Equal Opportunity Complaint Case Files 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 equal opportunity complaint case file 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.

A PDF version of this retention schedule is available. Download

The categories of Equal Opportunity Complaint Case File records are:

Complaint Case Files

These files contain records that are used to manage complaints concerning allegations of unlawful discrimination violations where complaints are reviewed through either internal investigation (creating an Internal Investigation Complaint Case File) or investigation by an external reviewing body (creating an External Investigation Complaint Case File) and include documentation such as: complaint descriptions, supporting documents and other exhibits, records of phone calls, investigative findings, and decisions. 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
Complaint Case Files (internal complaints) 10 years after resolution of complaint, and provided all audits have been completed and no litigation is pending or expected then obtain State approval to dispose Office of Record: UIC: Office for Access and Equity UIS: Office for Access and Equal Opportunity UIUC: Office of Diversity, Equity, and Access
Complaint Case Files (external complaints) 10 years after resolution of complaint, and provided all audits have been completed and no litigation is pending or expected then obtain State approval to dispose Office of Record: UIC: Office for Access and Equity UIS: Office for Access and Equal Opportunity UIUC: Office of Diversity, Equity, and Access

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Summary Reports

These contain aggregations of data for the types of external and internal complaints received each year and are generated on an annual basis. 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
Reports 10 years after date of generation then transfer to University archives Office of Record: UIC: Office for Access and Equity UIS: Office for Access and Equal Opportunity UIUC: Office of Diversity, Equity, and Access

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Primary Audience

This schedule will specifically help staff from the following areas:

  • UIC: Office for Access and Equity
  • UIS: Office for Access and Equal Opportunity
  • UIUC: Office of Diversity, Equity, and Access

Contributors

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

  • UIC Office for Access and Equity (OAE) - Keana Galloway
  • UIC OAE - Tanya Jachimiak
  • UIC OAE - Don Kamm
  • UIUC Office of Diversity, Equity, and Access (ODEA) - Heidi Johnson
  • UIUC ODEA - Kaamilyah Abdullah-Span
  • UIS Office of Access and Equal Opportunity - Vernadean Brown
  • University Counsel - Laura Clower
  • University Counsel - Craig Hoefer
  • UIC University Archivist - Scott Pitol
  • UIS University Archivist - Tom Wood
  • UIUC University Archivist - Bill Maher