Business and Financial Records Retention Schedule

 

Notice:

The information contained on this schedule is the minimum State-required retention period for the specified categories. This does NOT authorize disposal actionState 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.

RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so. However, if your records are subject to a legal hold or pending legal action, you will need to follow the retention recommended by legal counsel. RIMS should be notified of any decisions to keep records past their minimum retention.

 

Upon completion of the retention period for business and finance 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 Business and Financial Records are:

Budget Planning Records

These records consist of documents that are used to develop University budgets and to monitor the University's financial assets. RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Annual budget summaries

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Statements of state fund budget allocations

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Expenditure reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Summary reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Library/museum acquisition reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Chart of accounts

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Chart of accounts request forms

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Group assets acquisition reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


Summary event/ticket reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.


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Comptroller Annual Reports

Comptroller Annual Reports include details regarding the planning and allocation of expenditures in support of University activities such as supporting schedules and summaries about teaching and research for each fiscal year. RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Comptroller annual reports Upon date of issuance, transfer to University Archives System of Record: Banner
Office of Record: Office of the Senior Associate Vice President for Business and Finance

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Insurance Records

Insurance records include documents related to a variety of claim types and insurance policies and reports. RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Insurance carrier reports and loss runs 5 years past date of close of claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance claims files (includes workers' compensation claims) 5 years past date of close of claim then obtain State approval to dispose Office of Record: Office of Risk Management
Certificates of insurance 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policies 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policy audits 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policy reports 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policy underwriting data 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management

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Tax Records

Tax Records consist of certificates of Sales Tax Exemptions and a variety of Federal and State Tax reports and forms. RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Miscellaneous Income Statement (1099) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Request for Taxpayer Identification Number and Certificate (W-9) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: Office of Treasury Operations
Request for Student's or Borrower's Social Security Number and Certificate (W-9S) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Student Financial Services and Cashier Operations
Employer's Quarterly Federal Tax Return (941, 941X) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Annual Withholding Tax Return for U.S. Source Income of Foreign Persons (1042) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Tax Deposit Coupons (8109) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Withholding Allowance Certificates (W-4) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Wage and Tax Statements (W-2) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Federal tax forms and reports 5 years after last day of calendar year then obtain State approval to dispose Office of Record: Office of Treasury Operations
State tax forms and reports 5 years after last day of calendar year then obtain State approval to dispose Office of Record: varies, see "Responsible Unit" column on Tax Return Filing Due Dates spreadsheet provided by OBFS: https://www.obfs.uillinois.edu/common/pages/DisplayFile.aspx?itemId=95032
Certificates of sales tax exemptions 5 years after last day of calendar year then obtain State approval to dispose Office of Record: Office of Treasury Operations
Other related federal and state tax forms 5 years after last day of calendar year then obtain State approval to dispose Office of Record: varies, see "Responsible Unit" column on Tax Return Filing Due Dates spreadsheet provided by OBFS: https://www.obfs.uillinois.edu/common/pages/DisplayFile.aspx?itemId=95032
University sales tax files 5 fiscal years then obtain State approval to dispose Office of Record: University Accounting & Financial Reporting

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Financial Transaction Records

Financial Transaction Records consist of any documents used to execute or monitor the receipt or expenditures of any University funds or other property. RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Monthly statements of account used for reconciliations 5 years after date of creation then obtain State approval to dispose
Balance sheets 5 years after date of creation then obtain State approval to dispose
General ledgers 5 years after date of creation then obtain State approval to dispose
Journal voucher/entry forms 5 years after date of transaction then obtain State approval to dispose
Unclaimed property records 5 years after date of creation then obtain State approval to dispose
Automatic clearing house (ACH) registers 5 years after date of transaction then obtain State approval to dispose
Accounts payable 5 years after date of transaction then obtain State approval to dispose
Bills 5 years after date of transaction then obtain State approval to dispose
Invoice vouchers 5 years after date of creation then obtain State approval to dispose
Invoices 5 years after date of creation then obtain State approval to dispose
Packing slips 5 years after date of creation then obtain State approval to dispose
Payment authorizations 5 years after date of creation then obtain State approval to dispose
Price quotes 5 years after date of creation then obtain State approval to dispose
Purchase orders 5 years after date of transaction then obtain State approval to dispose
Purchasing justifications 5 years after date of creation then obtain State approval to dispose
Purchasing proposals, requests for proposals (RFPs), solicitations, invitations for bid (IFBs), sole source (SS), requests for information (RFI) 5 years after expiration of last renewal then obtain State approval to dispose
Receipt of goods or services reports 5 years after date of creation then obtain State approval to dispose
Requisitions 5 years after date of transaction then obtain State approval to dispose
Reimbursements, approvals 5 years after date of transaction then obtain State approval to dispose
Reimbursements, receipts 5 years after date of transaction then obtain State approval to dispose
Reimbursements, requests 5 years after date of transaction then obtain State approval to dispose
Reimbursements, travel 5 years after date of transaction then obtain State approval to dispose
Reimbursements, vehicle mileage 5 years after date of transaction then obtain State approval to dispose
Accounts receivable aging 5 years after date of creation then obtain State approval to dispose
Receipts 5 years after date of transaction then obtain State approval to dispose
Bank account statements 5 years after date of creation then obtain State approval to dispose
Banking services expenditures reports 5 years after date of creation then obtain State approval to dispose
Cash flow forecasts 5 years after date of creation then obtain State approval to dispose
Investment statements 5 years after date of creation then obtain State approval to dispose
Bank deposit slips 5 years after date of transaction then obtain State approval to dispose
Cash deposit vouchers 5 years after date of transaction then obtain State approval to dispose
Cash receipt slips 5 years after date of transaction then obtain State approval to dispose
Cash register reports 5 years after date of creation then obtain State approval to dispose
Cash register tapes 5 years after date of transaction then obtain State approval to dispose
Cash validation receipts 5 years after date of transaction then obtain State approval to dispose
Check registers 5 years after date of creation then obtain State approval to dispose
Check stubs 5 years after date of transaction then obtain State approval to dispose
Daily cash logs 5 years after date of creation then obtain State approval to dispose
Petty cash balance sheets 5 years after date of creation then obtain State approval to dispose
Credit card applications 5 years after date of transaction then obtain State approval to dispose
Credit card billing statements 5 years after date of creation then obtain State approval to dispose
Credit card reports 5 years after date of creation then obtain State approval to dispose
Cost accounting allocation plans 5 years after date of creation then obtain State approval to dispose
Cost accounting indirect rates 5 years after date of creation then obtain State approval to dispose
Cost accounting negotiated agreements 5 years after date of creation then obtain State approval to dispose
Cost accounting proposals 5 years after date of creation then obtain State approval to dispose
Cost accounting reports 5 years after date of creation then obtain State approval to dispose
Cost accounting service activity reviews 5 years after date of creation then obtain State approval to dispose
Cost accounting, federal/government 5 years after date of creation then obtain State approval to dispose
Fixed assets annual reports 5 years after date of creation then obtain State approval to dispose
Fixed assets disposal reports 5 years after date of creation then obtain State approval to dispose
Fixed assets transfers and loan agreements 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant authorizations 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant budget documents/forms 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant contractor's release reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Research contracts/subcontracts 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Material transfer agreements 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Non-disclosure agreements (research) 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Research collaboration agreements 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant equipment disposition reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant equipment purchase orders 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant financial reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant institution billings balance sheets 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant invoices 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant patent/invention reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant project documents 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant property reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant receipts 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant reports, status 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Grant request/approval forms 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose
Daily operations reports 5 years after date of creation then obtain State approval to dispose
Funds management reports 5 years after date of creation then obtain State approval to dispose
Reconciliation files, general ledger 5 years after date of creation then obtain State approval to dispose
Reconciliation files, operating ledger 5 years after date of creation then obtain State approval to dispose
Payroll adjustments 5 years after date of transaction then obtain State approval to dispose
Payroll authorizations 5 years after date of transaction then obtain State approval to dispose
Payroll deductions 5 years after date of transaction then obtain State approval to dispose
Payroll reconciliations 5 years after date of transaction then obtain State approval to dispose
Attendance forms 5 years after date of transaction then obtain State approval to dispose
Payroll time cards and timesheets 5 years after date of transaction then obtain State approval to dispose
Positive time reports 5 years after date of transaction then obtain State approval to dispose
Athletic/performing arts ticket sales details 5 years after date of creation then obtain State approval to dispose
Event cash reconciliation details 5 years after date of creation then obtain State approval to dispose
Transaction details for budgets 5 years after date of transaction then obtain State approval to dispose
Transaction details for supplies 5 years after date of transaction then obtain State approval to dispose
Transaction details for personnel entitlements 5 years after date of transaction then obtain State approval to dispose
Transaction details for internal audits 5 years after date of transaction then obtain State approval to dispose
Related reports 5 years after date of creation then obtain State approval to dispose
Credit card receipts and documentation 5 years after date of transaction then obtain State approval to dispose

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Year End Payroll Statements

Year End Payroll Statements encompass all reports that provide information about employee wages earned, leave balances, and other benefits accrued or expended. RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Annual statements documenting wages 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose
Annual statements documenting deductions 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose
Annual statements documenting leave 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose
Related information used to determine retirement benefits 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose
Summary pay year-to-date reports 40 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose

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Contracts

Contracts consist of legal agreements between the University and external entities conveying a "promise supported by consideration." RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Lease agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Contracts 10 years past the date of completion of the contract, then obtain State approval to dispose
Affiliation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Student placement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Federal work study agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Medical rotation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Faculty exchange agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Study abroad agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Event/facility use agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Athletic event agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Athletic game agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Athletic premium seat license agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Concessions agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Event agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Catering agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Conference agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Entertainment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Hotel agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Facility use agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Healthcare agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Patient/clinical care agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Provider/participation enrollment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Healthcare administrative agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Managed care agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Healthcare consulting agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Healthcare reimbursement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Purchase of care agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Veterinary services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Intergovernmental agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Federal agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
State agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
County agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
City agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Museum agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Museum commissioning agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Museum loan agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Museum permanent donation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Museum de-acquisition agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Non-disclosure agreements (non-research) 10 years past the date of completion of the contract, then obtain State approval to dispose
General non-disclosure agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Procurement non-disclosure agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Procurement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Employment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Capital agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Professional services consultant agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Contractor agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Equipment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Equipment lease agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Equipment purchase agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Equipment lease to own agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Sponsored equipment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Rental equipment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Equipment trial/loan agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Equipment maintenance agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Financial services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
General services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Memberships and subscription agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Professional and artistic services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Accounting services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Law services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Administrative services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Clinical psychology services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Marketing/media services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Information technology services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Medicine services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Dentistry services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Science/research services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Environment/land services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Publishing agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Publishing author/editor agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Publishing journal agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Publishing sales agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Real estate agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Real estate easement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Real estate license agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Revenue generating agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Archival services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Conference services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Consulting services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Data collection services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Evaluation services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Geographical information system (GIS) services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Geological services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Laboratory services agreements (non-research) 10 years past the date of completion of the contract, then obtain State approval to dispose
Student field experience agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Survey creation/development services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Test administration services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Translation services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Software agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Software license agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Software maintenance agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Software trial/loan agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Sponsorship agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Trade agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Transportation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Transportation charter agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Training/course development services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Academic credit course agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Non-credit course agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Program development agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Seminar/workshop agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Utilities agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Real estate sales agreements 10 years past the date of completion of the contract, then obtain State approval to dispose
Real estate acquisition agreements 10 years past the date of completion of the contract, then obtain State approval to dispose

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Funded Research Grant Proposals and Reports

Funded Research Grant Proposals and Reports consist of documents related to approved externally-funded sponsored research projects developed for and submitted to the funding body by the project principle investigator(s). RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Final grant proposals 6 years after completion of the final report and transfer to University Archives Office of Record: UIC: Office of Research Services; UIS: Office of Research and Sponsored Programs; UIUC: Sponsored Programs Administration
System of Record: UIC and UIUC: July 2004-July 2016: InfoEd, after July 2016: Kuali Coeus database; UIS: ORSP Box space
Final project/grant reports 6 years after completion of the final report and transfer to University Archives  
Statistics 3 years after submittal of final report then obtain State approval to dispose  
Demographic data 3 years after submittal of final report then obtain State approval to dispose  
Executed grant agreements 6 years after completion of the final report and transfer to University Archives Office of Record: UIC: Office of Research Services; UIS: Office of Research and Sponsored Programs; UIUC: Sponsored Programs Administration
System of Record: UIC and UIUC: July 2004-July 2016: InfoEd, after July 2016: Kuali Coeus database; UIS: ORSP Box space

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Unsuccessful Research Grant Proposals and Reports

Unsuccessful Research Grant Proposals and Reports consist of documents related to rejected applications for externally-funded sponsored research projects. These are categorized as non-records, which do not need State approval prior to disposal.

DocumentsSorted Ascending press space to sort Descending Recommended Retention Press space to sort Notes Press space to sort
Unfunded/Rejected grant proposals 1-3 years after submission of the proposal or application, depending on business or reference needs  

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Identification Card Records

Identification Card (ID-Card) Records consist of documents related to the issuance, maintenance, and termination of identification cards to University students, staff, faculty, and guests.RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Model of each agreement 5 years from creation of agreement and transfer to University Archives
Completed agreement forms between the University of Illinois and all parties receiving identification cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Signature cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Identification card authorization records 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Lost/stolen cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Identification card lost/stolen reports 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Reports 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Identification card logs showing daily activity 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Monthly and annual identification card detail reports (listing names and ID numbers of persons receiving ID-Cards, photographs, and meal plan information) 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose
Documentation related to the issuance or termination of ID-Cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose

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Primary Audience

This schedule will specifically help staff who support financial planning, who engage in some level of financial transaction management, and/or are responsible for financial reporting: such as those working in a department or college-level business office or the Office of Business and Financial Services.

Contributors

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

  • Senior Associate Vice President Advisory Council – Michael Bass, Vanessa Peoples, Ginger Velazquez, Michael Bloechle, Gloria Keeley, Patrick Patterson, Joe Vitosky, Peter Newman
  • OBFS University Contract Records Office – Sara Williamson
  • OBFS Grants and Contracts – Amy Roessler
  • OBFS Business Information Systems – Michael LaPointe
  • University Counsel – Laura Clower
  • UIC University Archivist – Scott Pitol
  • UIS University Archivist – Tom Wood
  • UIUC University Archivist – Bill Maher