Administration Records Retention Schedule

 

Notice:
The retention information contained on this schedule is the minimum State-required retention for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

Upon completion of the retention period for administration records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.

The Notes column includes pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of Record, please contact RIMS.

The categories of Administrative Records are:

Administrative Files

These files document the long-range development of University departments and programs as well as provide insight into the daily operations of a unit such as scheduling and facilities administration. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Annual and project reports 10 years after completion, transfer to the University Archives  
Memoranda 10 years after completion, transfer to the University Archives  
Correspondence 10 years after completion, transfer to the University Archives  
Communications related to the general administration of the senior offices 10 years after completion, transfer to the University Archives  
Reference files used to support business processes and departmental decisions, records of departmental partnership with another unit (subject files) 10 years after completion, transfer to the University Archives  
Administrative file 10 years after completion, transfer to the University Archives  
Strategic plans 10 years after completion, transfer to the University Archives  
Long-range academic plans 10 years after completion, transfer to the University Archives  
Five-year plans 10 years after completion, transfer to the University Archives  
Appointment books of senior-most administrators 10 years after completion, transfer to the University Archives  
Significant department- or college-level project files (non-grant projects) including project deliverables file, project proposals, and project planning files 10 years after completion, transfer to the University Archives  
Academic program records 10 years after completion, transfer to the University Archives  
Course proposals 10 years after completion, transfer to the University Archives  
Course request forms 10 years after completion, transfer to the University Archives  
Course and program approval forms 10 years after completion, transfer to the University Archives  
Program review files 10 years after completion, transfer to the University Archives  
Academic course records (e.g., 6-10 review) 10 years after completion, transfer to the University Archives  
Department and program evaluation reports 10 years after completion, transfer to the University Archives  
Curriculum files including proposals and plans 10 years after completion, transfer to the University Archives  
Chronological file 10 years after completion, transfer to the University Archives  
Historical file 10 years after completion, transfer to the University Archives  
Statistical data and files 10 years after completion, transfer to the University Archives  
Departmental publications 10 years after completion, transfer to the University Archives  
Administrative reference file 3 years from date of creation then obtain State approval to dispose  
General office file 3 years from date of creation then obtain State approval to dispose  

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Committee and Meeting Records

These records contain documents related to work undertaken by committees, councils, and task forces organized by the University or distributed by bodies external to, but with ongoing relationships with, the University. Strategic Committees are created from University Statutes and General Rules or created by the President, Vice Presidents, Chancellors, Provosts, or Deans, such as those which are statutorily required associated with setting policies, developing budgets, responding to staffing issues, developing prioritization and contingency plans, and developing initiatives to further the teaching, research, and economic development mission of the University. Operational Committees are formed to support daily operations such as event scheduling, staff meetings, and the oversight of daily use of facilities.

All bodies subject to the Open Meetings Act are to be considered Strategic Committees for the purposes of retention, including the Board of Trustees, Faculty Senates, Student Senates, Councils of Academic Professionals, Staff Advisory Councils, and any other bodies created by university-wide elections.

Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Strategic committee: agendas 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: minutes 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: reports 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: statements 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: membership lists 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: charge letters 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: summaries of activities 5 years from date of creation in office, then transfer to University Archives  
Strategic committee: committee reference files 5 years from date of creation in office, then transfer to University Archives  
Operational committees: agendas 3 years from date of creation, then obtain State approval to dispose  
Operational committees: minutes 3 years from date of creation, then obtain State approval to dispose  
Operational committees: reports 3 years from date of creation, then obtain State approval to dispose  
Operational committees: statements 3 years from date of creation, then obtain State approval to dispose  
Operational committees: membership lists 3 years from date of creation, then obtain State approval to dispose  
Operational committees: charge letters 3 years from date of creation, then obtain State approval to dispose  
Operational committees: summaries of activities 3 years from date of creation, then obtain State approval to dispose  
Operational committees: committee reference files 3 years from date of creation, then obtain State approval to dispose  

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Policy and Procedures Records

These records include University and campus-specific policy documents and administrative manuals detailing requirements or expectations in conducting day-to-day work at the University at the senior administration-level or college-level. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Final policies 3 years after superseded in office, then transfer to University Archives  
Procedures 3 years after superseded in office, then transfer to University Archives  
Directives 3 years after superseded in office, then transfer to University Archives  
Manuals 3 years after superseded in office, then transfer to University Archives  
Campus administrative manual 3 years after superseded in office, then transfer to University Archives  
Records disposition authorizations 3 years after superseded in office, then transfer to University Archives  
Records disposal certficates 3 years after superseded in office, then transfer to University Archives  
Supporting correspondence 3 years after superseded in office, then transfer to University Archives  
Authorization for writing or revising policy 3 years after superseded in office, then transfer to University Archives  

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Accreditation Records

These records include documentation supporting the accreditation review process by an external governing board. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Program narratives 10 years in office, then transfer to University Archives  
Program statistics 10 years in office, then transfer to University Archives  
Evaluations 10 years in office, then transfer to University Archives  
Self-study reports 10 years in office, then transfer to University Archives  
Visiting team reports 10 years in office, then transfer to University Archives  
Final accreditation reports 10 years in office, then transfer to University Archives  
Recommendations 10 years in office, then transfer to University Archives  
Supporting correspondence 10 years in office, then transfer to University Archives  
Memoranda 10 years in office, then transfer to University Archives  
Meeting minutes 10 years in office, then transfer to University Archives  
Reports of external reviewers 10 years in office, then transfer to University Archives  

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Student Federal Disclosure Records

These files contain reports verifying compliance with disclosure requirements regarding federal and state laws related to students and higher education along with working drafts and notes. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Athletic Participation/Equity in Athletics Disclosure (EADA) reports 3 years from date of completion in office, then transfer to University Archives  
Higher Education Opportunity Act reports 3 years from date of completion in office, then transfer to University Archives  
Student Right-To-Know Act reports 3 years from date of completion in office, then transfer to University Archives  
College costs reports 3 years from date of completion in office, then transfer to University Archives  
Textbook information reports 3 years from date of completion in office, then transfer to University Archives  
Transfer credit policy reports 3 years from date of completion in office, then transfer to University Archives  
Graduation/Completion/Transfer-out data reports 3 years from date of completion in office, then transfer to University Archives  
Institutional information (cost of attendance, withdrawal procedures, etc.) 3 years from date of completion in office, then transfer to University Archives  

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Family Educational Rights and Privacy Act (FERPA) Compliance Records

FERPA Compliance Records relate to a student's ability to consent to disclosure of their records and the right under FERPA to request amendment of their academic records. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Requests for Nondisclosure of Directory Information 100 years, or until terminated by student, or upon death of student, whichever occurs first, then obtain State approval to dispose  
Waivers for Rights of Access 100 years, or until terminated by student, or upon death of student, whichever occurs first, then obtain State approval to dispose  
Requests for Formal Hearings 75 years or upon death of the student, whichever occurs first, then obtain State approval to dispose  
Written Consent for Records Disclosure 75 years or upon death of the student, whichever occurs first, then obtain State approval to dispose  

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Authorization and Access Controls Records

These records contain documents used in tracking permission to use or access University resources or services including access to buildings, offices, laboratories, and other secured spaces or systems. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Key control records for access to buildings, offices, laboratories, other secured spaces, or information systems 2 years after expiration of the authorization/access period, then obtain State approval to dispose  
Building access authorizations 2 years after expiration of the authorization/access period, then obtain State approval to dispose  
Lists of keys 2 years from date list is updated, then obtain State approval to dispose  
Lists of persons authorized to have keys 2 years from date list is updated, then obtain State approval to dispose  
Delegation of signatures 2 years after expiration of signature authority, then obtain State approval to dispose  
Lock and key ordering records 2 years after the lock has been replaced, then obtain State approval to dispose  
Lock installation records 2 years after the lock has been replaced, then obtain State approval to dispose  
Inventories of keys 2 years after expiration of the authorization/access period, then obtain State approval to dispose  
Key issuance records 2 years after expiration of the authorization/access period, then obtain State approval to dispose  
Key reports 2 years after expiration of the authorization/access period, then obtain State approval to dispose  

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Inventory Management Records

These records contain documentation used in the support and management of University resources such as moveable equipment and information technology materials including equipment loan agreement forms, reports, and loan history log files showing date of acquisition, description of equipment, tag number, purchase date, and cost. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Shared usage agreement forms 5 years after completion of the agreement, then obtain State approval to dispose  
Sponsored equipment loan agreements 5 years after completion of the agreement, then obtain State approval to dispose  
Equipment Loan forms to Institutions of Higher Education, employees, and students 5 years after completion of the agreement, then obtain State approval to dispose  
Loan history log files 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Inventory reports 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Equipment checkout records 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Property control records 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Equipment Removed from Inventory reports 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Equipment inventory checklist 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Film booking cards 5 years after completion of the agreement or removal from inventory, then obtain State approval to dispose  
Moveable equipment inventories 5 years after removal (of item) from inventory, then obtain State approval to dispose  
Laptop checkout forms 5 years after completion of the agreement, then obtain State approval to dispose  
Related correspondence 5 years after completion of the agreement or removal (of item) from inventory, then obtain State approval to dispose  

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Publication Records

These records are associated with publishing a variety of content types for different functions in support of the University and include intermediate publishing elements as well as final versions of University publications. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Publicity materials created in support of the University and related events including: departmental newsletters, magazines, calendars, advertisements, booklets, posters, fliers, postcards, brochures, and invitations Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
Original photographs and artwork Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
Course syllabi Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
Student handbooks Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
Course catalogs Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
Event and Commencement programs Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
In-house printed samples 3 years from date of publication then obtain State approval to dispose  
Production, editorial, and jobs files 3 years from date of publication then obtain State approval to dispose  

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Marketing and Events Records

These records contain materials related to events held within University facilities or supported by the University including events related to advancement office activities, performing arts, athletics, politics, and visits of dignitaries and celebrities. They include photographs, registration materials, statistics and financial summaries, production schedules, artwork, and press kits. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Marketing materials including: final artwork, photographs, slides, and video files used to promote events 3 years after date of event then transfer to the University Archives  
Media files including: photographs, graphic design files, and other artwork used in creating marketing materials Final version for 1 year from date of publication in office then transfer at least one copy to the University Archives  
Events files including: production schedules, registration materials, event reports, and details of venues for events such as dinners, workshops, orientations, job fairs, and entertainment 3 years after date of event then transfer to the University Archives  
Publicity file including press kits and press releases 3 years after date of event then transfer to the University Archives  
Advertising activitiy files 3 years after date of event then transfer to the University Archives  
Related correspondence 3 years after date of event then transfer to the University Archives  

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Course Schedules, Class Schedules, and Time Table Records

These records contain final schedules with information about times and locations of course sections, credit hours per course, and faculty assigned to courses and sections, as well as supporting documentation such as work notes and rough drafts. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Time table records Final version in office for 1 year past the end of the academic term then transfer to the University Archives  
Class schedules Final version in office for 1 year past the end of the academic term then transfer to the University Archives  
Course schedules Final version in office for 1 year past the end of the academic term then transfer to the University Archives  
Curriculum administration file 2 years past the end of the academic term then obtain State approval to dispose  
Course descriptions 2 years past the end of the academic term then obtain State approval to dispose  
Supporting documentation 2 years past the end of the academic term then obtain State approval to dispose  
Course scheduling change forms 2 years past the end of the academic term then obtain State approval to dispose  
Enrollment limits list 2 years past the end of the academic term then obtain State approval to dispose  

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Working Documents and Drafts

These are important University documents that do not need State approval prior to disposal.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Working drafts and work notes related to graduate or undergraduate programs 3 years from date of creation then securely dispose  
Working drafts and work notes related to curricula or policy development 3 years from date of creation then securely dispose  
Working drafts and work notes related to projects and programs 3 years from date of creation then securely dispose  
Working drafts and work notes related to research and service activities 3 years from date of creation then securely dispose  
Working drafts and work notes related to professional organizations 3 years from date of creation then securely dispose  
Working drafts and work notes related to facilities administration 3 years from date of creation then securely dispose  
Working drafts and work notes related to relations with external agencies, associations, and institutions 3 years from date of creation then securely dispose  
Notes and working papers related to the accreditation review process 3 years from date of creation then securely dispose  
Working papers related to student federal disclosure records 3 years from date of creation then securely dispose  
Other working drafts, working papers, and work notes related to creation of final university-related business products 3 years from date of creation then securely dispose  
Files used for personal reference 3 years from date of creation then securely dispose  

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Primary Audience

This schedule will specifically help staff who support administrative functions such as staff from the following areas:

  • Dean's Offices
  • Director's Offices
  • Department Head's Offices

Contributors

Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:

  • UIC Special Collections and University Archives – Val Harris, Sonia Yaco, Peggy Glowacki, Megan Keller
  • University Counsel – Laura Clower
  • UIC University Archivist – Scott Pitol
  • UIS University Archivist – Tom Wood
  • UIUC University Archivist – Bill Maher