic year end A12 Curriculum Committee Agenda/Minutes/Proposals FE+3 FE+3 PM PM I A13 Course Inventories AC+3 AC+3 O Document course descriptions and syllabi; record copy maintained in University archives AC=Academic year; document current/historical curriculum inventories

3 Retention Schedule Form C must accompany this form 1Page 3 of Record Title Storage Total A14 Strategic Plans AC+6 AC+6 A A14 Articulation Agreements AC+9 AC A15 Ombudsman AC AC Federation of North Texas Area A16 Universities-Graduate School Cross 4 4 O Registration 2026 A17 Classroom Reservation Logs A18 Space Utilization Reports AV AV AC=September 1 of odd numbered calendar years; ARCHIVES NOTE: The archival requirement is met by sending the required copies of the plans to the Texas State Publications Depository Program, Texas State Library and Commission AC=Expiration or termination of the agreement according to its terms AC=Final decision or matter closed Cross registration with partner universities; enrollment verification and statistics

4 Retention Schedule Form C must accompany this form 1Page 4 of Record Title Storage Total A19 ADMISSIONS/REGISTRAR STUDENT RECORDS C1 Planning (Office) AC+3 AC+3 O 1014 C2 Policies/Procedures (Office) US+1 US+1 +AV +AV 11 C3 Working Files AV AV C4 Admissions Credentials - Not Applied PM PM C5 Applications Not Enrolled PM PM C6 TWU Academic Calendar AV AV I C7 Course Equivalencies US US C8 Immigration Files PM PM C9 4 th /12 th Day Class Rolls PM PM AC=Decision made to implement or not to implement result of planning process Record copy maintained in University archives

5 Retention Schedule Form C must accompany this form 1Page 5 of Record Title Storage Total C10 Audit Cards PM PM C11 University Catalog AC+2 AC+2 I C12 Grade Changes/Grade Sheets PM PM C13 Add/Drop Class Forms PM PM C14 Commencement Programs US US I C15 Degree Plan Audits PM PM C16 Student Files/Academic PM PM C17 Class Schedules US US I C18 Course Changes PM PM AC=Until superseded or obsolete; Record copy maintained in University archives; ARCHIVES NOTE: The required copies of the catalogs should be sent to the State Publications Depository Program, Texas State Library and Commission Record copy maintained in University archives Record copy maintained in University archives

6 Retention Schedule Form C must accompany this form 1Page 6 of Record Title Storage Total C19 Student Info Changes (personal info) PM PM C20 Transcript Requests AC+1 AC+1 AC=Date submitted C21 Tuition Code Changes PM PM C22 University Withdrawal PM PM C23 Verification Forms (attendance/degrees) 1 1 C24 Veterans Administration Certifications C25 Correspondence 2+AV 2+AV C26 Application for Incomplete PM PM C27 Proof of Eligibility PM PM C28 Suspension Contracts PM PM C29 BURSAR 47 D1 Semester Trial Balance (Student account info) FE+3 FE D2 Student Account Receipts FE+3 FE+3

7 Retention Schedule Form C must accompany this form 1Page 7 of Record Title Storage Total D3 Deposit Slips FE+3 FE D4 Correspondence D5 Emergency Loan Receipts AC+5 AC+5 AC=Loan paid in full D6 Accounting /Transactions FE+3 FE+3 CHANCELLOR/PRESIDENT O1 Associations/Organizations 4 4 O O2 Office Files 4+AV 4+AV O O3 State Government 4+AV 4+AV O O4 University Committees 4+AV 4+AV O O5 Administrative Policies AC+3 AC+3 O O6 General Correspondence 2+AV 2+AV O7 Organizational Charts US US I O8 Record Inventory Sheets US US O9 Retention Schedule US US AC=Completion or termination of program, rules, policies, or procedures Record copy maintained in University archives

8 Retention Schedule Form C must accompany this form 1Page 8 of Record Title Storage Total O10 Disposition Logs O11 Transitory Information AC AC AC=Purpose of record fulfilled O12 CONTROLLER B1 Processed Checks FE+3 FE+3 43 B2 Registers & Journals FE+3 FE B3 Federal/State/Local Grant Awards AC+3 AC B4 Grant & Annual Reports (work papers) FE+3 FE B5 Reports FE+3 FE B6 Operating Statements FE+3 FE+3 43 B7 Financial Statements & FE+3 FE+3 AC=Satisfaction of all Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (the Common Rule)

9 Retention Schedule Form C must accompany this form 1Page 9 of Record Title Storage Total B8 Bank Account & Canceled Checks FE+3 FE B9 Chart of Accounts FE+3 FE B10 Travel Vouchers FE+3 FE B11 Bank Reconciliations FE+3 FE B12 Monthly Work Papers-reports/sales tax FE+3 FE B13 Correspondence B14 Vouchers & Billings FE+3 FE B15 Signature Authorization US+ FE+3 US+ FE+3 Security access records; Includes signature cards, petty cash custodian info

10 Retention Schedule Form C must accompany this form 1Page 10 of Record Title Storage Total B16 Annual Financial Report AC+6 AC+6 I 4002 B17 Operating/Financial Statement Info FE+3 FE+3 44 B18 General/Miscellaneous Ledgers FE+3 FE B19 State Auditor Audits AC+7 AC B20 Monthly Balancing FE+3 FE+3 47 B21 Unclaimed Property FE+13 FE+13 Record copy maintained in University archives; AC=9/1 of odd numbered calendar year; CAUTION: If an agency does not produce a biennial or annual narrative report as described in item number 11066, then the archival requirement is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and Commission AC=Publication/release of final audit findings

11 Retention Schedule Form C must accompany this form 1Page 11 of Record Title Storage Total B22 Project Bid -Purchasing FE+3 FE B23 Merchandise Bid - Purchasing FE+3 FE+3 Service Contracts & Maintenance 2008 B24 LA+3 LA+3 Agreements-Purchasing 1001 B25 State Purchasing Contract AC+4 AC+4 3 B27 Vendor ID Numbers-Purchasing US US B28 Purchase Orders FE+3 FE B29 FINANCE & ADMINISTRATION 1001 H1 Fiscal General Files-contracts/leases AC+4 AC+4 AC+ AC H2 Physical Plant/Construction Files H3 Budget Files FE+3 FE+3 AC=Expiration or termination of the agreement according to its terms AC=Expiration of instrument terms O AC=Completion of project

12 Retention Schedule Form C must accompany this form 1Page 12 of Record Title Storage Total H4 General Correspondence H5 State Government Correspondence 4 4 O 4005 H6 US Government Fiscal Reports FE+3 FE H7 Budget Requests AC+6 AC+6 I 1005 H8 Postage Meter FE+3 FE H9 Building Plans/Specifications LA LA O 6005 H10 Mileage Reports FE+3 FE+3 AC=September 1 of oddnumbered calendar years; ARCHIVES NOTE: The archival requirement is met by sending the required copies of the requests of the Texas State Publications Depository Program, Texas State Library and Commission Only copies of supporting documentation submitted to the Legislative Budge Board are archival

13 Retention Schedule Form C must accompany this form 1Page 13 of Record Title Storage Total H11 Insurance Policies AC+4 AC+4 AC=Expiration/termination of policy terms H12 Performance Measure Reports AC+6 AC+6 AC=9/1 of odd numbered calendar year 4007 H13 Hazardous Materials Training 5 5 THSC502009(g) 4008 H14 Hazard Communication Plan US+5 US+5 THSC502009(g) 4009 H15 Chemical Lists THSC502005(d) 4010 H16 Material Safety Data Sheets AC AC AC=After sheets updated or chemical no longer stored 4003 H17 Fire Safety Inspection Reports AC+3 AC+3 AC=Inspection or date deficiency corrected, if one 4004 H18 Fire Marshal Orders AC+3 AC+3 AC=Deficiency corrected 4012 H19 Key Requests (security access AC=Date superseded, expired, AC+2 AC+2 records) terminated, whichever sooner 3 H20 Delivery Tickets 2+AV 2+AV 2014 H21 Property & Equipment Inventory FE+3 FE H22 Investment Working Files FE+3 FE+3 Includes info on bank accounts

14 Retention Schedule Form C must accompany this form 1Page 14 of Record Title Storage Total H23 Annuities & Bond Information AC+3 AC+3 AC=Retirement of debt H24 Yearly Investment Transactions & Monthly Reports FE+3 FE H25 Building Furnishings Files LA+3 LA H26 Surplus Property Sales Data Sheets FE+3 FE H27 Inventory Annual Physical FE+3 FE H28 FINANCIAL AID 47 G1 Scholarship Donor Files & Financial Aid AC Work Papers 5 AC+5 AC=Academic year 47 G2 Student Loan Collection Files AC 5 AC+5 AC=Date of last action 47 G3 Student Financial Aid Files AC 5 AC+5 AC=Date of last action 4005 G4 Federal & State Reports FE+3 FE+3

15 Retention Schedule Form C must accompany this form 1Page 15 of Record Title Storage Total G5 Student Loan Promissory Notes AC 5 AC+5 AC=Loan fully repaid G6 GENERAL COUNSEL I1 Correspondence 2+AV 2+AV I2 University Operations Correspondence 4 4 O I3 Public Info Requests Exempted AC+2 AC+2 AC=Request denied/exempt I4 Public Info Requests-Non Exempted AC+1 AC+1 AC=Request fulfilled I5 Board of Regents Agendas and Minutes PM PM I Meeting minutes/agenda 1001 I6 Contracts AC+4 AC+4 AC=Termination/expiration of contract

16 Retention Schedule Form C must accompany this form 1Page 16 of Record Title Storage Total I7 Litigation Files AC+1 AC+1 O I8 Legal Opinions/Advice AV AV O I I10 Meetings, Certified Agendas or Tape Recordings of Closed AC+2 AC+2 AC=As applicable, decision of an agency not to file a lawsuit or decision that a lawsuit will not be filed against it on matter; dismissal of a lawsuit for want of prosecution or on motion of the plaintiff, or final decision of a court (or of a court on appeal, if applicable) in a lawsuit AC=The date of the meeting or completion of pending action involving the meeting whichever is later HUMAN RESOURCES N1 Employment Applications (not hired) CFR160249(a)

17 Retention Schedule Form C must accompany this form 1Page 17 of Record Title Storage Total N2 Workers Compensation Files CE+5 CE N3 Position/Job Descriptions AC+4 AC N4 Employee Files AC+ 75 AC N5 EEO/AA Claim Files AC+3 AC+3 AC=Superseded or job eliminated; 40TAC81106 AC=Termination of employment AC=As applicable, decision of an agency not to file a lawsuit or decision that a lawsuit will not be filed against it on a matter; dismissal of a lawsuit for want of prosecution or on motion of the plaintiff, or final decision of a court (or of a court on appeal, if applicable) in a lawsuit

18 Retention Schedule Form C must accompany this form 1Page 18 of Record Title Storage Total N6 Immigration Reform & Control Act Forms (I-9) AC+1 AC+1 AC=Termination of employment; CAUTION: Federal regulation requires that INS I-9 forms be retained for 3 years from date of hire or 1 year after separation of the employee, whichever later Agencies should make certain that the INS I-9 forms for employees who terminate from an agency less than 3 years from date of hire are kept for the 3 year retention period N7 Unemployment Claims AC+5 AC+5 AC=Disposition of claim N8 Job Vacancy Files US+3 US N9 Employee Benefit Plans US+1 US+1 29CFR16273(b)(2) N10 ADA Documentation CFR N11 Sick Leave Pool Documentation FE+3 FE N12 Family Medical Leave FE+3 FE+3 29CFR82500

19 Retention Schedule Form C must accompany this form 1Page 19 of Record Title Storage Total N N14 Administrative/Professional Position Search Employee Complaint/Grievance AC+3 AC+3 AC=Position filled AC+2 AC+2 AC=Disposition of grievance/complaint; CAUTION: Does not include formal complaints filed by an agency employee with the Equal Employment Office (EEO) of the US Department of Labor SEE item number N15 Employment Opportunity Announcements CFR160249(a) N16 HRIS Reports AC+4 AC+4 AC=Issuance of report N17 Training US+2 US N18 EEO Reports N19 Affirmative Action Plans 5 5

20 Retention Schedule Form C must accompany this form 1Page 20 of Record Title Storage Total N20 Criminal History Checks AC AC N21 Personnel Policies and Procedures US+3 US N22 AC=End of probationary term of the individual s employment [Texas Government Code 4094(e)] INSTITUTIONAL DEVELOPMENT 11 J1 Donor/Donor Prospects (other than foundations) 5 5 O Subject to IRS audit 11 J2 Donor/Donor Prospects Foundations 5 5 O Subject to IRS audit 11 J3 Scholarships, Endowments, Bequests/Life Income PM PM O J4 Alumni Relations Correspondence & General Information 4+AV 4+AV O J5 General Correspondence 2+AV 2+AV J6 Development Publication Files US US O

21 Retention Schedule Form C must accompany this form 1Page 21 of Record Title Storage Total J7 INSTITUTIONAL EFFECTIVENESS & RESEARCH T1 Statistical Data Files AV AV I T2 Performance Measures Documentation FE+3 FE+3 O T3 Correspondence 4 4 O T4 Reports 3 3 O T5 Misc Surveys AV AV O Record copy maintained in University archives

22 Retention Schedule Form C must accompany this form 1Page 22 of Record Title Storage Total T6 TWU Institutional Fact Book AC+2 AC+2 I 11 T7 TWU Official Statistics AV AV I T8 AC= Until superseded or obsolete; Record copy maintained in University archives CAUTION: Many state publications must be submitted to the Texas State Publications Depository Program, Texas State Library and Commission, by law (Government Code ) Record copy maintained University archives INTERNAL AUDITS K1 Completed Audits & Audit Work Papers AC+7 AC+7 AC=Release of final audit findings

23 Retention Schedule Form C must accompany this form 1Page 23 of Record Title Storage Total K2 LIBRARY L10 Administrative Correspondence 4 4 O L11 Library Fines Journal FE+3 FE+3 Automated library system L20 Copyright Release Forms AV AV Automated library system L30 Endeavor/Voyager System Files US US Automated library system L40 Serials Shelf List US US Automated library system L41 Serials-Periodical/Continuing Title History File US US Automated library system L42 Serials-Current Title Record File US US Automated library system 3 L0 Acquisitions Vendor File US US Automated library system 11 L1 Acquisitions Gift File FE+3 FE+3 O L2 Acquisitions Order FE+3 FE+3 Automated library system L3 Acquisitions Budget File FE+3 FE+3 Automated library system L4 Acquisitions Voucher File FE+3 FE+3 Automated library system L5 Acquisitions Invoice File FE+3 FE+3 Automated library system

24 Retention Schedule Form C must accompany this form 1Page 24 of Record Title Storage Total L60 Monographs & Media Processing FE+3 FE+3 Automated library system L61 Processing-Annual Report 3 3 O Tech services electronic L62 OCLC-on-line catalog library; Processing-OCLC & Amigos US US Amigos=bibliographic network Documentation Distribution List system L63 Processing-OCLC Profile/Authorization Numbers AV AV 11 L64 Processing - Statistics FE+3 FE+3 Monthly stats of books/media cataloged, reclassed, withdrawn; automated L70 Circulation Annual Stats/Reports 3 3 O Automated 2 L71 Circulation-Patron Withdrawn Book AC=Information kept as long as AC AC List patron with university L72 Circulation Cash Receipt Book FE+3 FE+3 Automated library system L80 Correspondence-Special Collections 4 4 L81 University History Files PM PM I L82 University Inventory Files PM PM I

25 Retention Schedule Form C must accompany this form 1Page 25 of Record Title Storage Total CAUTION: Many state publications must be submitted to the Texas State Publications L83 University Depository Program, Texas State PM PM I Publications Library and Commission, by law (Government Code ) L84 University Self-Study & SACS SACS=Southern Association of PM PM I Accreditation Files Colleges and Schools L0 ILL Annual Report 3 3 O ILL=Interlibrary loan; electronic L1 ILL Lending Requests AC+3 AC+3 AC=Request filled; automated library system L2 ILL Transactions AV AV Automated library system L0 HSL Circulation US US HSL=Health science library; Automated L1 HSL Payment Receipts FE+3 FE+3 Automated library system L2 HSL Activity /Repts/Statistics 3 3 O Automated library system L3 HSL Interlibrary Loans AV AV Automated library system

26 Retention Schedule Form C must accompany this form 1Page 26 of Record Title Storage Total L0 PAYROLL M1 Payroll Reports/Salary Information TAC81106(i) M2 W-4 Forms US or US or AC=Termination of employment; AC+4 AC+4 26CFR (e)(2) M3 Direct Deposit Forms US US M4 TRS, Vacation, Sick Leave Reports FE+3 FE+3 TRS=Teacher retirement system M5 AC=Tax due date, date claim Social Security Reports & Payroll AC+4 AC+4 filed, or date tax paid, whichever Transactions later; 26CFR (e)(2) M6 Monthly Timesheets TAC81106(i) 31 M7 Salary & Contract Letters PM PM verify employment; document TRS benefits 31 M8 Student Work Permits AC+5 AC+5 AC=Termination of employment M9 Deferred Compensation AC+5 AC+5 AC=Account totally distributed M10 W-2 Forms AC+4 AC+4 AC=Termination of employment

27 Retention Schedule Form C must accompany this form 1Page 27 of Record Title Storage Total M11 PUBLIC SAFETY 4 P1 Service Reports P2 Incident Reports AC+5 AC+5 AC=Date of incident 4 P3 Officers Daily Reports 1 1 ( 1 ) per Local Schedule PS, PS a 4 P4 Building Security AV AV 4 P5 Motor Vehicle Accident Reports 2+AV 2+AV P6 Correspondence P7 Building Access Permission Forms AV AV 4 P8 SDPS Criminal Record Checks AV AV SDPS=State Dept of Public Safety 4 P9 Service Calls 2 2 ( 2 ) per Local Schedule PS, PS P10 Daily Activity Log 1 1 ( 1 ) per Local Schedule PS, PS a

28 Retention Schedule Form C must accompany this form 1Page 28 of Record Title Storage Total P11 Radio Log P12 Property Registration 5 5 Record of employee valuables in case of theft 6009 P13 Vehicle Registration for Parking Decals US US Campus parking decals 4 P14 Impounds & Releases AC+4 AC+4 AC=Release date 4 P15 Parking/Moving Citations AC+3 AC+3 AC=Citation date 2017 P16 Lost & Found Reports FE+3 FE+3 4 P17 Appeal Board Decisions AV AV Traffic citation appeals P18 RESEARCH & SPONSORED PROGRAMS 11 R1 Institutional Review Board Protocols AC+4 AC R2 Institutional Review Board Files PM PM I AC=Termination date of study; applications, approvals, consent forms

29 Retention Schedule Form C must accompany this form 1Page 29 of Record Title Storage Total R3 External Grant Proposals-Funded AC+3 AC+3 AC=Grant completion as specified in guidelines 11 R4 External Grant Proposals-Denied R5 Internal Competition Files-Denied R6 Internal Competition Files-Funded AC+1 PM AC+1 +PM AC=Grant completion 11 R7 Institutional Animal Care/Use Committee Protocols AC+4 AC+4 AC=Protocol approval R8 Institutional Animal Care/Use Committee Files PM PM I 11 R9 Research Presentation Requests/Travel Assistance Fund AC+2 AC+2 AC=Academic year R10 TECHNOLOGY & INFORMATION SERVICES F3 Correspondence 2+AV 2+AV

30 Retention Schedule Form C must accompany this form 1Page 30 of Record Title Storage Total F5 Equipment/Computer Maintenance LA+3 LA F6 Software Programs AC AC F7 Computer Equipment/Manuals AC AC F8 Operating Systems (Technical documentation) 21 F9 User Documentation AV AV 2008 F10 Software Maintenance LA+3 LA+3 22 F11 Requests (data-line/key) AV AV 22 F12 Outside Organizations (projects) AC+5 AC+5 AC=Project complete AC AC AC=Until records transferred, used in new hard/software, or no records to retain AC= Electronic records are transferred to and made usable in a new hardware or software environment with new documentation or there are no electronic records being retained to meet an approved retention period that require the documentation to be retrieved and read

31 Retention Schedule Form C must accompany this form 1Page 31 of Record Title Storage Total F13 Business Continuity Plan US+1 US F14 Telecommunications Billing Detail FE+3 FE F15 Long Distance Phone Logs AV AV F16 AV Software Requests 2 2 F17 Record Permission Forms AC AC 4 F21 Information Security Risk Assessment US+1 US F22 AC=Termination of activity requiring permission

SLR 105 Form SLR105C must accompany this form 1 STATE OF TEXAS. Page 1 of 100. Records Retention Schedule

SLR 105 Form SLR105C must accompany this form 1 STATE OF TEXAS. Page 1 of 100. Records Retention Schedule Page of 00 Item # Item # Office Storage Total 9. Remarks TSLAC Only ADV0 SUSPENSION REINSTATEMENT PROCESS FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV03 MOTIVATION DISCUSSION GUIDE FOR