Archives & Regional
History Collections
East Campus
East Hall, #111
Phone: 269-387-8490
Fax: 269-387-8484
Building
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Retention & Disposal Schedule
Retention and Disposal Schedule from the University Policy Handbook. Approved by the Board of Trustees, March 15, 1968.
| Item Description | Normal Period of Retention | Referral (destination) |
|---|---|---|
| Minutes: Of staff meetings, committees or other groups functioning for the office. | 3 years | Archives |
| Correspondence. | 3 years | Archives |
| Reports, Annual Reports, or reports prepared on department activities. | 3 years | Archives |
| Policies, Procedures, Regulations: Official that concern office operations. | 3 years after expiration | Archives |
| Publications, Catalogues, Bulletins | While useful | Archives |
| Brochures, Books, Periodicals, Newsletters (any official publication of the University) | Two copies of all publications are to be sent to Archives at the time of first issue. It is the responsibility of the office to see that this is done. | |
| Budget Material: Office copies of records prepared for the budget, such as Budget Allotment Summary, Personal Service Lists, Budget Request Data, and correspondence and information relative to budget adjustments. | Audit | *Destroy |
| Cash Receipts: Copies of cash receipts, cash reports, payable vouchers, data processing runs. | Audit | *Destroy |
| Telegraph and Telephone: Billing and payment records (including those in special grants), records of long distance calls, etc. | Audit | *Destroy |
| Payroll: Attendance Record, Time Reports, Time Sheets, etc. | Audit | *Destroy |
| Maintenance: Requisitions and Delivery Reports for office equipment, supplies, etc. | Audit | *Destroy |
| Personnel Records: Files kept on department personnel for the convenience of the office, but not an official personnel file. | While useful | Notify Archivist for review |
| Student files: (Student academic file) | 5 years after last activity | *Destroy |
| Photographs, recordings, programs, etc. prepared in the course of official social functions or official activities | While useful | Archives |