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

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1 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 ADVISORS. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. MISSED START/PROBATION/SUSPENSION ADV05 AC+2 AC+2 CHECKLIST. AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV07 MY ACTION PLAN FOR SUCCESS FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV09 STUDENT ADVISING FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. AUTHORIZATION FORM TO RELEASE RECORDS & ADV AC+2 AC+2 INFORMATION. AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV3 TRANSFER ADVISING DISCLAIMER FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE.

2 Page 2 of 00 ADV5 STUDENT REPORT - ADVISING NOTES. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV7 START CONTRACT ST SEMESTER FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV9 START EXTENDED CONTRACT FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV2 OPTIONS FOR START INELIGIBLE STUDENTS FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV23 ADVISING ASSIGNMENT FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ACADEMIC PROBATION - PETITION FOR ADV25 AC+2 AC+2 REINSTATEMENT FORM. AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV27 COURSE GOALS WORKSHEET. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE.

3 Page 3 of 00 ACADEMIC SUSPENSION - PETITION FOR ADV29 AC+2 AC+2 REINSTATEMENT FORM. AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV3 ACADEMIC ASSISTANCE LOG. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV33 OPTION 2 FORM - APPROVAL. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV35 FIRST MONTHLY CONTACT FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV37 SECOND MONTHLY CONTACT FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV39 THIRD MONTHLY CONTACT FORM. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ADV40 TEXAS SUCCESS INITIATIVE (TSI) - ADVISING PLAN. AC+2 AC+2 AC=GRADUATION OR DATE OF LAST ATTENDANCE.

4 Page 4 of 00 ALL09 SYLLABUS - COURSE CONTENT. PM PM USED TO ASSESS EQUIVALENCY OF TRANSFER COURSES. RECORD MAY BE KEPT IN ELECTRONIC AND PAPER MEDIUM. ALL020 COURSE WAIVERS. AC+5 AC+5 ALL02 GRADE REPORTS. YR YR ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL030 CLASS SCHEDULE. YR YR ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL03 SCHEDULE OF CLASSES (INSTITUTIONAL). YR YR 2 YRS I ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL050 APPLICATION FOR ADMISSION OR READMISSION. AC + 5 AC+5

5 Page 5 of 00 STUDENT CORRESPONDENCE RELEVANT. ALL060 AC+ AC+ WHO DO NOT ENTER. AC=AFTER APPLICATION TERM. STUDENT CORRESPONDENCE RELEVANT. ALL06 AC+5 AC+5 WHO DO ENTER. ALL070 CHANGES OF COURSE - ADD / DROP. AC+ AC+ AC=AFTER DATE SUBMITTED. ALL075 MAJOR CHANGE FORM. AC+5 AC+5 ALL077 WITHDRAWAL AUTHORIZATIONS FORM. AC+5 AC+5 AC=AFTER DATE SUBMITTED. ALL080 APPLICATION FOR GRADUATION. AC+5 AC+5 ALL08 TRANSFER CREDIT EVALUATIONS. AC+5 AC+5

6 Page 6 of 00 ALL00 GRADUATION AUTHORIZATIONS FORM. AC+ 4 YRS AC+5 ALL0 DEGREE PLANS. AC+5 AC+5 ALL20 CHANGE OF GRADE FORM. AC+ AC+ AC=AFTER DATE SUBMITTED. ORIGINAL GRADE CHANGE KEPT AT REGISTRAR'S OFFICE. ALL40 CLASS LISTS. YR YR I ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL50 DEGREE AUDIT. AC+5 AC+5 ACADEMIC RECORD. TRANSCRIPTS OTHER ALL60A AC+ AC+ COLLEGES APPLICANTS WHO DO NOT ENTER. AC=AFTER APPLICATION TERM. ACADEMIC RECORD. TRANSCRIPTS OTHER ALL60 AC+5 AC+5 COLLEGES APPLICANTS WHO DO ENTER.

7 Page 7 of 00 STUDENT COURSEWORK MID-TERM AND FINAL ALL65 AC+ AC+ EXAMS. AC=AFTER APPLICATION TERM.. ALL70 ACCREDITATION DOCUMENTATION. US+5 US+5 O..006 ALL79 COMPLAINT RECORDS. AC+2 AC+2 AC=FINAL DISPOSITION OF THE COMPLAINT ALL80 CORRESPONDENCE - ADMINISTRATIVE. 4 YRS 4 YRS O ARCHIVES NOTE: ONLY THE ADMINISTRATIVE CORRESPONDENCE OF EXECUTIVE STAFF, DEANS OR DIVISION DIRECTORS & PROGRAM HEADS REQUIRE ARCHIVAL REVIEW. CONTACT THE UNIVERSITY ARCHIVES WHEN THESE RECORDS HAVE MET THEIR RETENTION PERIODS.

8 Page 8 of ALL90 CORRESPONDENCE - GENERAL. 2 YRS 2 YRS NON-ADMINISTRATIVE INCOMING / OUTGOING AND INTERNAL CORRESPONDENCE, IN ANY MEDIA, PERTAINING TO OR ARISING FROM THE ROUTINE OPERATIONS OF THE POLICIES, PROGRAMS, SERVICES, OR PROJECTS OF AN AGENCY. DIRECTIVES - ANY DOCUMENT THAT OFFICIALLY..00 ALL92 INITIATES, RESCINDS, OR AMENDS GENERAL US+ US+ OFFICE PROCEDURES.

9 Page 9 of 00 CALENDARS, APPOINTMENT AND ITINERARY..03 ALL200 CE+ CE+ O RECORDS. ARCHIVES NOTE: ONLY THE CALENDARS, APPOINTMENT, AND ITINERARY RECORDS OF EXECUTIVE STAFF, DEANS, DIVISION DIRECTORS, AND PROGRAMS HEADS REQUIRE ARCHIVAL REVIEW. CONTACT THE UNIVERSITY ARCHIVES WHEN THESE RECORDS HAVE MET THEIR RETENTION PERIODS. PUBLIC RELATIONS RECORDS. NEWS, PRESS RELEASES, OR ANY PUBLIC RELATIONS FILES..09 ALL205 MAINTAINED OR ISSUED BY AN AGENCY. INCLUDES 2 YRS 2 YRS O PRINT, ELECTRONIC, AUDIO, AND AUDIOVISUAL RECORDS ALL20 ORGANIZATION CHARTS. US US I

10 Page 0 of 00 AGENCY RULES, POLICIES AND PROCEDURES- FINAL. MANUALS, GUIDELINES, ADMINISTRATIVE RULES, OR SIMILAR RECORDS DISTRIBUTED INTERNALLY FOR THE USE OF EMPLOYEES OR..070 ALL220 EXTERNALLY TO THE PUBLIC OR THOSE AC+3 AC+3 O INDIVIDUALS OR ENTITIES REGULATED BY AN AGENCY THAT SETS OUT THE RULES, POLICIES, AND PROCEDURES THAT GOVERN AN AGENCY'S PROGRAMS, SERVICES, OR PROJECTS. AC=COMPLETION OR TERMINATION OF PROGRAMS, RULES, POLICIES OR PROCEDURES. SEE ALSO: AGENCY RULES, POLICIES AND PROCEDURES- WORKING FILES, ITEM..07. AGENCY RULES, POLICIES, AND PROCEDURES- W0RKING FILES. WORKING FILES USED IN THE DEVELOPMENT OF MANUALS, GUIDELINES, ADMINISTRATIVE RULES, OR SIMILAR RECORDS..07 ALL22 DISTRIBUTED INTERNALLY FOR THE USE OF EMPLOYEES OR EXTERNALLY TO THE PUBLIC OR AC+3 AC+3 O THOSE INDIVIDUALS OR ENTITIES REGULATED BY AN AGENCY THAT SETS OUT THE RULES, POLICIES, AND PROCEDURES THAT GOVERN AN AGENCY'S PROGRAMS, SERVICES, OR PROJECTS. AC=COMPLETION OR TERMINATION OF PROGRAM, RULES, POLICIES OR PROCEDURES. SEE ALSO ITEM ALL223 CUSTOMER SURVEYS. AC AC AC=FINAL DISPOSITION OF SUMMARY REPORT. SEE REFERENCE..067.

11 Page of 00 SPEECHES AND PAPERS. NOTES OR TEXT OF..040 ALL224 SPEECHES, PAPERS, PRESENTATIONS, OR REPORTS DELIVERED IN CONJUNCTION WITH AC AC O AGENCY WORK. AC=END OF TERM IN OFFICE OR TERMINATION OF SERVICE ALL225 TRAINING MATERIALS. US+ US ALL230 TRANSITORY INFORMATION. AC AC AC=PURPOSE OF RECORD HAS BEEN FULFILLED. STAFF MEETING MINUTES AND NOTES. MINUTES..063 ALL245 OR NOTES, AND SUPPORTING DOCUMENTATION YR YR TAKEN AT INTERNAL AGENCY STAFF MEETINGS. AGENCY PERFOMANCE MEASURES DOCUMENTATION. ANY RECORDS OF AN AGENCY NEEDED FOR THE DOCUMENTATION OF OUTPUT,..064 ALL248 OUTCOME, EFFICIENCY, AND EXPLANATORY MEASURES IN AN AGENCY'S APPROPRIATIONS FE+3 FE+3 REQUEST OR STRATEGIC PLAN, AND FOR PERFORMANCE MEASURES USED TO MANAGE THE AGENCY. CAUTION: THE FE+3 RETENTION PERIOD OVERRIDES ANY SHORTER RETENTION PEROD FOR A RECORDS SERIES IN THIS SCHEDULE IF THE RECORDS SERIES IS NEEDED FOR DOCUMENTATION OF AGENCY PERFORMANCE MEASURES.

12 Page 2 of 00 REPORTS AND STUDIES (NON-FISCAL)-RAW DATA ALL249 INFORMATION OR DATA COLLECTED AND COMPILED FOR THE PURPOSE OF PRODUCING AV AV NON-FISCAL REPORTS. CAUTION: DOES NOT INCLUDE SOURCE DOCUMENTATION USED FOR INFORMATION OR DATA INCLUDED IN OR DIRECTLY RELATED TO ANOTHER RECORDS SERIES IN THIS SCHEDULE. SEE ESPECIALLY ITEM NUMBER REPORTS OF CONSULTANTS AND COMMITTEES ALL250 3 YRS 3 YRS O (NON-FISCAL) ALL25A REPORTS ON PERFORMANCE MEASURES. AC+6 AC+6 AC=SEPTEMBER OF ODD- NUMBERED CALENDAR YEARS. CAUTION: SEE REFERENCE REPORTS - ACTIVITY. EMPLOYEE WORKLOADS. REPORTS COMPILED BY AGENCY PERSONNEL ON..069 ALL25 A DAILY OR OTHER PERIODIC BASIS PERTAINING TO WORKLOAD MONITORING, TASK COMPLETION YR YR TIMES, NUMBER OF PUBLIC CONTACTS, AND SIMILAR ACTIVITIES. CAUTION: SEE ITEM NUMBER..064.

13 Page 3 of 00 STATE PUBLICATIONS. INFORMATION IN ANY FORMAT THAT IS PRODUCED BY THE AUTHORITY OF OR AT THE TOTAL OR PARTIAL EXPENSE OF A STATE AGENCY OR IS REQUIRED TO BE DISTRIBUTED UNDER LAW BY THE AGENCY, AND IS PUBLICLY DISTRIBUTED. THE TERM DOES NOT INCLUDE INFORMATION THE DISTRIBUTION OF WHICH IS SOLELY LIMITED TO CONTRACTORS WITH OR GRANTEES OF THE AGENCY, STAFF PERSONS WITHIN THE AGENCY OR WITHIN OTHER.3.00 ALL260 GOVERNMENT AGENCIES, OR MEMBER OF THE PUBLIC UNDER A REQUEST MADE UNDER THE AC+2 AC+2 O PUBLIC INFORMATION ACT, GOVERNMENT CODE, CHAPTER 552. THE TERM INCLUDES BUT IS NOT LIMITED TO: A PUBLICATION DISTRIBUTED IN PRINT; ON MICROFORM; AS AUDIOVISUAL MATERIAL; AS INTERACTIVE MEDIA OR ON ELECTRONIC EXTERNAL STORAGE DEVICE; AS AN ONLINE PUBLICATION; WHICH IS AN INDEX TO OTHER ONLINE PUBLICATIONS; AS ONE OR MORE TEXT, GRAPHIC OR OTHER DIGITAL FILES; OR AS A USER INTERFACE TO A COMPUTER DATABASE. AC=UNTIL SUPERSEDED OR OBSOLETE. COPIES OF PUBLICATIONS DONE BY THE DIFFERENT COLLEGES ON CAMPUS. CAUTION: MANY STATE PUBLICATIONS MUST BE SUBMITTED TO THE TEXAS STATE PUBLICATIONS DEPOSITORY PROGRAM, TEXAS STATE LIBRARY AND ARCHIVES COMMISSION, BY LAW (GOVERNMENT CODE SECTION ) ALL270 PUBLICATION DEVELOPMENT FILES - BACKGROUND MATERIAL, COPY (DRAFTS), ORIGINAL ARTWORK, PHOTO NEGATIVES, PRINTS, FLATS ETC. THIS INCLUDES ALL WORK PERFORMED BOTH INSIDE AND OUTSIDE THE AGENCY. AV AV O ORIGINAL PUBLICATIONS.

14 Page 4 of 00 SECURITY INCIDENT REPORTS - INFORMATION 2. ALL275 AC+3 AC+3 SYSTEMS. AC = AFTER CLOSED. HARDWARE DOCUMENTATION. RECORDS DOCUMENTING OPERATIONAL AND MAINTENANCE ALL280 REQUIREMENTS OF COMPUTER AC HARDWARE/OPERATING SYSTEM REQUIREMENTS, AC HARDWARE CONFIGURATIONS, AND EQUIPMENT CONTROL SYSTEMS. AC=UNTIL ELECTRONIC RECORDS ARE TRANSFERRED TO AND MADE USABLE IN A NEW HARDWARE ENVIRONMENT OR THERE ARE NO ELECTRONIC RECORDS BEING RETAINED TO MEET AN APPROVED RETENTION PERIOD THAT REQUIRE THE HARDWARE TO BE RETRIEVED AND READ.

15 Page 5 of ALL28 TECHNICAL DOCUMENTATION. AC AC AC=UNTIL ELECTRONIC RECORDS ARE TRANSFERRED TO AND MADE USABLE IN A NEW HARDWARE ENVIRONMENT. CAUTION: SOFTWARE NEEDED FOR ACCESS TO ELECTRONIC RECORDS MUST BE RETAINED FOR THE PERIOD OF TIME REQUIRED TO ACCESS THE RECORDS ALL285 OUTPUT RECORDS FOR COMPUTER PRODUCTION. AV AV

16 Page 6 of 00 DEPARTMENTAL PERSONNEL FILE. (TERMINATION 3. ALL290 AC AC OR TRANSFER. FACULTY AND STAFF). AC=UPON SEPARATION. DEPARTMENTAL FILE MUST BE REVIEWED FOR ORIGINAL DOCUMENTS AND ORIGINALS SHOULD BE FORWARDED TO HUMAN RESOURCES, TO BE INCORPORATED WITH HUMAN RESOURCES PERMANENT FILE. COPIES WILL BE DISPOSED ACCORDING TO UNIVERSITY POLICY ALL293 RESUMES-UNSOLICITED. AV AV ALL300 APPLICATIONS FOR EMPLOYMENT - NOT HIRED. 2 YRS 2 YRS 29 CFR (a) ALL30 APPLICATIONS FOR EMPLOYMENT - HIRED. AC+5 AC+5 AC=TERMINATION OF EMPLOYMENT ALL320 EMPLOYMENT SELECTION RECORDS. 2 YRS 2 YRS 29 CFR (a).

17 Page 7 of ALL340 PERSONNEL INFORMATION OR ACTIONS FORMS. 2 YRS 2 YRS 29 CFR (a) ALL343 POSITION / JOB DESCRIPTIONS. AC+4 AC+4 AC=UNTIL SUPERSEDED OR JOB ELIMINATED. 40 TAC 85.06(i) ALL347 EMPLOYEE BENEFITS-OTHER THAN INSURANCE. AC+2 AC+2 AC=UNTIL SUPERSEDED OR TERMINATION OF EMPLOYMENT. SEE REFERENCE ITEM NUMBER ALL349 EMPLOYEE DEDUCTION AUTHORIZATIONS. AC+4 AC+4 AC=AFTER TERMINATION OF EMPLOYEE OR AFTER AMENDMENT, EXPIRATION, OR TERMINATION OF AUTHORIZATION, WHICHEVER SOONER ALL35 EMPLOYEE EARNINGS RECORDS. 4 YRS 4 YRS 40 TAC 85.06(i) ALL353 FEDERAL TAX RECORDS. (W-2,FICA,099). AC+4 AC+4 AC=TAX DUE DATE, DATE CLAIM IS FILED, OR DATE TAX IS PAID WHICHEVER IS LATER. 29 CFR (e)(2).

18 Page 8 of ALL354 W-4 FORMS. AC+4 AC+4 AC=UNTIL SUPERSEDED, OBSOLETE, OR UPON SEPARATION OF EMPLOYEE. 26 CFR (e)(2) ALL356 DIRECT DEPOSIT APPLICATION/AUTHORIZATIONS. US US ALL360 WORK SCHEDULES / ASSIGNMENTS. YR YR ALL370 REIMBURSABLE ACTIVITIES, REQUESTS. FE+3 FE ALL380 ACCUMULATED LEAVE ADJUSTMENT REQUESTS. FE+3 FE ALL38 LEAVE STATUS REPORTS. FE+3 FE ALL389 LESS THAN FULL - TIME WORKED REPORTS. YR 3 YRS 4 YRS 40 TAC 85.06(i).

19 Page 9 of ALL390 OVERTIME AUTHORIZATIONS. 2 YRS 2 YRS ALL400 TIME CARDS AND TIMESHEETS. FE+4 FE+4 40 TAC 85.06(i) ALL40 TIME OFF AND / OR SICK LEAVE REQUESTS. FE+3 FE ALL49 ACCOUNTS PAYABLE INFORMATION. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL420 BILLING DETAIL. FE+3 FE+3 TRANSFERS OR BUDGET REVISIONS. TRANSFERS ALL423 FE+3 FE+3 OR ADJUSTMENT TO BUDGETS. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL427 INVENTORY AND OTHER COST FILES. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

20 Page 20 of 00 DOCUMENTATION FOR OVER RINGS, REFUNDS, 4.2 ALL429 FE+3 FE+3 DISCOUNTS, AND COMPLIMENTARY SALES. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL430 CASH RECEIPTS INCLUDES RECEIPTS FOR FEES. FE+3 FE ALL43 CASH DEPOSIT VOUCHERS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL433 DAILY CASH RECEIPTS LOGS. FE+3 FE+3 PURCHASE VOUCHERS. REQUISITIONS, ORDERS, ALL435 RECEIVING REPORTS, INVOICES, OR STATEMENTS, FE+3 FE+3 CHANGE ORDERS, ETC. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL437 GENERAL JOURNAL VOUCHERS. FE+3 FE+3

21 Page 2 of ALL460 EXPENDITURE VOUCHERS (TRAVEL). FE+3 FE ALL468 SALES JOURNALS OR REGISTERS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL470 EXPENDITURES JOURNALS OR REGISTERS. FE+3 FE ALL47 GENERAL AND SUBSIDIARY LEDGERS. FE+3 FE ALL490 ACCOUNTS RECEIVABLE LEDGERS. FE+3 FE ALL500 ACCOUNTS PAYABLE LEDGERS. FE+3 FE ALL50 ANNUAL OPERATING BUDGETS. FE+3 FE+3

22 Page 22 of ALL520 BALANCING RECORDS. FE+3 FE ALL530 RECONCILIATIONS. FE+3 FE ALL533 CAPITAL ASSET RECORDS. LA+3 LA ALL538 DETAIL CHART OF ACCOUNTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PROR TO FINAL DISPOSITION. GRANTS, FEDERAL AND OTHER SPONSORED ALL540 AC+3 AC+3 GRANTS AND CONTRACTS. AC=SATISFACTION OF ALL UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND COOPERATIVE AGREEMENTS TO STATE AND LOCAL GOVERNMENTS (THE COMMON RULE). GRANT AUDIT REQUIREMENT. TEXAS FACILITIES COMMISSION (TFC) ALL543 FE+3 FE+3 STATEMENTS.

23 Page 23 of ALL550 MAIL AND TELECOMMUNICATIONS LISTINGS. US US PHOTOCOPIER AND TELEFAX USAGE LOGS & 5..0 ALL552 AV AV REPORTS ALL555 CHARGE SCHEDULES / PRICE LISTS. US+3 US ALL556 OFFICE PROCEDURES. US+ US+ EQUIPMENT HISTORY FILE-EQUIPMENT SERVICE ALL560 LA+3 LA+3 AGREEMENTS ALL562 EQUIPMENT INVENTORY DETAIL REPORT FORMS. FE+3 FE ALL570 EQUIPMENT MANUALS. LA LA

24 Page 24 of ALL580 EQUIPMENT WARRANTIES. AC+ AC+ AC=EXPIRATION OF WARRANTY ALL590 INVENTORY - ANNUAL PHYSICAL. FE+3 FE+3 INVENTORY SYSTEM UPDATE LISTINGS. LISTING ALL594 SHOWS ALL ADDITIONS, CHANGES, DELETIONS, AND TRANSFER TIMES FOR THE MONTHLY AC AC PROCESSING PERIOD. AC=TRANSFER OF INFORMATION INTO ANNUAL LISTING. YEAR-TO-DATE ACTIVITY (INVENTORY LISTING) ALL595 SHOWS ADDITIONS, CHANGES TRANSFERS, AND FE+3 FE+3 DELETIONS ALL597 FREIGHT BILLS PAID. FE+3 FE ALL598 VISITOR CONTROL REGISTERS. 3 YRS 3 YRS

25 Page 25 of 00 SECURITY ACCESS RECORDS. RECORDS RELATING TO THE ISSUANCE OF KEYS, ALL599 IDENTIFICATION CARDS, BUILDING PASSES, PASSWORDS, SIGNED STATEMENTS OR SIMILAR AC+2 AC+2 INSTRUMENTS OF ACCESS TO AGENCY FACILITIES, EQUIPMENT OR AUTOMATED SYSTEMS. AC=UNTIL SUPERSEDED, DATE OF EXPIRATION, OR DATE OF TERMINATION, WHICHEVER SOONER ALL600 LONG DISTANCE TELEPHONE LOGS. AV AV ALL620 MILEAGE REPORTS. FE+3 FE+3. ALR0 GIFT RECORDS OR DONOR FILES. PM PM I SECURITY IS OPEN WITH RESTRICTIONS. ALR02 COMMENCEMENT PROGRAMS. PM PM ANE23 TEST SCORES - APPLICANTS WHO DO NOT ENTER. AC+ AC+ AC=APPLICATION TERM.

26 Page 26 of 00 ANE24 TEST SCORES - APPLICANTS WHO DO ENTER. AC+5 AC+5 TRANSCRIPTS - HIGH SCHOOL & ANE25 AC+ AC+ COLLEGE/APPLICANTS WHO DO NOT ENTER. AC=APPLICATION TERM. TRANSCRIPTS - HIGH SCHOOL & ANE26 AC+5 AC+5 COLLEGE/APPLICANTS WHO DO ENTER. APPLICATION FOR ADMISSION OR READMISSION - ANE29 AC+ AC+ APPLICANTS WHO DO NOT ENTER. AC=APPLICATION TERM. ANE30 RESIDENCY CLASSIFICATION FORMS. AC+5 AC+5 ANE3 TUITION ADJUSTMENT / TUITION WAIVER FORMS. AC+5 AC+5 APPLICATION FOR ADMISSION OR READMISSION - ANE33 AC+5 AC+5 APPLICANTS WHO DO ENTER.

27 Page 27 of 00 STUDENT-ATHLETE EDUCATION RECORDS (INCLUDING STUDENT-ATHLETE STATEMENT. RESULTS OF DRUG TEST, HIGH SCHOOL & ALL ATH0 COLLEGE TRANSCRIPTS, PRECOLLEGE TEST SCORES & RELATED INFORMATION AND AC+0 AC+0 CORRESPONDENCE, RECORDS CONCERNING FINANCIAL AID, OTHER DOCUMENTS OBTAINED PERTAINING TO NCAA ELIGIBILITY). SUBJECT TO NCAA INVESTIGATIVE REVIEW. NCAA COMPLIANCE RECORD (INCLUDING ATH03 CERTIFICATION OF COMPLIANCE FORM, STUDENT- ATHLETE STATEMENT, DRUG TESTING CONSENT 0 YRS 0 YRS FORM, STUDENT-ATHLETE AFFIRMATION OF). SUBJECT TO NCAA COMPLIANCE. NCAA COMPLIANCE RECORDS (INCLUDING SQUAD ATH04 LIST, GRADUATION - RATES DISCLOSURE 0 YRS 0 YRS RECORDS). SUBJECT TO NCAA COMPLIANCE. NCAA COMPLIANCE RECORDS (INCLUDING ATH05 INFORMATION AND SPORTS SPONSORSHIP, AND DESIGNATION OF INSTITUTIONAL 0 YRS 0 YRS I REPRESENTATIVES). SUBJECT TO NCAA REVIEW. CONFERENCE USA COMPLIANCE RECORDS (TO ATH06 0 YRS 0 YRS I INCLUDE HARDSHIPS).

28 Page 28 of 00 PUBLIC RELATIONS RECORDS. NEWS, PRESS RELEASES, OR ANY PUBLIC RELATIONS FILES..09 ATH07 MAINTAINED OR ISSUED BY AN AGENCY. INCLUDES 5 YRS 5 YRS O PRINT, ELECTRONIC, AUDIO, AND AUDIOVISUAL RECORDS. RULES & REGULATIONS (INCLUDING NCAA RULES - INTERPRETATIONS RECORDS AND/OR FILES AND. ATH08 DOCUMENTATION TO SUBSTANTIATE THE US+0 US+0 O DISSEMINATION AND COMMUNICATION OF RULES EDUCATION MATERIAL). SUBJECT TO NCAA REVIEW. ATH09 DAILY INJURY REPORT. AC+5 AC+5 AC=AFTER GRADUATION OR DATE OF LAST ATTENDANCE OR AFTER CASE CLOSED. INSURANCE CLAIM FILES (INCLUDING CLAIMS FOR ATH0 INJURIES TO STUDENT-ATHLETES AND AC+0 AC+0 CORRESPONDENCE). AC=AFTER GRADUATION OR DATE OF LAST ATTENDANCE OR AFTER CASE CLOSED ATH4 EXTERNAL FISCAL REPORTS - NCAA REPORTS. FE+3 FE+3 TEAM ROSTERS AND PHOTOGRAPHS (INCLUDING ATH5 PHOTOGRAPHIC DOCUMENTATION OF ATHLETIC PM PM I EVENTS).

29 Page 29 of 00 ATH6 MEDICAL RECORDS. AC+0 AC+0 AC=AFTER GRADUATION OR DATE OF LAST ATTENDANCE. ATH7 RECRUITMENT MATERIALS. AC+0 AC+0 AC=AFTER GRADUATION OR DATE OF LAST ATTENDANCE. ATH8 MEDIA GUIDES FOR INDIVIDUAL SPORTS. PM PM ATH9 SPORTS STATISTICS. PM PM INSTITUTIONAL COMPLIANCE - ORIGINAL..067 AUD0 3 YRS 3 YRS COMPLIANCE REPORT AUD02 AUDITS - EXTERNAL AUDIT REPORTS. AC+7 AC AUD03 AUDITS - INTERNAL AUDIT REPORTS. AC+5 9 YRS AC+4 AC=PUBLICATION OR RELEASE OF FINAL AUDIT FINDINGS. AC=PUBLICATION OR RELEASE OF FINAL AUDIT FINDINGS.

30 Page 30 of AUD04 AUDITS - INTERNAL WORKING PAPERS. AC+5 9 YRS AC+4 AC=PUBLICATION OR RELEASE OF FINAL AUDIT FINDINGS. TRAINING AND EDUCATIONAL ACHIEVEMENT AUD3 AC+5 AC+5 RECORDS (INDIVIDUAL). AC=TERMINATION OF EMPLOYMENT. REPORTS AND STUDIES - SPECIAL REQUEST..067 AUD4 5 YRS 5 YRS I PROJECTS AUD5 CUSTOMER SURVEYS. AC+3 AC+3 O AC=FINAL DISPOSITION OF SUMMARY REPORTS. SEE REFERENCE AUD26 ANNUAL REPORTS TO UT SYSTEM. FE+4 FE+4 O QUARTERLY INTERNAL AUDIT COMMITTEE..002 AUD27 AC+7 AC+7 BRIEFING BOOKS. AC=PUBLICATION OR RELEASE OF FINAL AUDIT FINDINGS.

31 Page 3 of AUD28 INTERNAL AUDIT PLAN. AC+3 AC+3 AC=DECISION MADE TO IMPLEMENT OR NOT TO IMPLEMENT RESULT OF PLANNING PROCESS AUD29 EXTERNAL QUALITY ASSURANCE (PEER REVIEW). FE+3 FE+3 PEER REVIEW REQUIRED BY IIA (INSTITUTE OF INTERNAL AUDITORS) STANDARDS. 5.4 BIO27 CONTROLLED SUBSTANCE LOGS. 0 YRS 0 YRS BIO30 HAZARDOUS MATERIALS TRAINING RECORDS. 5 YRS 5 YRS TEXAS HEALTH AND SAFETY CODE, (g). 5.2 BIO3 BIOLOGICAL CENSUS RECORDS. 0 YRS 0 YRS

32 Page 32 of 00 FIELD TRIP INSURANCE DOCUMENTATION - BIO32 3 YRS 3 YRS STUDENTS BUG52 BUDGET PREPARATION DOCUMENTS. 0 YRS 0 YRS BUG53 OPERATING BUDGETS. PM PM..004 BUG54 LEGISLATIVE APPROPRIATION REQUESTS (LAR). PM PM I SEND COPIES TO THE PUBLICATIONS DEPOSITORY PROGRAM OF THE TEXAS STATE LIBRARY AND ARCHIVES COMMISSION, BUG55 LAR PREPARATION DOCUMENTS. 0 YRS 0 YRS BUR07 CASH RECEIPTS, INCLUDES RECEIPTS FOR FEES. FE+3 FE+3

33 Page 33 of 00 CASH RECEIPTS LOGS - DAILY (CASHIER BUR08 FE+3 FE+3 REPORTS). INTERNAL REPORTS - COLLECTION AGENCY BUR0 FE+3 FE+3 REPORTS. BUR3 EMERGENCY TUITION LOAN. AC AC AC=END OF THE PERIOD FOR WHICH THE LOAN WAS INTENDED. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM.

34 Page 34 of 00 BUR5 TUITION AND FEE CHARGES (PROMISSORY NOTE). AC AC AC=PERKINS ORIGINAL PROMISSORY NOTES TO BE RETAIN UNTIL THE LOAN IS SATISFIED OR THE DOCUMENTS ARE NO LONGER NEEDED TO ENFORCE OBLIGATIONS. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM. BUR7 INSUFFICIENT FUND RECORDS. PM PM

35 Page 35 of 00 BUR8 PERKINS LOAN RECORDS. AC+3 AC+3 AC= DATE THE LOAN IS ASSIGNED, CANCELLED, OR REPAID. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM. STUDENTS WRITTEN CONSENT FOR RECORDS CAR20 AC+2 AC+2 DISCLOSURE. AC=UNTIL TERMINATION OR LIFE OF AFFECTED RECORD. CAR2 STUDENT JOB PLACEMENT RECORDS. AC+ AC+ EMPLOYER INFORMATION - INTERVIEW SETUP & CAR23 2 YRS 2 YRS CAREER FAIR REGISTRATION.

36 Page 36 of CIE2 PROCESSING FILES. AC AC AC=COMPLETION OF 3RD VERIFICATION CYCLE, OR AUDIT COMPLETION CONFIRMING SUCCESSFUL TRANSACTION PROCESSING, OR REQUIRED AUDIT TRAIL MAINTENANCE, OR THE ABILITY TO RESTORE OR MIGRATE WHEN ERROS ARE DETECTED OR WHEN HARDWARE OR SOFTWARE CHANGES OCCUR. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

37 Page 37 of CIE6 SOFTWARE PROGRAMS. AC+ AC+ AC=UNTIL ELECTRONIC RECORDS ARE TRANSFERRED TO AND MADE USABLE IN A NEW SOFTWARE ENVIRONMENT OR THERE ARE NO ELECTRONIC RECORDS BEING RETAINED TO MEET AN APPROVED RETENTION PERIOD THAT REQUIRE THE SOFTWARE TO BE RETRIEVED AND READ. CAUTION: IF AN ELECTRONIC RECORD IS SCHEDULED FOR PERMANENT RETENTION, SOFTWARE NEEDED FOR ACCESS TO THE RECORD MUST ALSO BE RETAINED PERMANENTLY.

38 Page 38 of CIE7 PLANS AND PLANNING RECORDS. AC+3 AC+3 O AC=DECISION MADE TO IMPLEMENT OR NOT TO IMPLEMENT RESULT OF PLANNING PROCESS. INSTITUTIONAL SURVEYS. INFORMATION OR DATA. CIE42 COLLECTED AND COMPILED FOR THE PURPOSE AC+5 AC+5 OF PRODUCING NON-FISCAL REPORTS. AC=AFTER CLOSED. CAUTION: DOES NOT INCLUDE SOURCE DOCUMENTATION USED FOR INFORMATION OR DATA INCLUDED IN OR DIRECTLY RELATED TO ANOTHER RECORDS SERIES IN THIS SCHEDULE. SEE ESPECIALLY ITEM NUMBER..064.

39 Page 39 of 00 GRANTS, FEDERAL AND OTHER SPONSORED 4.7 CIE43 AC+0 AC+0 O GRANTS AND CONTRACTS. AC=TERMS OF GRANT. CAUTION: GRANTS HAVE INDIVIDUAL GUIDELINES FOR RETENTION. RECORDS MUST BE RETAINED IN ACCORDANCE WITH INDIVIDUAL GUIDELINES OF GRANT OR CONTRACT. FEDERAL GRANT RECORDS SHOULD COMPLY WITH UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND COOPERATIVE AGREEMENTS TO STATE AND LOCAL GOVERNMENTS (THE COMMON RULE) AS STATED IN OMB CIRCULAR A CON20 SALES - REPORTS. FE+3 FE+3 MAINTAINED IN ACEWARE DATABASE. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION CON25 INTERNAL MANAGEMENT REPORTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PROR TO FINAL DISPOSITION.

40 Page 40 of CON27 DETAIL CHART OF ACCOUNTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION CON28 CONTRACTS & LEASES. AC+5 AC+5 AC=EXPIRATION OR TERMINATION OF THE INSTRUMENT ACCORDING TO ITS TERMS CON3 POSTAGE RECORDS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. CON35 COURSE LISTS. YR PM PM MAINTAINED IN ACEWARE DATABASE. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. CON37 ENROLLMENT STATISTICS. PM PM I MAINTAINED IN ACEWARE DATABASE. CON38 SCHEDULE OF COURSES. PM PM I MAINTAINED IN ACEWARE DATABASE COP2 PUBLICATION DEVELOPMENT FILES. AV AV O ORIGINAL PUBLICATIONS KEPT IN THE OFFICE OF THE DEPARTMENT CHAIR.

41 Page 4 of 00 REQUISITIONS FOR IN-AGENCY COPY / PRINTING COP4 AV AV SERVICE DHC9 CONTRACTS AND LEASES. AC+5 AC+5 AC=EXPIRATION OR TERMINATION OF THE INSTRUMENT ACCORDING TO ITS TERMS. DISCIPLINARY ACTION (STUDENT) - DOCUMENTS DOS29 PERTAINING TO INCIDENTS NOT RESULTING IN AC+ PM FURTHER INVESTIGATION. DATE OF INCIDENT. KEPT SEPARATE FROM ACADEMIC STUDENT RECORD. PER DEPARTMENTAL POLICY. DOS30 DISCIPLINARY ACTION (STUDENT) - CASES DISMISSED BY HEARING PANEL. INCLUDES WRITTEN DECISIONS OF HEARING PANEL (FERPA DATA/DOCUMENTS) AND STUDENT STATEMENTS ON SAME. AC+5 PM DATE OF INCIDENT. KEPT SEPARATE FROM ACADEMIC STUDENT RECORD. PER DEPARTMENTAL POLICY.

42 Page 42 of 00 DISCIPLINARY ACTION (STUDENT) - CASES IN WHICH HEARING PANEL LEVIES PENALTY. DOS3 INCLUDES WRITTEN DECISIONS OF HEARING PM PM PANEL (FERPA DATA/DOCUMENTS) AND STUDENT STATEMENTS ON SAME. PM=DATE OF INCIDENT. KEPT SEPARATE FROM ACADEMIC STUDENT RECORD. RETENTION IS PERMANENT IF PENALTY CALLS FOR A) THE STUDENT'S SUSPENSION OR EXPLUSION; B) DENIAL OR REVOCATION OF STUDENT'S DEGREE; AND/OR C) WITHDRAWAL OF STUDENT'S DIPLOMA. FOR ALL OTHER PENALTIES SEE RULES AND REGULATIONS OF THE BOARD OF REGENTS, SERIES 500, SECTION 8. STUDENT FILE WITH DISABILITY MEDICAL DSS06 AC+5 AC+5 DOCUMENTATION AND ELIGIBILITY FOR SERVICES. AC=GRADUATION OR LAST DATE OF ATTENDANCE AS RECORDED IN DISABLED STUDENT SERVICES DATABASE DSS07 TIMESHEETS FOR NOTE TAKERS (STIPENDS). FE+4 FE+4 40 TAC 85.06(i). DSS08 INTERPRETER REQUEST FORM. AC AC AC=END OF SCHOOL TERM.

43 Page 43 of 00 DSS09 FACULTY PROCTORING FORM. AC+ AC+ AC=END OF SCHOOL TERM EDA04 REPORTS OF CONSULTANTS AND COMMITTEES. 3 YRS 3 YRS O TEACHER CERTIFICATION FILES. (STUDENT EDA06 AC+5 AC+5 SERVICES DEPARTMENT). EDA07 SACS REPORTS. (DEAN'S OFFICE). PM PM STUDENT FILES (EDUCATION LEADERSHIP AND EDA08 AC+7 AC+7 FOUNDATIONS). COUNSELING PROGRAM VIDEOTAPES (EDUCATION EDA09 3 YRS 3 YRS PSYCHOLOGY). EDUCATIONAL DIAGNOSTICIAN PROGRAM EDA0 PSYCHOMETRIC TESTS. (EDUCATIONAL 5 YRS 5 YRS PSYCHOLOGY).

44 Page 44 of EEO0 COMPLAINT RECORDS. AC+2 AC+2 AC=FINAL DISPOSITION OF THE COMPLAINT...04 EEO04 LEGAL OPINIONS AND ADVICE. AV AV O EEO05 EMPLOYMENT SELECTION RECORDS. 2 YRS 2 YRS EEO REPORTS AND SUPPORTING EEO06 3 YRS 3 YRS DOCUMENTATION. 29 CFR602.32,602.39, 602.4, , EEO09 AFFIRMATIVE ACTION PLANS. 2 YRS 3 YRS 5 YRS 29 CFR 30.8(e) FOR APPRENTICESHIP PLANS EEO0 AGENCY STAFFING REPORTS. US+3 US EEO2 REPORTS AND STUDIES (NON-FISCAL). FE+3 FE+3 O ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

45 Page 45 of EEO3 TRAINING MATERIALS. US+ US+ ADA (Americans with Disabilities Act)..056 EEO5 3 YRS 3 YRS DOCUMENTATION. 28 CFR 35.05(c). INSPECTION RECORDS. FIRE, SAFETY, AND OTHER EHS03 INSPECTION RECORDS OF AGENCY FACILITIES AC+3 AC+3 AND EQUIPMENT. AC=INSPECTON, OR DATE OF THE CORRECTION OF THE DEFICIENCY IF THE INSPECTION REPORT REVEALS A DEFICIENCY. CAUTION: DOES NOT INCLUDE INSPECTION REPORTS OF BUILDING CONSTRUCTION FAC26 INVENTORY SYSTEM UPDATE LISTING. AC AC AC=TRANSFER OF INFORMATION INTO ANNUAL LISTING FAC27 SERVICE ORDERS. YR YR INSPECTION REPAIR AND MAINTENANCE RECORDS FAC28 LA+ LA+ - VEHICLES.

46 Page 46 of FAC29 LICENSE AND DRIVING RECORD CHECKS. AC AC AC=UNTIL SUPERSEDED OR UNTIL TERMINATION OF EMPLOYMENT FAC30 MILEAGE REPORTS. FE+3 FE FAC33 SECURITY ACCESS RECORDS. AC+2 AC+2 AC=ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. AC=UNTIL SUPERSEDED, DATE OF EXPIRATION, OR DATE OF TERMINATION, WHICHEVER SOONER. CHARGE SCHEDULES / PRICE LISTS. SCHEDULES FAC35 OF PRICES CHARGED BY OTHER UNIVERSITY US+3 US+3 DEPTS FAC36 SUPPLY USAGE RECORDS. FE+ FE FIN04 REPORTS AND STUDIES (NON-FISCAL). 3 YRS 3 YRS O FIN7 FINANCIAL AID DOCUMENTS. AC+5 AC+5 AC= DATE OF FINAL AUDIT ACCEPTANCE BY THE DEPARTMENT OF EDUCATION.

47 Page 47 of 00 FIN8 WORKSTUDY APPLICATION. AC+5 AC+5 AC=TERMINATION OF EMPLOYMENT. FIN9 LOAN ADMINISTRATION RECORDS. AC+3 AC+3 AC=END OF THE PERIOD FOR WHICH THE LOAN WAS INTENDED. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM. FIN2 APPEALS FOR FINANCIAL AID. 2 YRS 3 YRS 5 YRS ASSET INFORMATION USED TO DETERMINE FIN22 AC+2 AC+2 STUDENTS' QUALIFICATION FOR FINANCIAL AID. AC=END OF THE PERIOD FOR WHICH THE LOAN WAS INTENDED. FIN23 FISCAL OPERATIONS REPORT (FISAP). AC+3 AC+3 AC=END OF AWARD YEAR IN WHICH THE FISAP IS SUBMITTED. CASH RECEIPTS. INCLUDES RECEIPTS FOR FEES GAC7 FE+2 8 YRS FE+0 CRV (CASH RECEIPTS VOUCHERS). GRANT AUDIT REQUIREMENT.

48 Page 48 of GAC20 GENERAL JOURNAL VOUCHER (VJ). FE+ 9 YRS FE+0 GRANT AUDIT REQUIREMENT. YEAR-TO-DATE ACTIVITY (INVENTORY LISTING) GAC30 SHOWS ADDITIONS, CHANGES TRANSFERS, AND FE+3 FE+3 DELETIONS GAC32 INVENTORY - ANNUAL PHYSICAL. FE+3 FE+3 RECORD KEPT IN PAPER AND ELECTRONIC MEDIUM. ACCEPTANCE LETTERS - APPLICANTS WHO DO GSC AC+ AC+ ENTER. TRANSCRIPTS - OTHER COLLEGES APPLICANTS GSC2 AC+5 AC+5 WHO DO ENTER. GSC4 APPLICATION FOR GRADUATION. AC+ AC+ GSC5 APPLICATION FOR ADMISSION OR RE-ADMISSION. AC+5 AC+5

49 Page 49 of 00 GRANTS, FEDERAL AND OTHER SPONSORED HEP25 AC+3 AC+3 GRANTS AND CONTRACTS. AC=SATISFACTION OF ALL UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND COOPERATIVE AGREEMENTS TO STATE AND LOCAL GOVERNMENTS (THE COMMON RULE). HEP (HIGH SCHOOL EQUIVALENCY PROGRAM) HEP27 STUDENT RECORDS - INCLUDES APPLICATION, HIGH SCHOOL TRANSCRIPTS, PERSONAL DATA AC+5 AC+5 INFO FORMS, GED CERTIFICATE HIS05 REPORTS - FACULTY WORKLOADS. YR YR HIS4 CURRICULUM CHANGE AUTHORIZATIONS. AC+5 AC+5 HIS5 SCHEDULE OF CLASSES (STUDENTS). AC+ AC+

50 Page 50 of HON06 REPORTS AND STUDIES (NON-FISCAL). YR 2 YRS 3 YRS O APPLICANTS WHO DO ENTER - RECRUITMENT HON35 AC AC MATERIAL. AC=ENROLLMENT. HON40 GRADUATION LISTS. 2 YRS 2 YRS PERMANENT GRADUATION LIST RESIDES AT THE REGISTRAR'S OFFICE. ADMISSION APPLICATIONS - (FERPA APPLIES, BUT HON4 RECORDS ARE SUBJECT TO TEXAS OPEN AC+ AC+ RECORDS LAW). WHO DO NOT ENTER. AC=AFTER APPLICATION TERM. ADMISSION APPLICATIONS - (FERPA APPLIES, BUT HON4A RECORDS ARE SUBJECT TO TEXAS OPEN AC+5 AC+5 RECORDS LAW). WHO DO ENTER. HON42 SCHOLARSHIP RECIPIENT HONORS AWARD. AC+ AC+ AC=END OF SCHOOL TERM. EXCHANGE STUDENT REPORT TO COORDINATING HON43 PM PM BOARD.

51 Page 5 of HSC SPEECHES AND PAPERS. AC AC O AC=END OF TERM IN OFFICE OR TERMINATION OF SERVICE IN A STATE POSITION HSC33 INTERNAL FISCAL MANAGEMENT REPORTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. HSC52 SYLLABUS - COURSE CONTENT. PM PM USED TO ASSESS EQUIVALENCY OF TRANSFER COURSES. RECORD MAY BE KEPT IN ELECTRONIC AND PAPER MEDIUM. HSC53 FACULTY ENROLLMENT STATISTICS. 5 YRS 5 YRS CERTIFIED HEALTH EDUCATORS SPECIALIST, TEXAS AND THE NATIONAL COMMITTEE FOR HEALTH EDUCATION CREDENTIALING, REQUIRE THAT THIS BE RETAINED FOR 5 YEARS. HSC54 FACULTY SCHEDULE. 5 YRS 5 YRS O CERTIFIED HEALTH EDUCATORS SPECIALIST, TEXAS AND THE NATIONAL COMMITTEE FOR HEALTH EDUCATION CREDENTIALING, REQUIRE THAT THIS BE RETAINED FOR 5 YEARS.

52 Page 52 of 00 SUGGESTION SYSTEM. SUGGESTIONS SUBMITTED..04 HUM07 YR YR BY AGENCY PERSONNEL AND RESPONSES. TRAINING MANUALS. INSTRUCTIONAL MATERIALS.043 HUM08 DEVELOPED BY AN AGENCY FOR TRAINING ENTITIES OR INDIVIDUALS IT REGULATES OR US+ US+ SERVES. INDIVIDUAL PERSONNEL FILES - RETIRED 3. HUM9A AC+50 AC+50 EMPLOYEE. AC=RETIREMENT DATE. SEE SUPPLEMENTAL NOTE - PERSONNEL RECORDS IN RETENTION SCHEDULE GUIDELINES HUM0 APPLICATIONS FOR EMPLOYEMENT - NOT HIRED. 2 YRS 2 YRS 29 CFR (a) HUM APPLICATIONS FOR EMPLOYMENT - HIRED. AC+5 AC+5 AC=TERMINATION OF EMPLOYMENT. EMPLOYEE INSURANCE RECORDS. AGENCY COPIES OF INFORMATION RELATING TO THE 3..0 HUM5 SELECTION BY EMPLOYEES OF LIFE, DISABILITY, HEALTH, AND OTHER TYPES OF INSURANCE AC AC OFFERED BY THE STATE OF TEXAS TO ITS EMPLOYEES. AC=RETIREMENT DATE. SEE SUPPLEMENTAL NOTE - PERSONNEL RECORDS IN RETENTION SCHEDULE GUIDELINES.

53 Page 53 of HUM6 EMPLOYMENT OPPORTUNITY ANNOUNCEMENTS. 2 YRS 2 YRS 29 CFR (a) HUM7 EMPLOYMENT CONTRACTS. AC+4 AC+4 GRIEVANCE RECORDS. RECORDS RELATING TO HUM9 THE REVIEW OF EMPLOYEE GRIEVANCES AGAINST AC+2 PERSONNEL POLICIES, WORKING CONDITIONS, AC+2 ETC HUM20 PERFORMANCE APPRAISALS. 2 YRS 2 YRS AC=EXPIRATION OR TERMINATION OF THE CONTRACT ACCORDING TO ITS TERMS. AC=FINAL DECISION ON THE GRIEVANCE. 29 CFR (c). SEE SUPPLEMENTAL NOTE- PERSONNEL RECORDS IN RETENTION SCHEDULE GUIDELINES. PERSONNEL DISCIPLINARY ACTION HUM22 AC+5 AC+5 DOCUMENTATION. AC=TERMINATION OF EMPLOYMENT HUM23 PERSONNEL INFORMATION OR ACTION FORMS. 2 YRS 2 YRS 29 CFR (a). SEE SUPPLEMENTAL NOTE- PERSONNEL RECORDS IN RETENTION SCHEDULE GUIDELINES.

54 Page 54 of HUM30 AGENCY STAFFING REPORTS. US+3 US HUM32 LABOR STATISTICS REPORTS. YR 2 YRS 3 YRS FORMER EMPLOYEE VERIFICATION RECORDS HUM33 MINIMAL INFORMATION NEEDED TO VERIFY AC+75 AC+75 EMPLOYMENT. AC=TERMINATION OF EMPLOYEE. SEE SUPPLEMENTAL NOTE- PERSONNEL RECORDS IN RETENTION SCHEDULE GUIDELINES. 3.3 HUM34 SCHEDULE OF EMPLOYEES' RETIREMENT DATES. US US HUM36 ACCUMULATED LEAVE ADJUSTMENT REQUEST. FE+3 FE HUM38 LESS THAN FULL-TIME WORKED REPORTS. YR 3 YRS 4 YRS 40 TAC 85.06(i) HUM44 EMPLOYEE SAVINGS BOND. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

55 Page 55 of 00 EMPLOYMENT ELIGIBILITY DOCUMENTATION OR HUM48 VERIFICATION OF FEDERAL REPORTING FORM INS AC+ AC+ I-9. AC=TERMINATION OF EMPLOYMENT. CAUTION: FEDERAL REGULATION REQUIRES THAT INS I-9 FORMS BE RETAINED FOR 3 YEARS FROM DATE OF HIRE OR 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. 8 CFR 274a.2(b)(2)(i)(A) AND (c)(2). SICK LEAVE POOL DOCUMENTATION. REQUESTS HUM50 SUBMITTED, APPROVALS, NUMBER OF HOURS FE+3 FE+3 TRANSFERRED IN AND OUT, ETC HUM52 UNEMPLOYMENT COMPENSATION RECORDS. AC+5 AC+5 AC=AFTER CLOSED.

56 Page 56 of HUM53 POSITIONS / JOB AUDIT CLASSIFICATION REVIEW. US+3 US+3 AFTER COMPLETION OF AUDIT, REVIEW, RECOMMENDATION; AND RECLASSIFICATION OF POSITION/JOB HUM54 PERSONNEL POLICIES AND PROCEDURES. US+3 US+3 DEPARTMENTAL EMPLOYEE FILE. (TERMINATION 3. HUM55 AC AC OR TRANSFER. FACULTY AND STAFF). AC= UPON SEPARATION. DEPARTMENTAL FILE MUST BE REVIEWED FOR ORIGINAL DOCUMENTS AND ORIGINALS SHOULD BE FORWARDED TO HUMAN RESOURCES, TO BE INCORPORATED WITH HUMAN RESOURCES PERMANENT FILE. COPIES WILL BE DISPOSED ACCORDING TO UNIVERSITY POLICY HUM57 STATE DEFERRED COMPENSATION RECORDS. AC+5 AC+5 AC=ALL ACCOUNTS WITH A VENDOR OR VENDORS FOR THE INDIVIDUAL PARTICIPANT HAVE BEEN CLOSED.

57 Page 57 of HUM58 FAMILY AND MEDICAL LEAVE REQUESTS. FE+3 FE+3 3. HUM59 SELECTIVE SERVICES DOCUMENTS. AC+ AC+ AC=DATE OF TERMINATION OR SEPARATION. EMPLOYEE RECOGNITION RECORDS. AWARDS, HUM60 AC+5 AC+5 INCENTIVES, TENURE, ETC. AC=TERMINATION OF EMPLOYMENT. HUM6 FACULTY CREDENTIALS DOCUMENTS. AC AC AC=SEPARATION OF EMPLOYEE, AFTER WHICH FILE IS TO BE INCORPORATED INTO STAFF MEMBER'S PERSONNEL FILE HUM62 CRIMINAL HISTORY CHECKS. AC AC AC=THE CRIMINAL HISTORY RECORD HAS SERVED THE IMMEDIATE PURPOSE FOR WHICH IT WAS OBTAINED IAB07 SPEECHES AND PAPERS. AC AC O AC=END OF TERM IN OFFICE OR TERMINATION OF SERVICE IN A STATE POSITION.

58 Page 58 of 00 FOREIGN STUDENT IMMIGRATION FORMS & INT7 AC+8 AC+8 RECORDS. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM. PASE (PROGRAMA DE ASISTENCIA ESTUDIANTIL) - INT8 MEXICAN STUDENTS FINANCIAL RECORDS AC+5 AC+5 (SUPPORTING DOCUMENTATION). RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM. TRAINING MATERIALS. INSTRUCTIONAL MATERIALS..043 ITC0 DEVELOPED BY AN AGENCY FOR TRAINING ENTITIES OR INDIVIDUALS IT REGULATES OR US+ US+ SERVES. TRAINING RECORDS. CERTIFICATES OF ITC02 COMPLETION, TEST SCORES, OR SIMILAR RECORDS DOCUMENTING THE TRAINING, OR AC+5 AC+5 TESTING OF AN EMPLOYEE. AC=TERMINATION OF EMPLOYMENT. COMPLIANCE PLAN AND ANNUAL RISK ITC03 US+ US+ ASSESSMENT.

59 Page 59 of 00 ITC04 COMPLIANCE INVESTIGATION RECORDS. AC+3 AC+3 AC=AFTER RESOLUTION OF INVESTIGATION. REVIEWS OR INSPECTIONS OF COMPLIANCE RISK ITC06 FE+3 FE+3 AREAS. BILLING DETAIL - TELECOMMUNICATIONS OTHER ITS28 FE+3 FE+3 THAN TEX-AN (CELLULAR, PAGERS). ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. LONG DISTANCE BILLING / REPAIR SERVICE ITS4 FE+3 FE+3 BILLING. COMPLIANCE PLAN AND ANNUAL RISK..024 ITS45 AC+3 AC+3 I ASSESSMENT. AC=DECISION MADE TO IMPLEMENT OR NOT TO IMPLEMENT RESULT OF PLANNING PROCESS. DEPARTMENTAL PERFORMANCE MEASURES..064 ITS46 FE+3 FE+3 DOCUMENTATION ITS55 BILLING DETAIL - TELECOMMUNICATIONS (TEX-AN). FE+3 FE+3

60 Page 60 of KTP0 FCC BROADCASTING LOGS. AC+2 AC+2 AC=AFTER BROADCAST DOCUMENT FILING. RETENTION NOTE: IT IS AN EXCEPTION TO THE RETENTION PERIOD INDICATED THAT LOGS INVOLVING COMMUNICATIONS INCIDENT TO A DISASTER OR WHICH INCLUDE COMMUNICATIONS INCIDENT TO OR INVOLVED IN AN INVESTIGATION BY THE FCC AND ABOUT WHICH THE LICENSEE HAS BEEN NOTIFIED, SHALL BE RETAINED BY THE LICENSEE UNTIL SPECIFICALLY AUTHORIZED IN WRITING BY THE FCC TO DESTROY THEM. IN ADDITION, LOGS INCIDENT TO OR INVOLVED IN ANY CLAIM OR COMPLAINT OF WHICH THE LICENSEE HAS NOTICE SHALL BE RETAINED BY THE LICENSEE UNTIL SUCH CLAIM OR COMPLAINT HAS BEEN FULLY SATISFIED OR UNTIL THE SAME HAS BEEN BARRED BY STATUTE LIMITING THE TIME FOR FILING OF SUITS UPON SUCH CLAIMS.

61 Page 6 of LBA07 REPORTS - FACULTY WORKLOADS. YR YR LBA25 ACADEMIC ACTION AUTHORIZATIONS, DISMISSALS. PM PM PM=PER UT BOARD OF REGENTS RULE 500, SECTION 8 (SOURCE: ules/50000series/500.pdf). LBA28 CURRICULUM CHANGE AUTHORIZATIONS. AC+5 AC+5 AC=AFTER GRADUATION OR DATE OF LAST ATTENDANCE. SEE REFERENCE ALL075.. LIB04 LIBRARY ONLINE CATALOG. US US LIB09 SECURITY ACCESS RECORDS. AC+2 AC+2 AC=UNTIL SUPERSEDED OR DATE OF TERMINATION - WHICHEVER SOONER.

62 Page 62 of 00 LIB20 LIBRARY FINE APPEALS. AC+ AC+ AC=UNTIL FINAL OUTCOME OF THE APPEAL. LIBRARY FINE APPEALS ARE KEPT AT BURSAR'S OFFICE IN GOLDMINE (STUDENT BUSINESS INFORMATION SYSTEM) UNTIL THE FINAL OUTCOME OF THE APPEAL. RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. AUDITS - EXTERNAL AUDIT REPORTS (FEDERAL..002 MAI0 AC+7 AC+7 AUDITS). AC=PUBLICATION OR RELEASE OF FINAL AUDIT FINDINGS MAI09 CASH DEPOSIT VOUCHERS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. SALES - STAMPS, POSTAGE, STAMPED MAI2 FE+3 FE+3 ENVELOPES. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION MAI6 POSTAGE RECORDS (METER MAIL). FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

63 Page 63 of MAI6A AUDITS - INTERNAL (METER AUDITS). AC+7 AC+7 AC=CONCLUSION OF AUDIT. TO BE MAINTAINED BY INTERNAL AUDIT OFFICE OF COMPONENT MAI7 POST OFFICE BOX RENTAL AGREEMENTS. AC+4 AC+4 MIG0 MINER GOLD CARD INTERNAL MANAGEMENT REPORTS. AC+ AC+ AC=EXPIRATION OR TERMINATION OF THE INSTRUMENT ACCORDING TO ITS TERMS. AC=END OF SCHOOL TERM. RECORD KEPT IN ELECTRONIC AND PAPER MEDIUM MIL07 TRAINING MATERIALS. US+ US+ ROTC CADET STUDENT FILES (ENLISTMENT MIL22 AC+5 AC+5 CONTRACT, TRANSCRIPT, PHYSICAL). CONTRACTS AND LEASES - STUDENT HOUSING MIN6 AC+4 AC+4 CONTRACT. AC=EXPIRATION OR TERMINATION OF THE INSTRUMENT ACCORDING TO ITS TERMS.

64 Page 64 of 00 MINER VILLAGE - STUDENT FILE. (HOUSING APPLICATION, CONTRACT, ROOM CONDITION REPORT, EMERGENCY INFO. SHEET, MOVE-IN MIN9 CHECKLIST, COPY OF PICTURE ID, COPY OF AC+4 AC+4 WELCOME LETTER, CHARGE AGREEMENT SLIP, HOUSING RENT RECEIPT, PARKING PERMIT SLIP, CONTRACT FOR COMMUNITY, ETC.). ALL DOCUMENTS RELATING TO DEPARTMENT OF MIS3 VETERANS AFFAIRS (VA) BENEFITS. INCLUDES AC+3 AC+3 CORRESPONDENCE / S. AC=LAST TERM CERTIFIED FOR VA EDUCATIONAL BENEFITS. ALL DOCUMENTS RELATING TO HAZELWOOD MIS4 BENEFITS. INCLUDES CORRESPONDENCE / AC+5 AC+5 S. AC=DATE OF FINAL AUDIT ACCEPTANCE BY DEPT. OF EDUCATION. CROSS REFERENCE TO FIN.7. FINANCIAL AID OFFICE WILL CONTROL DESTRUCTION AUTHORIZATION OF THESE RECORDS. MILITARY SERVICES WILL PROCESS AUTHORIZATIONS FOR CONVERTING PAPER DOCUMENTS TO ELECTRONIC THAT ARE STORED IN APPLICATION EXTENDER IN THE MILITARY SERVICES FOLDER.

65 Page 65 of MRC5 STATE PUBLICATIONS. AC+2 AC+2 AC=UNTIL SUPERSEDED OR OBSOLETE. COPIES OF PUBLICATIONS DONE BY THE DIFFERENT COLLEGES ON CAMPUS. CAUTION: MANY STATE PUBLICATIONS MUST BE SUBMITTED TO THE TEXAS STATE PUBLICATIONS DEPOSITORY PROGRAM, TEXAS STATE LIBRARY AND ARCHIVES COMMISSION, BY LAW (GOVERNMENT CODE SECTION ). TRAINING AND EDUCATIONAL ACHIEVEMENT MUC6 AC+5 AC+5 RECORDS. AC=SEPARATION OF EMPLOYEE MUS9 CASH DEPOSIT VOUCHERS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION MUS2 DAILY CASH RECEIPTS LOGS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

66 Page 66 of MUS23 SALES - REPORTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.. OIA0 GIFT RECORDS OR DONOR FILES. PM PM I SECURITY IS OPEN WITH RESTRICTIONS. STATE PUBLICATIONS - INFO IN ANY FORMAT THAT.3.00 OIA03 IS PRODUCED BY THE AUTHORITY OF OR AT THE AC+2 TOTAL OR PARTIAL EXPENSE OF A STATE AGENCY AC+2 OR IS REQUIRED TO BE DISTRIBUTED. AC=UNTIL SUPERSEDED OR OBSOLETE. CAUTION: MANY STATE PUBLICATIONS MUST BE SUBMITTED TO THE TEXAS STATE PUBLICATIONS DEPOSITORY PROGRAM, TEXAS STATE LIBRARY AND ARCHIVES COMMISSION, BY LAW (GOVERNMENT CODE SECTION ). STUDENT SCHOLARSHIP APPLICATIONS OIA05 (APPLICATION, ESSAYS, TRANSCRIPTS, TEST AC+5 AC+5 SCORES, LETTERS OF RECOMMENDATION). AC=END OF AWARD YEAR. OIA07 SCHOLARSHIP APPEAL FORM. AC+ AC+ RECORD KEPT IN ELECTRONIC AND PAPER MEDIUM.

67 Page 67 of 00 STUDENT INFORMATION RELEASE FORM OIA09 AC AC (INFORMATION RELEASED TO THE DONOR). AC=STUDENTS' WRITTEN CONSENT FOR INFORMATION DISCLOSURE MUST BE KEPT UNTIL TERMINATED OR FOR THE LIFE OF THE RECORD. KEPT IN ELECTRONIC AND PAPER MEDIUM. OIA EARLY HIGH SCHOOL GRADUATION SCHOLARSHIP. AC+5 AC+5 AC=END OF AWARD YEAR. TEXAS HIGHER EDUCATION COORDINATING BOARD REQUIREMENT. RECORD KEPT IN ELECTRONIC AND PAPER MEDIUM. OIA3 NON-RESIDENT TUITION EXEMPTION STATUS. AC+5 AC+5 OF LAST ATTENDANCE RECORD KEPT IN ELECTRONIC AND PAPER MEDIUM OLA0 LITIGATION FILES. AC+ AC+ O AC=AFTER FINAL DECISION OF COURT, OR DISMISSAL OF LAWSUIT, OR DECISION NOT TO FILE A LAWSUIT; STATUTE OF LIMITATIONS MUST BE MET.

68 Page 68 of OLA02 LEGAL OPINIONS AND ADVICE. AV AV O PAR02 PARKING PERMITS / DECALS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR03 CITATION FORMS. AC+2 AC+2 AC=FINAL DISPOSITION OF CITATION/APPEAL. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR04 MISSING DECAL FORMS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR05 FIELD ID CARDS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR06 MOTORIST ASSIST CARDS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR07 BOOT DOCUMENTATION FORMS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM.

69 Page 69 of 00 PAR08 CITATION AFFIDAVITS. AC+2 AC+2 AC=FINAL DISPOSITION OF CITATION/APPEAL. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR09 STUDENT GOVERNMENT APPEALS. AC+2 AC+2 AC=FINAL DISPOSITION OF CITATION/APPEAL. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR0 FACULTY / STAFF APPEALS. AC+2 AC+2 AC=FINAL DISPOSITION OF CITATION/APPEAL. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR STUDENT GOVERNMENT APPEAL DISPOSITIONS. AC+2 AC+2 AC=FINAL DISPOSITION OF CITATION/APPEAL. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR2 FACULTY / STAFF DISPOSITIONS. AC+2 AC+2 AC=FINAL OUTCOME OF THE DISPOSITION. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR3 COMPLAINT FORMS. AC+2 AC+2 AC=FINAL OUTCOME OF THE COMPLAINT. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM.

70 Page 70 of 00 PAR4 MINER METRO COMPLAINT FORMS. AC+2 AC+2 AC=FINAL OUTCOME OF THE COMPLAINT. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR5 RESPONSIBLE PARTY FORMS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR6 VEHICLE MODIFICATION FORMS. 3 YRS 3 YRS RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR7 STUDENT GOVERNMENT ASSOCIATION DOCKET. AC+2 AC+2 AC=FINAL DISPOSITION OF CITATION/APPEAL. KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR8 REAPPLIED FEES FORM. AV AV RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR9 TRAFFIC PAYMENTS. FE+3 FE+3 RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR20 PARKING PAYMENTS. FE+3 FE+3 RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM.

71 Page 7 of 00 PAR2 BOOT PAYMENTS. FE+3 FE+3 RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR22 VOIDS FORM. FE+3 FE+3 RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. PAR23 REDUCED TO WARNINGS FORM. FE+3 FE+3 RECORD KEPT IN PAPER AND/OR ELECTRONIC MEDIUM. BUILDING PLANS, SPECIFICATIONS & RELATED PLN0 LA LA O CLOSE OUT DOCUMENTS PLN03 BUILDING CONSTRUCTION PROJECT FILES. AC+ AC+ O AC=COMPLETION OF PROJECT PLN05 ESTIMATE FILES. YR YR 5.2 PLN06 SURVEYS - REAL ESTATE. LA LA

72 Page 72 of 00 SURVEYS - GEOTECHNICAL DATA USED TO 5.2 PLN07 ASSESS SUITABILITY OF LAND FOR FUTURE LA LA DEVELOPMENT. 5.2 PLN08 CAMPUS MASTER DEVELOPMENT PLAN. AV AV O PLN09 SPACE UTILIZATION DATA. AV AV POL5 LOST AND STOLEN PROPERTY REPORTS. FE+3 FE+3 ACCIDENT REPORTS AND ASSOCIATED POL6 CE+5 CE+5 DOCUMENTATION. 29 CFR DEPARTMENT OF INSURANCE RETAINS COPIES OF THE REPORTS SUBMITTED FOR 50 YEARS POL7 CRIMINAL HISTORY CHECKS. AC AC AC=THE CRIMINAL HISTORY RECORD HAS SERVED THE IMMEDIATE PURPOSE FOR WHICH IT WAS OBTAINED.

73 Page 73 of 00 CASE REPORTS RELATED TO UNSOLVED POL9A PM PM HOMICIDES. POLICE CASE REPORTS. ORIGINAL OFFENSE POL9 REPORT ALONG WITH SUPPLEMENTAL INVESTIGATION REPORTS RELATIVE TO THAT 50 YRS 50 YRS OFFENSE (INCLUDES SUSPECTS AND ARRESTS) POL20 POLICE DISASTER RECOVERY PLAN. US US POLICE INCIDENT REPORTS. REPORTS THAT DO POL2 3 YRS 3 YRS NOT INVOLVE A REPORTABLE OFFENSE. POLICE OFFENSE REPORT. NO SUSPECTS OR POL22 AC+2* AC+2* ACTIVE NCIC ENTRY. *AC=AFTER CLOSED. PER. RETAIN UNTIL STATUTE OF LIMITATIONS HAS EXPIRED AS ESTABLISHED IN THE CODE OF CRIMINAL PROCEDURES AND 2. NCIC (NATIONAL CRIME INFORMATION CENTER) POLICY. POL23 POLICE PERSONNEL BACKGROUND INFORMATION. 3 YRS 3 YRS

74 Page 74 of 00 POLICE POLICY AND PROCEDURES MANUAL - FINAL. MANUALS, GUIDELINES, ADMINISTRATIVE RULES, OR SIMILAR RECORDS DISTRIBUTED INTERNALLY FOR THE USE OF EMPLOYEES OR..070 POL24 EXTERNALLY TO THE PUBLIC OR THOSE AC+3 AC+3 O INDIVIDUALS OR ENTITIES REGULATED BY AN AGENCY THAT SETS OUT THE RULES, POLICIES, AND PROCEDURES THAT GOVERN AN AGENCY'S PROGRAMS, SERVICES, OR PROJECTS. AC=COMPLETION OR TERMINATION OF PROGRAM, RULES, POLICIES OR PROCEDURES. EVACUATION PLANS. PLANS FOR EVACUATION OF POL26 US US AGENCY FACILITIES IN CASES OF EMERGENCY POL28 WORK SCHEDULES / ASSIGNMENTS. YR YR POL29 CRIMINAL TRESPASS WARNINGS. AV AV. PRE04 PROFESSOR EMERITUS FILES. PM PM I

75 Page 75 of 00. PRE05 TENURE LETTERS. AC AC AC=UNTIL PERSON TERMINATES. DEPARTMENTAL COPY. SEE REFERENCE HUM60... PRE06 DOCKET INSTRUCTIONS. AV AV. PRE07 BOARD MEETING DIGEST. PM PM I..048 PRE09 LITIGATION FILES. AC+ AC+ O AC=AFTER FINAL DECISION OF COURT, OR DISMISSAL OF LAWSUIT, OR DECISION NOT TO FILE A LAWSUIT; STATUTE OF LIMITATIONS MUST BE MET.. PRE0 GIFT REPORTS. PM PM I..0 PRE2 ALUMNI ASSOCIATION BY-LAWS. US+3 US+3 I

76 Page 76 of 00 PUBLIC RELATIONS RECORDS. NEWS PRESS RELEASES, OR ANY PUBLIC RELATIONS FILES..09 PRE3 MAINTAINED OR ISSUED BY AN AGENCY. INCLUDES 2 YRS 2 YRS O PRINT, ELECTRONIC, AUDIO, AND AUDIOVISUAL RECORDS. RULES AND REGULATIONS OF THE BOARD OF..070 PRE4 AC+3 AC+3 REGENTS OF THE UNIVERSITY OF TEXAS SYSTEM. AC=COMPLETION OR TERMINATION OF PROGRAM, RULES, POLICIES OR PROCEDURES PRE5 PUBLICATION DEVELOPMENT FILES. AV AV O.3.00 PRE5A STATE PUBLICATIONS. AC+2 AC+2 AC=UNTIL SUPERSEDED OR OBSOLETE. RECORD COPY KEPT AT PRESIDENT OFFICE AND COPIES SENT TO TEXAS STATE PUBLICATIONS DEPOSITORY PROGRAM, TEXAS STATE LIBRARY AND ARCHIVES COMMISSION PRE6 REPORTS OF CONSULTANTS AND COMMITTEES. 3 YRS 3 YRS O

77 Page 77 of 00 SPEECHES AND PAPERS. NOTES OR TEXT OF..040 PRE7 SPEECHES, PAPERS, PRESENTATIONS, OR REPORTS DELIVERED IN CONJUNCTION WITH AC AC O AGENCY WORK. AC=END OF TERM IN OFFICE OR TERMINATION OF SERVICE IN A STATE POSITION PRE30 INTERNAL FISCAL MANAGEMENT REPORTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION PRE3 ANNUAL FINANCIAL REPORTS. AC+6 AC+6 AC=SEPTEMBER OF ODD- NUMBERED CALENDAR YEARS. PERMANENT COPY IS RETAINED AT THE PRESIDENT'S OFFICE. REPORTS - BIENNIAL OR ANNUAL AGENCY..066 PRE32 AC+6 AC+6 I (NARRATIVE). AC=SEPTEMBER OF ODD- NUMBERED CALENDAR YEARS. ARCHIVES NOTE: THE ARCHIVAL REQUIREMENT IS MET BY SENDING THE REQUIRED COPIES OF THE REPORTS TO THE TEXAS STATE PUBLICATIONS DEPOSITORY PROGRAM, TEXAS STATE LIBRARY AND ARCHIVES COMMISSION.

78 Page 78 of PRE34 COMPTROLLER STATEMENTS. FE+3 FE+3 ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION PRE36 STRATEGIC PLANS. AC+6 AC+6 I AC=SEPTEMBER 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 ARCHIVES COMMISSION PRE37 ORGANIZATION CHARTS. US US I RECORD KEPT IN PAPER AND ELECTRONIC MEDIUM PRE38 PROPOSED LEGISLATION. AV AV O. PRE39 TRADEMARKS. AC +20 AC+20 AC=AFTER RECEIPT OF COPYRIGHT, PATENT, REGISTRATION OF TRADEMARK.

79 Page 79 of PRE40 REQUEST AND AUTHORIZATION FOR TRAVEL. FE+3 FE+3. PSY06 PUBLICATIONS. US US O PUBLICATIONS DONE BY STUDENTS AND ALSO BY THE FACULTY. PURCHASE VOUCHERS. REQUISITIONS, ORDERS, PUR3 RECEIVING REPORTS, INVOICES, OR STATEMENTS, FE+0 FE+0 CHANGE ORDERS, ETC. PRO-CARD - (UT El Paso Procurement Card). BANK PUR4 APPLICATION, CREDIT CARD AGREEMENT, DEAN/CHAIR/DIRECTOR AUTHORIZATION 9 YRS 9 YRS AGREEMENT, , ETC. ORIGINAL GRANT AUDIT REQUIREMENT. RECORD KEPT IN ELECTRONIC AND PAPER MEDIUM. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM PUR6 CONTRACTS & LEASES. AC+7 AC+7 AC=EXPIRATION OR TERMINATION OF THE INSTRUMENT ACCORDING TO ITS TERMS. RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM PUR8 ORDER - ACKNOWLEGEMENTS. AV AV RECORD KEPT IN ELECTRONIC AND/OR PAPER MEDIUM.