Document    (Department)     Retention Period

[A][B][C][D] [E][F][G][H] [I][J][L][M] [N][O][P][R] [S][T][U][V] [W][Z]

A

Abstracts, Land or Court    (VP for Business Affairs)      Permanent

Academic Action Authorizations (Registrar) 5 Years After Graduation or Date of Last Attendance

Academic Assessment Records  (Registrar)   Vital, Archival

Acceptance Letters (non-entering students) (Admission)  3 Years after Application term

Acceptance Letter (entering students) (Admission) 5 Years After Graduation or Date of Last Attendance

Accident Reports    (Controller)      30 Years After Case Resolution

Accounting Transactions    (Controller)      VITAL, Permanent

Accounts Payable    (Purchasing)

    Invoices     6 Years

    Ledger      10 Years

Accounts Receivable Ledger    (Purchasing)      30 Years

Accounts Receivable Registers    (Business Office)      10 Years

Accreditation Files/Reports    (VP for Academic Affairs)     Archival

Adjunct Faculty Files    (All Deans)      5 Years After Last Employment

Advanced Placement Records (non-entering students) (Admission)  3 Years after Application term

Advanced Placement Records (entering students) (Admission) 5 Years After Graduation or Date of Last Attendance

Advertising    (University Relations)

    Activity Reports     Archival

    Contracts     VITAL, 7 Years

    Correspondence 5 Years

    Drawings/Layouts 5 Years

    Estimates 2 Years

    Price Sheets 3 Years

Advising Files     5 Years After Graduation

Affidavits    (VP for Business Affairs)      10 Years

Affirmative Action Program    (Provost)

    Annual Reports     Archival

    Discrimination Charges     10 Years After Separation, or Until Final Disposition

    Policies     Archival

Alumni-Development System    (Development)      7 Years

Alumni Lists    (Alumni Affairs)      Permanent

Amicus Curiae Briefs    (VP for Business Affairs)      25 Years

Amortization Records    (VP for Business Affairs)      25 Years

Annual Reports   

    (Credit Union)     Archival

    (Dept. and Office Heads) Archival

    (Student Organizations) Archival

Applicant Files, Assistantship/Fellowship,      Not Hired 1 Year

Applicant Files--Not Hired    (Human Resources)      3 Years

Applications for Admission (non-entering students) (Admission)  3 Years after Application term

Applications for Admission (entering students) (Admission)   5 Years after Graduation or Date of Last Attendance

Applications for Graduation (Registrar) 1 Years After Graduation or Date of Last Attendance

Appraisals: Building, Plant, Property    (Physical Plant)     9 Years

Archives Collections    (University Archives)      Archival

Articles of Incorporation

    (Alumni Association)     VITAL, Archival

    (Credit Union )    Archival

    (University)     VITAL, Archival

    (St. Paul Seminary/School of Divinity)     VITAL, Archival

Athletic Records    (Sports Information Office)      Archival

Audit Authorizations (Registrar) 1 Year After Date Submitted

Audio Tapes, Campus Events    (ISS)      Archival, Weed

Audit Reports, Annual    (Controller)      Archival

Audit Work Papers, UST Staff    (Controller)      5 Years

B

Balance Sheets    (Controller)

    Audited     Permanent

    Working     Until After Audit

Bank

    Cancelled Checks     7 Years

    Deposit Books/Slips     7 Years

    Reconciliations     7 Years

Bank Statements    (Controller)      3 Years

Benefits Files, Personnel    (Human Resources)      VITAL, 25 Years After Separation

Bids    (Purchasing/Accounts Receivable)

    Accepted 15 Years

    Rejected 6 Years

Billings    (Business Office)      7 Years

Bills of Lading/Waybills    (Purchasing/Accounts Receivable)     2 Years After Project Completion

Blueprints    (Physical Plant)

    Extant Buildings      Permanent

    Razed Buildings     Archival

Bond Registers    (Business Office)      10 Years

Bonds    (VP for Business Affairs)

    Cancelled 7 Years

    Coupons 7 Years

    Registers 10 Years

Book and Textbook Orders    (Bookstore)      7 Years

Bookstore Daily Cash Sheets    (Controller)      7 Years

Brokers' Statements    (VP for Business Affairs)      7 Years

Budget    (Controller)

    Annual Preparation Reports      Permanent

    Interim Reports     3 Years

    Modification Forms     1 Year

    Summaries     8 Years

Budget (VP for Business Affairs)

    Authorizations     5 Years

    Capital Plan     Archival, Weed

    Operating     Archival, Weed

Budget Preparation Files     3 Years

Budget Requests 3 Years

Building Permits    (Physical Plant)      25 Years

Buildings on Campus    (Physical Plant)

    Construction Specification Files      VITAL, Permanent

    Inspections     25 Years

    Key Records     Permanent

    Permits     20 Years

    Plans     Permanent

Bylaws, St. Paul Seminary/School of Divinity     (VP/Rector)     VITAL, Archival

Bylaws, University    (President)      VITAL, Archival

C

Capital Asset Records    (VP for Business Affairs)      Archival, Weed

Capital Stock Certificates    (VP for Business Affairs)     Permanent

Cash    (Business Office)

    Cash Book     7 Years

Cash     (Controller)

    Cash Book, General     10 Years

    Cash Book Registers     3 Years

    Daily Cashier Reconciliations      7 Years

    Disbursements     3 Years

    Food Service Daily Cash Sheets     7 Years

    Receipts 7 Years

    Reconciliation Work Papers      3 Years

    Registers     10 Years

    Reports     10 Years

    Summaries     7 Years

Catalogs, Undergraduate & Graduate    (All Deans)      VITAL, Archival

Changes of Courses (Registrar) 1 Year After Date Submitted

Change of Grad Forms (Registrar) Archival

Checks  (Business Office)

    (Except for any checks used to pay taxes, for securities, and for investments, which are part of the "Permanent" file.) 

    Registers 8 Years

Checks (Controller)

    Cancelled 8 Years

Checks     (Development)

    Receipts     7 Years

Checks     (Purchasing/Accounts Payable)

    Dividend     10 Years

    Expense     10 Years

    General/Miscellaneous     8 Years

    Payroll     8 Years

    Petty Cash     4 Years

    Register     8 Years

    Tax     Permanent

    Voucher     8 Years

Circulars, Mass Mailings     Permanent, Weed

Claims    (Human Resources)

    Insurance Group 7 Years

    Litigated     VITAL, Permanent

    No Legal Action     7 Years

    Workmen's Compensation     7 Years

Class Lists (Registar)  Archival

Class Schedules (Registar) 1 Year After Graduation or Last Date of Attendance

Collateral, Bank    (VP for Business Affairs)      7 Years

Collection Receipts    (Controller)      Permanent

Committee on Studies Forms    (Registrar)   5 Years after Graduation or Last Date of Attendance

Community Relations Documentation    (University Relations)     Archival

Complaints Documentation     7 Years

Confidential Personnel Files    (Human Resources)      VITAL, Permanent

Contracts    (Controller)      VITAL, Permanent

Contracts     (VP for Business Affairs)      VITAL, Generally 10 Years After Expiration

    Construction     7 Years

    Loans     10 Years

    Renegotiated     10 Years

    Waivers (Notarized)     12 Years

Contracts/Leases    (Purchasing)

    Exchanges     VITAL, 10 Years

    Purchase     VITAL, 10 Years

    Renegotiated     VITAL, 10 Years

    Vendor     VITAL, 7 Years

Contracts/Leases    (Human Resources)

    Labor Union     VITAL, 10 Years

    Terminated Employees      VITAL, 7 Years

Conventions/Professional Meetings Files     5 Years

Copyright Records     Permanent

Corporate/Foundation Donors    (Development)      7 Years

Correspondence

    Contractual     10 Years

    General/Misc./Alphabetical      3 Years/Archival

    Note: General, Miscellaneous, and Alphabetical correspondence files constitute the single most common record series in a typical office. Generally,  the most important Archival correspondence files are those that chronicle significant events or programs in the history of a given Department or Office. These important files often also are described as "Project" or "Subject" files. Please contact the University Archives if you have any questions concerning the correspondence files in your office.

    Legal     3 Years After Litigation

    Project Files     3 Years/Archival

    Subject Files     3 Years/Archival

Correspondence     (Controller)

    Financial     7 Years

    Tax     10 Years

Correspondence     (Human Resources)

    Personnel     7 Years

Correspondence    (Purchasing, Accounts Payable)

    Purchasing     7 Years

Correspondence    (VP for Business Affairs)

    Contractual     10 Years

    Lost Stock Certificates     7 Years

Correspondence with Applicant (Admission)

    Entering student 5 Years After Graduation or Date of Last Attendance

   Non-entering student 3 Years After Application Term

Cost Reports    (Controller)

    Accounting Recaps     10 Years

    Cost Studies     ARCHIVAL

    Labor Distribution Records      3 Years

    Report and Statement      3 Years

    Revenue Records     3 Years

Counseling/Testing Records    (Counseling, Personal & Testing)     VITAL, 10 Years

Course Listings    (Registrar)      7 Years

Course Listings & Revised Lists    (All Deans)      7 Years

Note :Undergraduate course lists will originate in the Dean of College's office through the 1993-94 academic year, after which they will be produced by the Registrar's office.

Course Syllabi     5 Years

Court Papers, Litigation    (VP for Business Affairs)      Permanent

Credit    (VP for Business Affairs)

    Advices     7 Years

    Applications     5 Years

    Authorizations     5 Years

    Memos     7 Years

    Reports & Ratings     7 Years

Credit by Examination Forms (Registrar)   5 Years After Graduation or Last Date of Attendance

Credit Cards, University, After Cancellation      6 Years

Credit/No Credit Approvals (Registrar)   1 Year After Date Submitted

Curriculum Change Aithorizations   (Registrar) 5 Years After Graduation or Last Date of Attendance

D

Debit    (VP for Business Affairs)

    Advices     7 Years

    Memos     7 Years

Deeds and Other Title Papers    (VP for Business Affairs)     VITAL, Permanent

Degree Audit Records (Registrar) 5 Years After Graduation or Last Date of Attendance

Demurrage Reports    (Purchasing/Accounts Payable)      3 Years

Departmental Reviews    (VP for Academic Affairs)      Archival

Depreciation Schedules    (Purchasing/Accounts Payable) While Equipment is Utilized

Disability & Sick Leave Records    (Human Resources)     7 Years

Disaster Recovery Plans     Permanent

Discipline Files    (Dean of Students)

    Exonerated     Graduation

    Not Exonerated     5 Years

Dissertations/Theses    (All Deans)      VITAL, Archival

Dividend Registers    (Business Office)      7 Years

Dividend Registers    (VP for Business Affairs)      7 Years

Donors    (Development)

    Corporate/Foundation     7 Years

    Individual     7 Years

E

Earning Statements, Student    (Financial Aid)      7 Years

Easements, Rights of Way    (VP for Business Affairs)      VITAL, Permanent

Electronic Tapes    (Computing Services Records)      7 Years

Employee Biography Files    (University Relations)      Archival

Employee Handbooks    (Human Resources)      Archival

Endowed Fund Record    (Business Office)      Permanent

Entertainment, Gift, Gratuity Files     7 Years

Entrance Examination Reports (non-entering students) (Admission) 3 Years After Application Term

Entrance Examination Reports (entering students) (Admission) 5 Years After Last Date of Attenedance

Environmental Impact Studies    (Physical Plant)      Permanent

Equipment    (Purchasing/Accounts Payable)

    Cost Reports     2 Years

    Purchase Records     7 Years

Estate Files and Registers    (Development)      Permanent

F

Facilities Check File    (Safety and Security)      3 Years

Faculty Files    (Saint Paul Seminary/S.O.D.)     Archival

Note:All other University full-time faculty files are housed in the office of the Vice President for Academic Affairs.

Faculty Files    (VP for Academic Affairs)      Archival

Faculty Grade Rosters    (Registrar)     Archival

Faculty Promotion/Tenure Records    (VP for Academic Affairs)     Archival

Faculty/Staff Publications (University Archives)      Archival

Fee Assessment Forms (Registrar) 5 Years After Graduation or Last Date of Attendance

FERPA Documents (Registrar) 5 Years After Graduation or Last Date of Attendance

Films, Campus Events    (ISS)      Archival, Weed

Financial Aid    (Financial Aid)

    Former Students     5 Years After Separation

    Graduated Students     5 Years After Separation

Fingerprints (Safety Personnel)    (Safety and Security)     1 Year After Separation

Freight    (Purchasing/Accounts Payable)

    Bills Paid     5 Years

    Loadings     7 Years

G

Garnishments/Attachments    (Human Resources)      7 Years

Geological Reports    (Physical Plant)      Permanent

Government Qtrly Reports (DOE, SBDC)    (Controller)      7 Years

Grade Reports (Registrar) 1 Year After Date Distributed

Grades, Student Grade Books    (Faculty Members)      7 Years

Graduate Student Files    (All Deans)      VITAL, Permanent

Note: Former-student files for the various graduate programs in Business are considered "Archival" by these programs and have been retired to the University Archives.

Graduation Authorizations (Registrar) 5 Years After Graduation or Last Date of Attendance

Graduation Lists (Registrar)  Archival

Grant Proposals

    Funded     Archival, Weed

    Rejected     3 Years

Grievances/Complaints, Faculty/Staff    (Human Resources)     3 Years After Final Disposition of Complaint

Grievances/Complaints, Labor Union    (Human Resources)     10 Years, or 3 Years After Last Effective Date of Relevant UnionAgreement, Whichever is Later

Guarantees, Warranties     Until Date of Expiration

H

Hold or Encumbrance Authorizations (Registrar) Until Released

Human Subjects    (Provost)   

    Adverse Effects Reports      Lifetime of Individual; At Least 5 Years After Incident; 30 Years Following Report of Reaction to Hazardous Substances

    Consent Forms     10 Years After Project Completion

    Radiation     50 Years

I

Incident Reports    (Safety and Security)      10 Years

Injury Frequency Reports    (Human Resources)      10 Years

Institutional Cost Analysis    (Controller)      Permanent

Insurance Claims    (Controller)      Permanent

Insurance Policies    (Controller)      Permanent

Insurance Policies    (Human Resources)

    Accident     7 Years After Claim

    Employee     10 Years After Cancellation, Separation, or Settlement

International Student Documents (non-entering students) (Admission) 3 Years After Application Term

International Student Documents (entering students) (Admission) No upper limit for students on student visas;   3Years afeter graduation or date of last attendance for exchange-visitor visas

J

Job Announcements    (Human Resources)      3 Years

Job Classification Schemes    (Human Resources)      VITAL, Archival

Journal Entry Forms    (Controller)      1 Year

Journals, Magazines University-Produced      Archival

L

Ledger, General    (Controller)      Permanent

Letters of Recommendation (non-entering students) (Admission) 3 Years After Application Term

Letters of Recommendation (entering students) (Admission) 5 Years After Graduation or Last Date of Attendance

Life Insurance Information    (Development)      7 Years

Long-Range Plan    (Controller)      10 Years

M

Maintenance Agreements    (Computing Services Records)     Permanent

Major/School, Change of, Records    (Registrar)      VITAL, Permanent

Maps, Plans of Campus    (Physical Plant)      Archival

Medical Records (non-entering students) (Admission) 3 Years After Application Term

Medical Records (entering students) (Admission, Registrar) 5 Years After Graduation or Date of Last Attendance

Medical Records, Student    (Health Service)     VITAL, 10 Years

Medical Records,   Personnel     (Human Resources)      VITAL, Duration of Employment + 30 Years

Military Records (non-entering students) (Admission) 3 Years After Application Term

Military Records (entering students) (Admission, Registrar) 5Years After Graduation or Date of Last Attendance

Minutes(Ad Hoc Faculty or UniversityCommittees/Task Forces)      Archival

Minutes    (Board of Trustees)      VITAL, Archival

Minutes    (Dept. and Office Meetings)      Archival

Minutes    (Faculty Meetings, Unit Heads)     Archival

Minutes    (Faculty or University Committees/Subcommittees)     Archival

Minutes    (Student Organizations)      Archival

Mortgages-Expired Notes    (Controller)      8 Years

N

Name Change Authorizations (Registrar) 5 Years After Graduation or Last Date of Attendance

News Releases    (University Relations)      Archival

Newsletters & Other Dept. or Office Serial Publications (Intra-Campus)     Archival

Newspaper Clippings (Development) Archival

Newspaper Clippings    (University Relations)      Archival, Weed

NODS (Controller)

    FISH Reports     Permanent

    Paid-in-Full Notifications      Permanent

    Year-End Student Loans      VITAL, Permanent

O

Options    (VP for Business Affairs)

    Property      20 Years After Term of Option

    Stock     7 Years After Term of Option

Organization Charts, University    (Provost)      Archival

P

Pass / Fail Requests (Registrar) 1 Year After Date Submitted

Patents     VITAL, Archival

Payroll

    Analysis     10 Years

    Bonus Data     10 Years

    Cancelled Checks     8 Years

    Cash Record     10 Years

    Changes     8 Years

    Deductions     8 Years

    History     10 Years

    Rate Authorizations     10 Years

    Summaries     30 Years

Payroll Deductions    (Credit Union)      10 Years

Payroll Information, Personnel    (Human Resources)      VITAL, Permanent

Pension/Annuity/Retirement Records    (Human Resources)     Lifetime of Employee/Dependent

Performance Appraisals, Personnel    (Human Resources)     VITAL, Permanent

Personal Data Information Forms   (Registrar) 1 Years After Graduation or Last Date of Attendance

Petty Cash Paid Out Documentation    (Controller)      7 Years

Photographs, Negatives    (ISS)      Archival, Weed

PIED/HEDGES Annual Report    (Controller)      Archival

Placement Scores (non-entering students) (Admission) 3 Years After Application Term

Placement Scores (entering students) (Admission) 5 Years After Graduation or Last Date of Attendance

Postal Records    (Post Office)

    Irregularities     3 Years

    Meter Record     1 Year

    Registered and Insured Log      3 Years

"Prime" Student Files, 1980-1989     (Registrar)     VITAL, Permanent

Publications    (Student Organizations)      Archival

Purchase Requisitions     7 Years

Purchasing    (Purchasing/Accounts Payable)

    Computer Reports     1 Year Paper, 7 Years Fiche

    Employee Reimbursements     7 Year

    Orders/Requisitions

        Capital Equipment      10 Years

        Supplies      7 Years

R

Readmission Forms (non-entering students) (Admission) 3 Years After Application Term

Receipts     7 Years

Records Management    (University Archives)

    Policies     Archival

    Schedules     Permanent

Recruitment Materials (non-entering students) (Admission) 3 Years After Application Term

Recruitment Materials (entering students) (Admission) 5 Years After Graduation or Last Date of Attendance

Registration Forms (Registrar) 1 Year After Date Submitted

Reports    (Controller)      Permanent

Research for Presentations    (University Relations)      5 Years

Residency Classification Forms (Admission) 5 Years After Last Date of Attendance

Restricted Account Documentation    (Controller)      Permanent

Room and Standing Deposit Reports    (Controller)      7 Years

Room-Use Records, Non-Academic    (Facilities Coordinator)     1 Year

Room-Use Records, Academic    (Institutional Research)     Permanent

S

Search Committee Records     Keep One Previous Search Per Position

Seminars, Short Courses, Conferences, UST-Sponsored      Archival, Weed

Service Contracts     6 Years After Contract Period

Staff Files, Individual    (Human Resources)      VITAL, Archival

Statements, Certified    (Controller)      Permanent

Statements, Periodic    (Controller)      2 Years

Statistical Expense Analyses, Budget    (Controller)      10 Years

Student Files    (Controller)

    Student Accounts     Current + 1 Year

    Student A/R-ACSA Contracts      7 Years

    Student A/R-Daily Reports      7 Years

    Student A/R-Delinquent Notes      7 Years

    Student A/R-FYE Tuition Balances      Permanent

    Student A/R-NSF Checks     7 Years

    Student A/R-Refund Documentation      7 Years

    Student A/R-Scholarship-Gift Reports      7 Years

    Student A/R-Univ. Ticket Adjustments      7 Years

    Student A/R-Writeoff Documentation      Permanent

    Student Cash Receipts      Current

Student Waivers (Admission) 5 Years After Graduation or Date of Attendance

Surveys, University-Wide    (Human Resources)

    Details     3 Years

    Summaries     Archival

T

Tax Returns    (Controller)      Permanent

Tear Sheets    (University Relations)      2 Years

Telephone Charge Summaries    (Business Office)      2 Years

Telephone Installation Records     (Telecommunications)     7 Years

Test Scores (non-entering students) (Admission) 3 Years after Application Term

Test Scores (entering students) (Admission) 5 Years after Graduation or LAst Date of Attendance

Time Sheets/Card/Records    (Human Resources)      8 Years

Trademarks, Logos--University    (University Relations)     Archival

Transcript Requests (Registar) 1 Year After Date Submitted

Transcripts - High School (non-entering students)   (Admission) 3 Years After Application Term

Transcript (College)    (Registrar)    Archival

Transcripts - High School (entering students) (Admission) 5 Years After Graduation or Last Date of Attendance

Transcripts - Other Colleges (non-entering students) (Admission) 3 Years After Application Term

Transcripts - Other Colleges (entering students) (Admission) 5 Years After Graduation or Last Date of Attendance

Transfer Credit Evaluations (Registrar) 5 Years After Graduation or Last Date of Attendance

Trust Agreements    (VP for Business Affairs) 25 Years After Final Activity

Trustee Investment Reports    (Controller)      7 Years

Tuition and Fee Charges (Registrar) 5 Years After Graduation or Last Date of Attendance

U

Undergraduate Files, Current    (Registrar)      1 Year After Separation

University Hardware/Software List    (Computing Services Records)     7 Years

Vacation Records, Personnel    (Human Resources)      VITAL, 3 Years

V

"Vax" Student Files, 1980-1990     (Registrar)     VITAL, Permanent

VCR Tapes, Campus Events    (ISS)      Archival, Weed

Vehicle Records    (Physical Plant)

    Accident File     7 Years After Final Case Activity

    Drivers License Records     3 Years

    Gas/Mileage Reports     1 Year

    Operation/Maintenance     5 Years

    Personal Mileage Logs     7 Years

    Title     While Vehicle is Owned

    Transfers/Sales     6 Years

Vending Machine Contracts    (Auxiliary Services)      6 Years

Vouchers    (Business Office)      15 Years

Voucher Accounting    (Controller)

    Authority for Cash     10 Years

    Distribution of Charges      10 Years

    Index     10 Years

    Requisitions     7 Years

W

Waivers/Substitution Forms   (Registra)  5 Years After Graduation or Last Date of Attendance

Wills    (VP for Business Affairs)      Permanent

Withdrawl Authorications (Registrar) 2 Years After Graduation or Last Date of Attendance

Withholding Tax Records    (Human Resources)      10 Years

Work Orders    5 Years

Zoning Documents    (VP for Business Affairs)      20 Years

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