RECORDS RETENTION SCHEDULE: RECORD TYPE SUBMISSION FORM
* Required field
What do you want to call this record type? Be descriptive and use common terms. Keep in mind that the titles will appear in
alphabetical order, so begin the title with a key word.
This is a narrative field in which you can explain about and give examples of records of this type. Also, you may want to refer
to or cross reference to another record type. For example, “See [record type]” or “See also [record type].
How would you categorize this record type? Select as many as are applicable.
Academics & Programs Personnel
Administrative & Financial Public
Facilities Reports, Correspondence & Meetings
Governance, Legal, Safety Students & Alumni
We can add categories, if necessary, but we prefer to keep the number of categories to a minimum. Indicate here if you would
like to request that a new category be created.
Below, note that you may provide instructions for only Active Retention, only Inactive Retention, only Permanent
Retention, or any combination thereof. Make sure the retention instructions for various segments of a record’s life
cycle are in sync as far as retention and disposal.
Active record – A university record that is easily accessible within the operating unit; accessed frequently or occasionally
during the course of the university’s or unit’s operations.
FISCAL YEARS of active retention [enter a number or leave blank; this would typically be 2-5 years]
MODIFIER – An optional phrase that modifies the number of fiscal years or is used instead of fiscal years. For example:
after origination, after the event, after enrollment ends, after approval, until revised or replaced, etc.
RECORD MANAGED BY
During active retention when the records might be referenced often or occasionally, what unit will have the responsibility
of “managing” this record?
*If this record type has an active retention period, this field is required.
Inactive record – A university record that is no longer needed during the regular course of operations, but that is retained for
legal or business purposes; the record may be stored within a unit or in a central repository.
FISCAL YEARS of inactive retention [enter a number or leave blank; this would typically be 5-10 years]
MODIFIER - An optional phrase that modifies the number of fiscal years or is used instead of fiscal years. For example:
after origination, after the period of active retention, after enrollment ends, after approval, etc.
RECORD STORED BY
During inactive retention when this record is seldom or never used, what unit will have the responsibility of “storing” the
*If this record type has an inactive retention period, this field is required.
Archival record – A university record that is retained permanently by the university for legal or business purposes; a non-
record that is retained permanently by the university for reference or historical purposes. Archival records used for reference or
historical purposes are stored within the University Archives. Permanent records kept for legal or business reasons may be
stored (archived) within a central administrative department or office.
MODIFIER – An optional phrase that enhances meaning or clarity. For example, retained for historical or reference
purposes, retained for business or legal purposes, etc.
RECORD ARCHIVED BY
During permanent retention, what unit will have the responsibility for storage of records of this type?
*If this record type is stored permanently, this field is required.
CLASSIFICATION* - Considering privacy laws, access and disposal, how sensitive are records of this type? For example:
Confidential, restricted if record contains sensitive information, unrestricted, unrestricted if sensitive information redacted,
REGULATORY BASIS – A reference to a law, policy, etc. For example: FERPA, Iowa Code, OMB Circular A-21, etc.
* If this record type will at some point be destroyed, this field is required.
Means of disposal. For example: confidential destruction; delete, recycle or place in garbage
Would you like to link to your unit’s website or elsewhere? If so, indicate link(s) here.
Notes: Is there anything you would like to explain further or request?
Form completed by (name): * Date submitted*:
Please submit this form to Sheryl Rippke firstname.lastname@example.org. Questions? Call 294-1385