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					Document Type                   Description

                                Activities and events initiated or sponsored by the
Activities and Events           University

Confereces, training programs
and workshops attended


Confereces, training programs   University initiated or sponsored conferences,
and workshops conducted         programs, or workshops

                                Produced by and for the Univesity including sporting
Films/videotapes                events, interviews and other related activities

                                Items that mark significant events or times for the
Historical Memorabilia          unit

News Releases and public        Information used to promote the university and
relations                       related activities
                                speeches made for significant events such as
                                commencement, Convocation and Installation of
Speeches                        Chancellor
Items                             Disposition                                          Who completes?
bulletins, Memos, circulars,      original: transfer to archives after 3 years         Individual unit will
invitations, announcements,       Reference: destroy in office when reference value    send original to
press releases, Photos            ends                                                 archives

agendas, handouts, training
materials, travel                 destroy when reference value ends
correspondance, agendas,
handouts, training materials,      Original: transfer to archives after 5 years        Individual unit will
critiques, reports, contracts,     Reference: destroy in office when reference value   send original to
registration                       ends.                                               archives
                                   Original: to Archives after 10 years                Individual unit will
film, videotapes, audiotapes, dvd, Reference:Destroy in office when reference value    send original to
cd-rom                             ends                                                archives
plaques, scrapbooks, press                                                             Individual unit will
releases, clippings, newsletters,                                                      send original to
photograhs                         Transfer to archives after 5 years                  archives
                                                                                       Individual unit will
Photographs, press kits, press    Originial: to archives after 5 years   Reference:    send original to
releases                          destroy when reference value ends                    archives
                                  Original: to Archives after 5 years                  Individual unit will
                                  Reference: destroy in office when reference value    send original to
transcripts, tapes, videos        ends                                                 archives
Document Type                    Description




                                 report of work completed by office, unit, dept
Annual Reports                   division or school each year




Audit Reports                    reports generated by the Internal Auditor




Grants, Awarded


Travel requests and
reimbursements

Work Orders                      Requests for services or repairs
                                 status of accounts in which the state owes money to
Accounts payable                 firms or individuals
                                 status of accounts receivable excluding student
Accounts Receivable              accounts




Budget                           University Budgetary records

Cash Receipts                    listing or analysis of cash received and deposited
                                 Completed cost accounting reports for university
Cost Accounting Reports          expenditures
                                 Receipts concerning the use and owener ship of
Credit Card Use                  credit cards used by University employees

Deposits

                                 Statements received from Treasurer indicating
Dispursing Accounts statements   monthly activity, beg & ending balance, etc
Invoices
Monthly budget reports

Purchase orders                 for supplies and equipment

Requisitions                    requests for orders for equipment or supplies

reversion and continuation of
agency funds

Vouchers                        vouchers and documentation of dispursement

Agreements, contracts and       With consultants, vendors and other firms
Leases                          concerning services, equipment and obligations


Telephone billings
Items                                 Disposition                                             Who Completes?
                                      Original: transfer 1 copy to Archives once
                                      completed; maintain 1 copy in office permanently.
                                      Retain 1 copy in Comptrollers office permanently.
                                      Reference: destroy in offce when referece value
                                      ends                                                    Business office

                                      Original: transfer audit report to Archives after 10
reports, working papers,              years. Destroy working papers after 3 years.
correspondance                        Reference: destroy in office after 3 years.             Business office

proposal, application, notice of      Original: transfer final reparts to Archives 3 years
award, accounting records,            after completion and clearance from all audits.         Business office will
progress reports, patents, audit      Reference: destroy in offic when reference value        hold original and send
findings, contracts, research data    ends                                                    to archives

                                      Original: desptroy in office after 5 closed fiscal years
authorizations, receipts,             and whaen release from all audits reference:
correspondance                        destroy in office after 2 closed fiscal years            Business office
work orders, service tickets,
correspondence, estimates             destroy in office 1 year after completion of work
                                      Original: destroy after 3 closed fiscal years
                                      Reference: destroy in office after 1 year
                                      Original: destroy after 3 closed fiscal years
                                      Reference: destroy in office after 1 year


budget analysis report, transfer
request, increase, decrease
budget request forms, briefs
concerning capital improvements,
expansions and maintenance
projects, worksheets, resolutions, Original: transfer copy of official budget report
revisions, correspondence,         annually to archives. Destroy in office remaining
official bedget report             rexords after 3 closed                                     Business office

receipt books                         destroy in office after 3 closed fiscal years




                                      destroy in office after 3 closed fiscal years
deposit slips, cash register slips,
receipts                              destroy in office after 3 closed fiscal years


monthly statements                    destroy in office after 7 closed fiscal years
                        destroy in office after 3 closed fiscal years
                        destroy in office after 2 closed fiscal years
                        Original: destroy after 5 closed fiscal years
                        Reference: destroy after 2 closed fiscal years
                        Original: destroy after 5 closed fiscal years
                        Reference: destroy after 1 closed fiscal year
                        Original: destroy after 2 closed fiscal years
                        Reference: restroy in office remaining records after
                        1 year
                        Original: destroy after 3 closed fiscal years
                        Reference: destroy in office after 2 year

                        Original: destroy in office 5 years after expiration of
Correspondance, memos   all rights and obligations

                        Original: destroy in office after 3 closed fiscal years .
                        Reference: destroy in office after 1 year
Document Type                  Description




Accident Reports               Accidents involving employees and /or equipment


ADA Compliance                 Efforts to comply with the ADA




Internships, Assistantships,
fellowships                    Within department




Workers compensation
                               State approved funds made available for
                               reallocation throught the circumstances of unused
Lapsed salaries                salaries.




                               salaries paid to permanent and temporary
Payroll                        employees




Personnel file (active) EPA    All employees exempt from the state personnel act
Personnel file (inactive) EPA




Personnel file (active) SPA     Employees subject to the State Personnel Act




Personnel file (inactive) SPA


Position Classification         Position classifications approved by OSP

Student Assistants/Work-Study
students

Timesheets
                                records concerning time schedule variance and
WH-1, WH-3 forms                overtime




                                Agency participation in federal and state affirmative
Affirmative Action and EEO      action/equal opportunity programs
                              Comply with applicable provisions regarding
Applications for employment   confidentiality


                              Possible conflicts of interest between university
Conflict of interest          empoyees and outside agencies


                              Disciplinary actions brought against university
                              employees for violations of university rules and
Disciplinary Action           regulations




FMLA                          Leave issued under FMLA


Grievances                    Employee frievances




Leave
                              records concerning medical and health status of
                              employees, other than referring to hazardous
Medical Records               material

Performance evaluation and    Records concerning employees goals and primary
management                    tasks


Voluntary Shared Leave        Participation in the voluntary shared leave program
Items                                  Disposition                                          Who Completes?
                                       Emp. Original: transfer workers comp claims to
                                       Workers Compensation. Destroy in offce remaining
reports, drawings, incident            records after 6 years. Reference: destroy in office
reports, OSHA log                      when value ends                                      Business office
                                       Destroy in offce after 5 years, if no litigation. If
reports, correspondance,               action has been initiated, destroy after completion
regulations, complaints                of action
applications, apporvals, credit
earned, accoutning records,
correspondence, award                                                                        Business office will
notifications, eligibility criteria,   Original: to Registrar's office at end of semester    hold originals and
guidelines                             Reference: destroy when admin value ends              transfer to archives


employers report of injury,
accident investigation reports,        transfer official copy of claim to Industrial
progress reports, medical reports,     commission in accordance with OSP                Retain
copies of medical invoices, return     in office records concerning claims filed for injuries
to work instructions, legal            which occurred prior to 7/6/1994 permanently.
opinions and briefs, court             Retain in office records after 7/6/1994 where
documents, transcripts, affidavits,    "Employees claim for add. comp pursuant to GS 97- Business office will
photographs, correspondence,           25.1 is filed, permanently. Destroy in office           hold originals and
findings, recommendations              remaining rexords after 5 years                         transfer


                                       Destroy in office after 3 closed fiscal years

                                       transfer administrative data documenting personnel
                                       actions to appropriate individual personnel file when Business office will
                                       action is approved. Destroy in office remianing       hold originals and
                                       records after 7 closed fiscal years.                  transfer


applications, correspondence,
resumes, vitae, promotions,
demotions, transfers, personnel
action forms, salary, termination                                                            Business office will
of employment, SSN verification, transfer to personnel file (Inactive) EPA after             hold originals and
drivers license                   separation or termination of service                       transfer
applications, correspondence,
resumes, vitae, promotions,
demotions, transfers, personnel
action forms, salary, termination                                                            Business office will
of employment, SSN verification, transfer to archives 30 years after separation or           hold originals and
drivers license                   termination of service                                     transfer


applications, correspondence,
resumes, vitae, promotions,
demotions, transfers,
suspensions, disciplinary actions,
personnel action forms, salary,                                                              Business office will
termination of employment, SSN transfer to Personnel file (Inactive) SPA after               hold originals and
verification, drivers license      separation or termination of service                      transfer


applications, correspondence,
resumes, vitae, promotions,
demotions, transfers,
suspensions, disciplinary actions,
personnel action forms, salary,                                                              Business office will
termination of employment, SSN         Destroy in office 30 years after separation or        hold originals and
verification, drivers license          termination                                           transfer
position classification forms, lists
of titles and position numbers,
correspondance                         destroy in office when admin value ends
timesheets, correspondence,
schedules, evaluations, job            Destroy in office 5 years after student terminated
descriptions, payroll                  employment
                                       Destroy in office after 5 years and when posted to
                                       applicable retirement plan

                                       Destroy in office after 3 closed fiscal years


Correspondance, regulations,
guidelines, reports, directives,
recruitment plans, equal               Original: transfer correspondance, action plans and
opportunity statements, full-time      compliance to acrchives after 5 years. Destroy in     Business office will
and EPA non-faculty actions,           office remaining records after 5 years.               hold originals and
faculty emp. Reviews, procedures       Reference: Destroy in ofice after 5 years             transfer
                                      Original: transfer app. And other records for
                                      individuals hire to personnel file. Destroy in office
                                      applications and other records that are not solicited
                                      and for individuals not hired 3 years after date of
applications, resumes, vitae,         receipt, if no charge of discrimination has been files.
recommendations,                      If charge has been filed, destroy 1 year after          Business office will
correspondance, other related         resolution. Reference: destroy in office when           hold originals and
records                               employment decision is made.                            transfer
                                      Original: no conflict- destroy after 3 years.
                                      Potential/actual conflict- destroy 6 years after
                                      resolution of conflict.
forms, correspondance                 Reference: destroy in office after 3 years

                                      Original: Destroy in office 5 years after final
                                      resolution. Destruction after final resolution may
                                      occur ealier if permitted by state law. Reference:
Correspondance, forms                 destroy in office when reference value ends.

                                      Original: destroy in office 5 years after date of last
                                      activity                                     Reference:
                                      destroy in office when reference value ends.
                                      Original: destroy in office 3 years after resolution of
                                      grievance                    Reference: destroy in
                                      office upon resolution

leave requests, monthly leave         Original: destroy in office after 5 years
reports, yearly leave calculations,   Reference: destroy in office when reference value
correspondance, military leave        ends
medical leave permit forms,
workers comp injurty reports,         Destroy in office 6 years after employee terminates
treatment reports                     service.

work plan, development plan,          Original: Destroy in office after 3 years. Reference:
performance evaluations               destroy in office when superseded or obsolete
applications, forms, leave
reports, correspondance,
requests                              Destroy in office after 5 years
Document Type                       Description



                                    With consultants, vendors and other firms
Agreements, contracts, Leases       concerning services, equipment and obligations
                                    records related to preparation, filing, maintenance,
Copyright records and patents       and rights
Equipment Maintenance and           Routine maintenance or repair work done to
repair                              equipment


                                    Comply with applicable provisions regarding
Blueprints, plans, and drawings     confidentiality of building plans and specifications


Network implementation project


Network/ circuit installation and
service


Accreditation                       Dept, college, program or SACS




Supplies and equipment

Surplus property
Items                               Disposition                                             Who Completes?

                                     Original: destroy in office 5 years after expiration of
                                     all rights and obligations. Reference: destroy when
correspondance, memos                reference value ends
applications, registration, notices, Transfer to archives when copyright expires or is not Individual unit will
correspondance                       renewed                                                 send to archives
correspondance, work orders,
contracts, sevice logs               destroy in office 2 years after completion of service
                                     Original: transfer to archives when administrative
drawings, blueprints, floor plans, value ends.
surveys, property maps,              Reference: Destroy in office when reference value Individual unit will
renovation plans, building plans ends                                                        send to archives

reports, justifications, working
diagrams, wiring schematics         destroy when superceded or obsolete

work orders, correspondence,
work schedules, building/circuit
diagrams                            destroy 2 yeas after completion of work
                                    Original: transfer 1 copy of final report to Archives
correspondance, reports,            after process ends.                         Reference: Individual unit will
questionnaires, guides              destroy when value ends                                send to archives

                                    Destroy in office inventories when superseded.
                                    Dispose of warranties and operating manuals in
                                    accordance with Property office procedures.
warranties, manuals, accouting      Destroy accounting records after disposition of
records, inventories                equipment

inventories, disposal logs          destroy in office 3 years after property disposal
Document type                    Description

Course Evaluations by students   Course evaluations completed by students




                                 records concerning individual student
Student accounts                 accounts




Student surveys




Drop/Add forms




Application for Admission
(graduate undergrad)


Residency Classification forms




                                 Brought against students for violations of
Disciplinary records             university rules and regulations


                                 status of accounts in which money cannot
Accounts uncollectable           be collected




                                 checks written to the university that have
Returned checks                  been returned for insufficient funds
Academic student advising
Items                                         Disposition
                                              Destroy in office when administrative value
                                              ends
                                              Destroy in office records concerning settled
                                              accounts when released from audit.
                                              Transfer copy of statement of each
adjustments of tuition fees, refunds,         unsettled account to Registrars office after
outstanding fees for damaged or overdue       1 semester. Destroy in office remaining
books, records of payment or other credits,   records when account is settled or
statements of charges                         designated uncollectible

                                              transfer results and conclusions to archives
                                              after 5 years. Destroy in office surveys and
Summary reports, conclusions                  working papers when admin value ends
                                              Original: Destroy in office 1 year after date
                                              submitted
                                              reference: destroy in office when reference
                                              value ends

                                              Enrolled student, destroy letters of
                                              recommendation 3 years after admission
                                              and transfer remaining records to Registrars
                                              office when accepted
applications, correspondence,                 Non-enrolled, destroy 3 years after
recommendations, transcripts                  application period
                                              Destroy in office 5 years after graduation or
classification forms, change of residency     separation and when released from all
status forms                                  audits

                                              Expulsion cases: retain in office
correspondence, charges, evidence,            permanently.                               Non-
summary, transcripts, audiotapes, police      expulsion cases: destroy in office 8 years
reports                                       after date of settlement or hearing
                                              Destroy in office 2 closed fiscal years after
                                              account is paid, collected or is determined
                                              to be uncollectible, and when released from
bad checks                                    all audits.

                                              Destroy in office audit copy 1 year after
                                              check is paid, collected or is determined
                                              uncollectible. Destroy in office remaining
                                              records when check is paid, collected or is
                                              determined uncollectible
advisors notes and reports, copies of
transcripts, official graduation audits,
comprehensive exam results,                destroy in office 5 years after graduation or
correspondence, recommendation letters     separation
Who Completes?




Individual unit will
transfer to archives

				
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