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									CENTRAL MICHIGAN UNIVERSITY
RECORD RETENTION SCHEDULE

REVISED SEPTEMBER 2010



  A
Academic Advising and Assistance..........................................................................................................................................................36
Academic Affairs ......................................................................................................................................................................................15
Academic Assistance Programs ...................................................................................................................................................................36
Academic Departments-General Records ....................................................................................................................................................14
Academic Space & Remodeling...................................................................................................................................................................15
Accounting Services ....................................................................................................................................................................................53
Admissions...................................................................................................................................................................................................37
Affirmative Action .......................................................................................................... See Office of Civil Rights and Institutional Equity
Art Department ............................................................................................................................................................................................18
Athletics .......................................................................................................................................................................................................11


  B
Benefits ........................................................................................................................................................................ See Human Resources
Board Of Trustees ........................................................................................................................................................................................10
Bookstore ............................................................................................................................................... See Residence & Auxiliary Services
Business Administration .......................................................................................................................... See Dean's Office-General Records
Business Administration, College of ............................................................................................................................................................18


  C
Campus ID Office ........................................................................................................................................................................................54
Career Services ............................................................................................................................................................................................37
Carls Center for Clinical Care and Education ..............................................................................................................................................29
Center For Applied Research And Rural Studies (CARRS) ........................................................................................................................67
Center For Leisure Services .........................................................................................................................................................................22
Central Health Improvement Program .........................................................................................................................................................51
Charter Schools ............................................................................................................................................................................................19
Chemistry .....................................................................................................................................................................................................32
Chief Financial Officer ................................................................................................................... See Finance and Administrative Services
Clarke Historical Library .............................................................................................................................................................................33
CM LIFE .................................................................................................................................................................. See Student Publications
Communication and Dramatic Arts .......................................................................................................... See Dean's Office-General Records
Communication and Fine Arts, College of ...................................................................................................................................................18
Communication Disorders ............................................................................................... See Carls Center for Clinical Care and Education
Computer Software Records ......................................................................................................................................................................... 6
Controller, Office of .....................................................................................................................................................................................53
Counseling Center ........................................................................................................................................................................................38


  D
Dean Of Students, Office of .........................................................................................................................................................................36
Dean's Office-CBA ..........................................................................................................................See Business Administration, College of
Dean's Office-EHS ................................................................................................................ See Education and Human Services, College of
Dean's Office-Health Professions.............................................................................................................. See Health Professions, College of
Dean's Offices General Records ...................................................................................................................................................................13
Dean's Office-Science & Technology .............................................................................................. See Science and Technology, College of
Departmental Records ................................................................................................................................................................................... 6
Development And Alumni Relations ...........................................................................................................................................................47
Documents of Historical Significance ........................................................................................................................................................... 6




                                                                                                                                                                                                                1
  E
Education And Human Services............................................................................................................... See Dean's Office-General Records
Education And Human Services, College Of ...............................................................................................................................................19
EHS Center For Student Services ................................................................................................................................................................21
Employee Relations and Training ................................................................................................................................ See Human Resources
Employment and Compensation .................................................................................................................................. See Human Resources
Environmental & Safety Services ................................................................................................................................................................63
Equipment Inventory............................................................................................................................................................... See Purchasing
Extended Learning, College of............................................................................................................... See Professional Education Services


  F
Facilities Management .................................................................................................................................................................................49
Faculty Personnel Files .................................................................................................................................. See Faculty Personnel Services
Faculty Personnel Services...........................................................................................................................................................................15
Finance And Administrative Services ..........................................................................................................................................................48
Financial Planning & Budgets......................................................................................................................................................................48
Fiscal Records ............................................................................................................................................................................................... 6


  G
General Correspondence ............................................................................................................................................................................... 7
General Counsel ...........................................................................................................................................................................................50
General Policies ............................................................................................................................................................................................ 5
Governmental Relations And Public Affairs ................................................................................................................................................67
Graduate Studies, College of ........................................................................................................................................................................24
Grant Records ............................................................................................................................................................................................... 7


  H
The Herbert H. and Gace A. Dow College of Health Professions ............................................................ See Dean's Office-General Records
The Herbert H. and Grace A. Dow College of Health Professions ..............................................................................................................28
Honors Program ...........................................................................................................................................................................................17
Human Resources ........................................................................................................................................................................................50
Humanities And Social & Behavioral Sciences ....................................................................................... See Dean's Office-General Records
Humanities And Social & Behavioral Sciences, College of .........................................................................................................................31


  I
Information Technology, Office of ..............................................................................................................................................................44
Institutional Diversity, Office for .................................................................................................................................................................46
Instructional Materials Center ......................................................................................................................................................................22
Internal Audit ...............................................................................................................................................................................................12
International Education, Office of ................................................................................................................................................................46


  L
Leadership Institute ......................................................................................................................................................................................39
Libraries .......................................................................................................................................................................................................32


  M
Mailroom ................................................................................................................................................................................ See Purchasing
Meeting Minutes ........................................................................................................................................................................................... 8
Michigan Historical Review.........................................................................................................................................................................35
Minority Student Services ............................................................................................................................................................................46
Museum Of Cultural & Natural History.......................................................................................................................................................32
MSA Degree Program............................................................................................................................... .....See Graduate Studies, College of




                                                                                                                                                                                                                2
  O
Office of Civil Rights and Institutional Equity…………………………………………………………………………………………….. 12
Office Of Research & Sponsored Programs .................................................................................................................................................27
OSHA/MIOSHA and Other Regulatory Agencies ........................................................................................................................................ 8


  P
Payable Accounting .....................................................................................................................................................................................54
Payroll Accounting ......................................................................................................................................................................................55
Personnel Records ......................................................................................................................................................................................... 8
Police ...........................................................................................................................................................................................................56
President’s Office .........................................................................................................................................................................................10
Printing Services .................................................................................................................................... See Residence & Auxiliary Services
ProfEd ..........................................................................................................................................................................................................22
ProfEd - Academic Affairs ...........................................................................................................................................................................22
ProfEd - Center Services ..............................................................................................................................................................................23
ProfEd - Financial Services ..........................................................................................................................................................................24
Provost .......................................................................................................................................................................... See Academic Affairs
Psychology ...................................................................................................................................................................................................31
Public Relations & Marketing ......................................................................................................................................................................12
Purchasing ....................................................................................................................................................................................................57


  R
Recreation, Parks & Leisure Services ..........................................................................................................................................................22
Registrar .......................................................................................................................................................................................................39
Registration and Enrollment Records............................................................................................................................................................ 9
Residence & Auxiliary Services...................................................................................................................................................................60
Residence Life ....................................................................................................................................... See Residence & Auxiliary Services
Retention Period............................................................................................................................................................................................ 5
Risk Management .......................................................................................................................................................................................62


  S
SAP ..............................................................................................................................................................................................................64
Scholarships & Financial Aid ......................................................................................................................................................................42
School Of Accounting ..................................................................................................................................................................................18
Science And Technology ......................................................................................................................... See Dean's Office-General Records
Science And Technology, College of ...........................................................................................................................................................32
Student Account Services and University Billing …………………………………………………………………………………………. 59
Student Disability Services ..........................................................................................................................................................................43
Student Employment ....................................................................................................................................................................................53
Student Life ..................................................................................................................................................................................................43
Student Ombuds Officer ..............................................................................................................................................................................13
Student Publications .....................................................................................................................................................................................47



  T
Telecommunications .......................................................................................................................................... See Information Technology
Travel and Employee Reimbursements ...................................................................................................................... See Payroll Accounting


  U
Undergraduate Academic Services .............................................................................................................................................See Registrar
University Center ................................................................................................................................... See Residence & Auxiliary Services
University Events .........................................................................................................................................................................................64
University Health Services ...........................................................................................................................................................................65
University Records ........................................................................................................................................................................................ 5
University Recreation/SAC ..........................................................................................................................................................................66


                                                                                                                                                                                                                 3
University Stores ..................................................................................................................................................................... See Purchasing
University Theatre Box Office .....................................................................................................................................................................19


  V
Veterans Program.....................................................................................................................................See Scholarships and Financial Aid
Volunteer Center ..........................................................................................................................................................................................44


  W
Worker's Compensation ...............................................................................................................................................................................51




                                                                                                                                                                                                          4
          RECORD RETENTION SCHEDULE
                                   Revised July 2010

                                  GENERAL POLICIES
       This schedule is the university's official record retention schedule. The purpose of the
centralized schedule is to provide a mechanism to help ensure the university is maintaining
necessary records for an appropriate length of time. This schedule includes a section for
each division within the university.

COMMON DOCUMENTS FOR MANY DEPARTMENTS
       Documents that are common to many university departments and offices have been
removed from the listing of records for individual departments and included in the General
Policies section of this schedule.

COMMON DOCUMENTS FOR DEAN’S OFFICES & ACADEMIC DEPARTMENTS
       Documents that are common for a dean’s office and an academic department have
been removed from the listing of records for individual departments and included in the Office
of the Dean (general records) and academic departments (general records) section of this
schedule. However, some academic departments have specific records that only pertain to
those departments. Specific listings for these departments are included in this schedule.


University Records
       For the purposes of these policies and schedule, university records are defined as all
records, regardless of their form, prepared, owned, used, retained by, or in the possession of
an individual in the performance of an official function of the university.


Records Included in this Schedule
        Records included in this record retention schedule should be original, unique or of
continuing importance to the university. They should have legal, fiscal, administrative, or
historical purpose.


Retention Period
       The retention period should be the length of time that the record is useful or required
to be kept by an external source, such as a law or an accreditation agency.



                                                                                             5
       For documents listed in this schedule, there may be instances where departments are
required to keep a document longer. There may also be instances where departments may
elect to keep a document longer. This is a decision for the departments. However, space
requirements and costs should be considered.

       If any record is related to an unresolved complaint or dispute involving the university,
that record should not be discarded or destroyed regardless of the provisions of this record
retention schedule. Questions about whether a dispute has been resolved should be directed
to the Office of the General Counsel.


Computer Software Records
       Computer software records include license agreements, manuals, diskettes, CD’s, and
other documentation received with the computer software. These records should be kept by
the department for the life of the software.


Departmental Records

       Departments have records that do not meet       the criteria to be included on this record
retention schedule, however, they are necessary        for departmental operations. For such
records, the department should retain them for as      long as they are useful to departmental
operations (e.g. clinical records, contracts, alumni   lists, publications, monthly reconciliation
reports).


Documents of Historical Significance

      Many departments maintain documents that have historical value to the university.
The university has interest in keeping such documents in the archives. If a department has
documents that have potential historical value and you have questions about their retention,
contact the Clarke Historical Library.


Fiscal Records

        Fiscal records are those records that directly pertain to carrying out the business
affairs of the university. Examples of these records are: SAP accounting reports and all
supporting documents, financial reports, payroll documents, invoice vouchers, paid invoices,
etc.

       The Finance and Administrative Services Division departments maintain most of the
basic business documents of the university. Some documents, such as departmental credit
card charges, time cards and time and attendance sheets with original signatures should be
kept in individual departments. Each university department is responsible for maintaining

                                                                                                6
documents supporting purchases on a departmental credit card for three years (if applicable).
The Payroll office maintains payroll records, except original time cards and time and
attendance sheets that contain employee signatures. These documents should be kept by
the department for four years.

      The basic university business documents maintained by the Finance and
Administrative Services Division departments include, but are not limited to, invoice vouchers,
employee reimbursement vouchers, purchase orders, insurance documentation, budget
documentation and accounting reports. These documents are included in the attached
schedule under the appropriate Finance and Administrative Services Division department.

        Departmental copies of fiscal records maintained by the Finance and Administrative
Services Division departments should be retained for the greater of two years plus the current
fiscal year or as long as useful to departmental operations.

       Originals of fiscal records not submitted to the Finance and Administrative Services
Division departments should be included in the record retention schedule with the appropriate
retention period under the department responsible for maintaining them.


General Correspondence
      Departments have general correspondence. Unfortunately, it is difficult to assess
each department’s general correspondence files. Each department should retain general
correspondence for as long as it is useful to departmental operations or is of continuing
importance to the university. If the records have retention requirements due to external
sources, the records should be kept accordingly.


Grant Records
      Grant records are those records directly pertaining to applying for and/or receiving
external or in-house grants. They include award letters, copies of proposals, copies of
agreed upon budgets, reports, etc.

       The Office of Research and Sponsored Programs is responsible for maintaining official
university records. See the Office of Research and Sponsored Programs’ retention schedule
for specific documents. The official financial records are kept by Accounting Services. Some
departments may have grant records that the Office of Research and Sponsored Programs
does not. In this case, the department should ensure that any official record, other than
records of expenditures, are transferred to the Office of Research and Sponsored Programs.
Other documents should be kept for the appropriate retention period usually determined by
the funding source.

      Departmental copies of documents kept by the Office of Research and Sponsored
Programs should be retained for as long as they are useful to departmental operations.


                                                                                             7
Meeting Minutes
         Many departments are responsible for maintaining meeting minutes such as council
minutes, departmental or university committee minutes, and other departmental meeting
minutes. The department that stores the original minutes is responsible for maintaining the
official university copy. Minutes provide a record of past decisions and how the decision was
made. Therefore, the original copy of the minutes should be kept permanently. Duplicate
departmental copies of minutes should be retained as long as useful to the department.


OSHA/MIOSHA and Other Regulatory Agencies

      Written plans required by OSHA/MIOSHA and any other regulatory agency must be
kept permanently or in accordance with the regulatory agency guidelines. Topics of written
plans include, but are not limited to, material safety data sheets (MSDS), blood borne
pathogens, hazard communication and evacuation plans.


Personnel Records

       Personnel records are those records that pertain to the employment of an individual by
the university. Examples of these documents include: applications, resumes, vitae,
Personnel Transaction forms (P-3), appointment letters, evaluations, and miscellaneous
forms. Employees have the right to review their personnel file and some items placed in the
personnel file may be subject to release under the Freedom of Information Act.

       FACULTY: Faculty Personnel Services, deans’ offices and academic departments
maintain personnel files for faculty, temporary faculty and graduate assistants. The files may
include teaching contracts, vitae, tenure documentation, promotion documentation,
reappointment documentation, disciplinary documentation, miscellaneous records, letters of
recommendation, etc. Original university documents should be transferred from the
departmental and dean office personnel files to Faculty Personnel Services after the
employee separates from the university. However, for temporary faculty, the files should not
be transferred until three years after the last assignment. Faculty Personnel Services will be
responsible for maintaining the official university personnel records after separation. See
Faculty Personnel Services section for further information. If you have additional questions
regarding personnel documents, contact Faculty Personnel Services.

      STAFF:      Employment and Compensation/HR and many departments maintain
personnel files for staff employees. Employment and Compensation’s files may include
employment applications, Personnel Transactions forms (P-3), compensation letters,
evaluations, disciplinary documentation, letters of recommendation, miscellaneous records,
etc. Upon termination or change of employment assignment, the departmental file should be
forwarded to Employment and Compensation/HR to be consolidated with the official


                                                                                            8
personnel file. See Human Resources section for further information. If you have additional
questions regarding personnel documents, contact Employment and Compensation/HR.

        STUDENT: Student Employment Services and many departments maintain personnel
files for student employees. However, Student Employment Services' file is considered the
official university personnel file. Student Employment Services' files may include documents
such as job referral slips, payroll withholding documentation, evaluations, letters of
recommendation and disciplinary documentation. For those departments that keep student
personnel files, original personnel documents such as evaluations and disciplinary
documentation should be transferred from the departmental file to the Student Employment
Services' file. See Student Employment section for further information. If you have additional
questions regarding original personnel documents, contact Student Employment Services.


Registration and Enrollment Records
      Registration and enrollment records are those records that directly pertain to carrying
out the academic registration and enrollment process for students. Examples of these
records are: enrollment printouts, grade distributions, class lists, course offering guides, and
course scheduling information and registration materials.

       The Registrar's Office maintains the basic registration and enrollment records of the
university; however, many departments may also maintain copies. Departmental copies of
registration and enrollment records that are maintained by the Registrar's Office should be
retained for the greater of two years plus the current fiscal year or as long as useful to
departmental operations.




                                                                                              9
                                 BOARD OF TRUSTEES


                            SECRETARY – BOARD OF TRUSTEES

Minutes of meetings, backup materials, official                   Permanent
correspondence.



                              OFFICE OF THE PRESIDENT


                                    PRESIDENT’S OFFICE

President’s Files (President’s preference to archive files        5 years
at Clarke Historical Library – open/close)                        or term of President

Commencement                                                      5 years
                                                                  University Archives

Committee Reports                                                 10 years
                                                                  University Archives

Departments and Schools                                           10 years
    Correspondence, reports, memoranda, and other                 University Archives
    related materials specifically pertaining to university
    operations.

General Information Files                                         3 years minimum
   The general information files contain a wide range of
   materials pertinent to the operation and interest of the
   President’s office. Retention values for each of the subject
   folders within the file range from three years to
   permanent. Terminal records are discarded and others
   having continuing importance are eventually transferred
   to the Clarke Historical Library or other appropriate
   functional areas. Because over 500 subject titles are
   included in the special files, they are not individually
   listed in this schedule.

Institutional Memberships                                         10 years

Retirees                                                          Permanent



                                                                                         10
                                         ATHLETICS

MAC Items
     Conference Letter of Intent                              7 years
     Eligibility forms                                        7 years
     National Letter of Intent                                7 years
     Scholarship forms                                        7 years
     Squad List forms                                         7 years

NCAA Items
    Academic Reporting forms                                  5 years
    Certification of Compliance forms                         5 years
    Information and Sports Scholarship forms                  5 years
    Student Athletic Statement forms                          5 years

University Items
      Applications for Positions                              Permanent
      Budgets                                                 Permanent
      Employment Records                                      Permanent
      Game Contracts                                          Permanent
      Grants-in-Aid                                           Permanent
      Squad List forms                                        Permanent

Athletic Ticket Office
Financial Documents
      Daily reconciliation reports/copies of deposits         5 years
      Journal entries                                         5 years
      Monthly credit card reconciliation (electronic)         5 years
      Over/Short reports (electronic)                         5 years
      Annual ticket revenue per sport by event (electronic)   Permanent


Ticketing Documents
       Attendance figures (electronic)                        Permanent
       Season ticket holder lists (electronic)                5 years
       Event ticket holder lists (electronic)                 3 years
       Customer order forms                                   5 years
       Complimentary ticket request                           5 years
       Complimentary ticket reports (electronic)              5 years
       Void and returned tickets                              5 years
       Void and returned ticket reports/logs                  5 years
       Ticket stubs                                           5 years
       Event reconciliation paperwork                         5 years
       Pass lists                                             5 years
       Copies of sponsorship agreements                       3 years

Employee Documents
     Timesheets                                               3 years

                                                                          11
      Temporary staff payroll submissions (electronic)     3 years


                                    INTERNAL AUDIT

Audit Reports                                              Permanent

Audit Timesheets                                           3 years

Audit Workpapers and Related Computer Files                7 years or two prior
                                                           audits, whichever is
                                                           longer

Board Memos & Correspondence                               3 years

Special Projects                                           Permanent


                   OFFICE OF CIVIL RIGHTS AND INSTITUTIONAL EQUITY

Affirmative Action Plans                                   3 years

Applicant Searches                                         10 years

Complaints/Grievances Case Files                           15 years

Complaint Case Log                                         Permanent

Governmental Audits                                        Permanent

OFCCP Audits                                               5 years or until
                                                           another audit

Utilization Analysis                                       3 years

Vets 100 Report                                            Permanent


                            PUBLIC RELATIONS & MARKETING

Building Files                                             Permanent

Faculty/P&A Biography Files                                Permanent

Graduate and Honors Lists                                  5 years

News Release                                               Permanent
                                                           University Archives

                                                                                  12
Newsletter                                                           Permanent

Photos                                                               Variable based on
                                                                     subject
                                                                     University Archives

Photo Negatives                                                      Permanent

Publications                                                         Permanent

Sports Release                                                       Permanent
                                                                     University Archives


                                 STUDENT OMBUDS OFFICER

Student Ombuds Cases                                                 4 years from the date of
                                                                     the last file activity

                                  OFFICES OF THE DEAN
                                     GENERAL RECORDS

                        BUSINESS ADMINISTRATION
                   COMMUNICATION AND DRAMATIC ARTS
                     EDUCATION AND HUMAN SERVICES
    THE HERBERT H. AND GRACE A. DOW COLLEGE OF HEALTH PROFESSIONS
             HUMANITIES AND SOCIAL & BEHAVIORAL SCIENCES
                        SCIENCE AND TECHNOLOGY

               *Potential duplication may exist between the Offices of the Dean and
                           Academic Departments for these documents.

Academic Planning Documents                                          Permanent

Accreditation Documents*                                             Permanent

Course Syllabi*                                                      Permanent

Faculty Grievance Materials*                                         7 years after separation

Investigation Backup Materials for Proven Cases                      7 years after separation
   of Wrongdoing (student papers, faculty grade books)

Program Review Documents*                                            Permanent

Sabbatical Leave Applications & Reports*                             7 years after separation


                                                                                            13
Scholarship Information*                                           5 years

Student Opinion Survey Results*                                    Permanent


                              ACADEMIC DEPARTMENTS
                                     GENERAL RECORDS

            * Potential duplication may exist between the Offices of the Dean and
                       the Academic Departments for these documents.

Accreditation, Certification, and Internal &                       Permanent
      External Assessment Documents*

Course Syllabi*                                                    Permanent

Curriculum Documentation                                           Permanent

Deferred Grades                                                    1 year after assignment
                                                                   or permanent grade

Department Policies & Procedures and Bylaws                        Permanent

Evidence of Academic Dishonesty                                    3 years

Faculty Grade Books                                                6 years

Faculty Positions & Search Materials (recruiting)                  5 years after
                                                                   completion of search

Graduate Assistant Applications                                    2 years after
                                                                   completion of service

Grievance Material*                                                7 years after separation

Incomplete Grades                                                  1 year after assignment
                                                                   of permanent grade

Internship/Practicum Records                                       7 years

Major/Minor Files                                                  Permanent

Planning Documentation                                             Permanent

Program Review*                                                    Permanent



                                                                                             14
Sabbatical Leave*                                              7 years after separation

Scholarship Information*                                       5 years

Student Opinion Survey Results-Summary*                        Permanent

Student Teacher Application                                    1 year

Student Teacher Final Evaluation                               Not less than 7 years,
                                                               but at discretion of
                                                               TEPD

Dissertations                                                  Permanent

Thesis                                                         Permanent

                                   ACADEMIC AFFAIRS

                    OFFICE OF EXECUTIVE VICE PRESIDENT/PROVOST

                           ACADEMIC SPACE & REMODELING

Construction Information                                       5 years
    Includes drawing and specifications for building           following completion
    projects currently being planned or under construction
    and general correspondence related to the projects.

Program Statements                                             Permanent

Master Plans                                                   Permanent


                           FACULTY PERSONNEL SERVICES

Collective Bargaining
       Agreements                                              Permanent
       Bargaining minutes & associated records                 Permanent

Faculty Positions & Search Materials                           3 years after completion
(recruiting)                                                   of search

Grievance & Employee Relations Matters
      Database                                                 Permanent
      Grievances & associated records                          7 years after separation
      Grievance status reports                                 Until revised
      Investigation materials for proven cases of wrongdoing   7 years after separation


                                                                                        15
Medical
      Certifications                                             30 years
      FMLA records                                               30 years
      Work accommodation requests & related data                 2 years from date of
                                                                 making personnel
                                                                 action or record
                                                                 involved, whichever
                                                                 occurs later for active
                                                                 employees, or 2 years
                                                                 from date of involuntary
                                                                 separation
Personnel Files                                                  Permanent while
      Appointment Letters/Contracts                              employed and for
      Approvals/Denials relating to personnel matters            30 years following
        reappointment/promotion/tenure                           termination
        sabbatical/leave records
        salary notices
        reduced assignments
      Commendations (CMU Related)
      Curriculum Vitae (Resume)
      Disciplinary documentation
      Personnel Transaction Forms
      Transcripts


Policies, Procedures, and Guidelines
       Department procedures, criteria, standards, & bylaws      Permanent
       Department chair duties                                   Permanent
       Directory of deans, chairs, and directors                 Until revised
       Domestic partnership policy & affidavits                  Until revised
       Drug-free schools & communities act amendments            Permanent
       Drug-Free Workplace Act                                   Permanent
       Evaluation form for conference for tenure-track faculty   Permanent
       Reduced assignment plan                                   Permanent
       Some academic standards & practices at CMU                Permanent
       Temporary faculty guidelines for credit-hour salaries     7 years
       Temporary faculty policy, on-campus                       Permanent
       Work accommodation process for faculty, staff,            Permanent
          and student employees

Pre-Employment
      I-9 Form                                                   3 years from date of
                                                                 hire, or 1 year past
                                                                 separation, whichever
                                                                 is later
       Labor certification                                       Permanent while

                                                                                         16
                                                        employed

Reports
      Affirmative action review process for new hires   Until revised
      Authorized faculty positions                      Permanent
      Contractual conferences for faculty bargaining    Permanent
          unit members
      Faculty analysis and other demographic reports    Permanent
      Faculty sick leave usage                          Permanent
      Procedures, criteria, standards, & bylaws         Permanent
          revision status
      Promotion applications                            Permanent
      Reappointment applications                        Permanent
      Reappointment/tenure schedule                     Permanent
      Reduced assignments                               Permanent
      Sabbatical leave applications                     Permanent
      Tenure applications                               Permanent
      Utilization of non-bargaining unit members        Permanent


                                     HONORS PROGRAM

Honors Annual Report/Program Review/Assessment          Permanent

Honors Council Minutes                                  Permanent

Honor Bound Newsletter                                  Permanent

Historical Documents                                    Permanent

Honors Alumni Board Minutes                             Permanent

Honors Student Folders
      Paper files                                       1 year after separation
      Database files                                    Permanent

Centralis Scholarship Applications
      Paper files                                       1 year after selection
                                                        process
      Database files                                    Permanent

Honors Course Information/Folders
Class Lists, Grade Lists, Honors Contracts
Course Syllabi, Enrollment Statistics
       Paper files                                      Permanent




                                                                                  17
                      COLLEGE OF BUSINESS ADMINISTRATION

                                        DEAN’S OFFICE

Donor Files, Endowments, Gifts                              Permanent

Fellowships                                                 3 years

Residential College Materials                               5 years

Student Grievance Materials                                 7 years after
                                                            faculty separation




                                 SCHOOL OF ACCOUNTING

Alumni List                                                 Current

CPE Credit                                                  5 years



                 COLLEGE OF COMMUNICATION AND FINE ARTS

                                            ART

Exhibition Archives                                         Permanent

Grants Archives (tied to exhibitions)                       Permanent

Print Collection File                                       Permanent




                            UNIVERSITY THEATRE BOX OFFICE

Season Tickets Annual Report                                Permanent

Season Tickets (stubs)                                      4 years



                                                                                 18
Ticket Reports                                              Permanent

Ticket Stubs/Unused Tickets                                 4 years


              COLLEGE OF EDUCATION AND HUMAN SERVICES

                                     DEAN’S OFFICE

EHS Contracts                                               Permanent

Professional Education Council Major/Minor Reviews          Permanent

State Department of Education Correspondence                Permanent
       Re: Teacher Education Program


                                   CHARTER SCHOOLS

Academy Files                                               At least 7 years or
     Application                                            5 years after
     Contract Supporting Documentation                      reauthorization of a
     Insurance                                              public school academy
     Reauthorization
     Related Party Transaction (Conflict of Interest)
     School Improvement Plan
     School Safety Plan
     Special Education
     Student Assessment
     Yearly Files
            Correspondence
            Required Reports

Annual Education Report                                     15 Years
      Annual Education Report
      Correspondence
      Review Sheet
      Supporting Documentation

Board Member (active)                                       Until become inactive
      Board application
      Interview questionnaire
      CMU Board of Trustees Resolution (Board nomination)
      Oath of Public Office
      CMU Board of Trustees Resolutions (all)



                                                                                    19
Board Member (inactive)                              15 years after termination
      Board application
      Interview questionnaire
      CMU Board of Trustees Resolution
      Oath of Public Office

Certificates of Participation                        At end of payment term

Contract Amendment                                   7 years after expiration
      Correspondence                                 of contract
      CSO Reviews
      Legal Reviews

Contract Support Documentation
      Contract conditions-supporting documentation   15 yrs after expiration
                                                     of contract

       Health & Safety                               15 yrs after expiration
                                                     of contract

       Site & Facilities                             Life of Charter School

Deficit Elimination Plan & Correspondence            7 years after elimination
                                                     of deficit

Litigation Files                                     6 years after
                                                     reauthorization

Non-Compliance                                       15 years after expired
     Correspondence & supporting documentation       contract

Notice to Show Compliance (if applicable)            7 years after
       Notice to show compliance                     reauthorization
       Plan of correction
       Resolution Documentation
       Release Letter
       Show cause meeting agenda & summary
       Supporting documentation

Performance Reports & Academy Profiles               15 years from
                                                     date created

PSA Contracts                                        15 years after expired

Reauthorization                                      1 year after next
      Correspondence                                 reauthorization
      CSO Reviews


                                                                                20
State Aid Intercepts                                     7 years after
       Correspondence                                    reauthorization
       Payment & Agreement
       Payment Schedule
       Review Sheet
       Supporting Documentation


                           EHS CENTER FOR STUDENT SERVICES

AACTE/NCATE Annual Reports                               Permanent

Admission Files (admits)                                 7 years from
                                                         admission date

Application Files (non-admits)                           Until admitted or 2 years
                                                         after last Education
                                                         class, then move to
                                                         drop files

Approval Documentation from Departments                  3 semesters
      for Student Teaching

ARC Program Completers                                   Permanent

ARC Inactive Files                                       3 years from drop date

Certification Recommendation Rosters                     8 years

Consulting Notes                                         7 years

Cooperating Teacher Information Forms                    Permanent

Fully Certified Files                                    7 years from
                                                         recommendation

Inactive Files                                           3 years from drop date

Interview Results                                        Permanent

MDE Unit Review/Program Review Documents                 Permanent

Midtier Host Teacher Evaluation Surveys                  3 years

NCATE Accreditation Documents                            Permanent

Prospective Student Teaching Coordinator Resumes         3 years


                                                                                  21
Post Baccalaureate Program Evaluation Files (non-applicants)   2 years

Post Baccalaureate Inactive Files                              3 years from drop date

Post Baccalaureate Program Completers                          Permanent

Professional Certification Files                               6 years from
                                                               recommendation

School Contracts                                               Permanent

Appeals                                                        Permanent

Legal/Criminal History Documents                               7 years

Semester Student Teaching Documentation                        3 semesters

Student Programs in Progress                                   7 years from
                                                               program approval

Student Teaching Files                                         5 years

Title II Data                                                  Permanent


                            INSTRUCTIONAL MATERIALS CENTER

IMC Materials Circulation                                      Permanent

Overdue Notices & Billing Information                          3 years

Patron Address Information                                     2 years


                         RECREATION, PARKS & LEISURE SERVICES
                               CENTER FOR LEISURE SERVICES

Affiliation Agreements                                         Permanent



                                        PROFED

                                    ACADEMIC AFFAIRS

Contract Payment Request                                       2 years


                                                                                        22
Course Advertising Database                          3 years

Faculty Files                                        3 years after inactive

Faculty Record Database                              Permanent

Instructor Contract File                             7 years based on
                                                     contract

Instructor Payment Database                          4 years

Prior Learning Application & Documentation           3 years
       with Evaluation Notes

                                   CENTER SERVICES

Applications for Admission (non-admitted)            At least 1 year

Conditional Admissions Status                        Review, then destroy

Final Commencement List                              Permanent

Hold Report – I6                                     3 years

I and Z Report                                       3 years

Monthly Admissions Download                          1 year

Printouts
       Low Cum GPA list                              3 years
       Semester Course List                          3 semesters
       All IPCD Student Listing                      Until run again
       Grade Distribution Summary                    3 years
       Semester End Statistical Report               Permanent

Student Folders
      Graduated Students                             At least 1 year after
                                                     graduation
       Students not graduated                        At least 3 years after
                                                     last recording
       Students in discontinued programs             At least 1 year after
                                                     last recording
       Deceased Students                             At least 1 year
       Admitted – not registered                     1 year
       Academic Dismissal                            At least 7 years

Tentative List of Graduates                          6 months once

                                                                              23
                                                       statistical report
                                                       Is complete

Tuition Waiver Documentation                           7 years
Upgraded Reg. Error Report                             Until superseded

Weekly Admissions Download                             6 months



                                  FINANCIAL SERVICES

Batch Headers                                          7 years

Credit Card Reports                                    7 years

Daily Receipts Transmittals                            7 years

Journal Entries                                        7 years

Monthly Financial Reports                              Permanent

Non-Credit Files                                       7 years

Receipts                                               2 years

Reconciliation of Fund Accounts                        2 years

Third Party Invoices (w/supporting documents)          7 years

Withdrawal Forms/Adjustments to Student Accounts       7 years

Year-End Microfiche                                    Permanent



                       COLLEGE OF GRADUATE STUDIES


GRADUATE STUDENTS ADMISSION FILE                       Master’s degree grad-
    Admission Correspondence                           1 year after graduation
    Application for Admission
    Authorization of Graduate Degree Program           Specialist’s Degree
    Certificate of Admission                           grad-2 years
    Change of Curriculum                               after graduation
    Course Substitution Form
    Critical Correspondence                            Doctoral degree

                                                                                 24
         Doctoral Dissertation                          grad-3 years
         Extension of Time to Complete                  after graduation
             Degree Program
         Faculty Search Materials                       3 years
         Graduation Application                         Inactive student-
         Prospectus of Thesis, Field Study, or          3 years after last class
             Doctoral Dissertation                      then transferred to
         Request for Change of Program                  Graduate Studies
         Request to take a 300 or 400 Level             archives for 7 years
             Course for Graduate Credit                 after last class
         Student Application Folder
         Transcripts
         Transfer Credit Limitations
         Waiver of Credit Limitations


                                   MSA DEGREE PROGRAM

ACADEMIC:
Academic Dishonesty                                     3 years

Admission Files                                         1 year after Graduation

Annual Reports                                          Permanent

Class Lists                                             1 year

Correspondence-General                                  As needed for Dept. use

Course Records                                          5 years

Curriculum Documents                                    Permanent

E-mail                                                  At least 1 year – as
                                                        needed for Dept. use-
                                                        any legal issues are
                                                        Permanent/don’t send
                                                        e-mail for any sensitive
                                                        issue—it remains
                                                        permanent on computer
                                                        even if deleted

Enrollment Stats                                        5 years

Faculty Search Materials                                5 years

Grade Books                                             5 years


                                                                                   25
Grade Grievance Materials                      7 years separation from
                                               campus

Grade Sheets                                   5 years

Graduate Assistantship Apps                    2 years after completing
                                               service

Inactive Files                                 3 years after last class
                                               (Grad office puts theirs in
                                                 archive 7 years after
                                               last class)
Internship/Practicum Records                   7 years

Inventory Lists:
       On-Hand-                                Permanent
       Disposed-Of-                            4 years

Minutes – Department                           Permanent

Plan B Papers                                  Permanent
  2 or More Grade Differences                  Permanent
   Papers
Planning Documents                             Permanent

Policies/Procedures                            Permanent

Program Review                                 Permanent

Registration/Enrollment Stats                  2 years + Current Fiscal
                                               Year

Student Opinion Survey Summary                 Permanent

Wrong Doing (PROVEN CASES)                     7 years after leaving
                                               campus
BUDGET:
Purchase Orders: Supplies & Equipment          3 years

Student Employment                             Send file to Student
                                               Employment Services
                                               upon discharge

Staff/Faculty employee records & grade books   Send file to HR upon
                                               discharge or change of
                                               employment



                                                                        26
This retention schedule is only for on campus MSA student data. ProfEd maintains the
records and data for off campus students.



                  OFFICE OF RESEARCH & SPONSORED PROGRAMS

Budget Reports                                                   3 years from the
                                                                 date of submission of
                                                                 the final expenditure
                                                                 report, the date of
                                                                 submission of the final
                                                                 progress report, the date
                                                                 of grant/contract
                                                                 termination, or the date
                                                                 imposed by sponsor,
                                                                 whichever is later.

Contracts                                                        3 years from the
                                                                 date of submission of
                                                                 the final expenditure
                                                                 report, the date of
                                                                 submission of the final
                                                                 progress report, the date
                                                                 of grant/contract
                                                                 termination, or the date
                                                                 imposed by sponsor,
                                                                 whichever is later.

Copyrights                                                       Life of author, plus
                                                                 70 yrs

Externally funded grants                                         3 years from the
                                                                 date of submission of
                                                                 the final expenditure
                                                                 report, the date of
                                                                 submission of the final
                                                                 progress report, the date
                                                                 of grant/contract
                                                                 termination, or the date
                                                                 imposed by sponsor,
                                                                 whichever is later.

In-house grants                                                  3 years after grant
                                                                 termination

Institutional Animal Care & Use Committee                        3 years after


                                                                                         27
                                                                        research completion

Institutional Review Board Records                                      3 years after
                                                                        research completion

Patents                                                                 20 yrs from filing date

F & A cost rate proposals, cost allocations plans                       If submitted to
and supporting records                                                  federal government to
                                                                        form basis for
                                                                        negotiation, then 3 years
                                                                        from the date of such
                                                                        submission.

                                                                         If not submitted to federal
                                                                         government to form
                                                                         basis for negotiation,
                                                                         then 3 years from the
                                                                         end of the fiscal year (or
                                                                         other accounting period)
                                                                         covered by the proposal,
                                                                         plan, or other
                                                                         computation.
For ORSP: All records related to an audit, appeal, litigation, or the settlement of a claim that
was initiated prior to the expiration of the specified retention period shall be retained until the
audit, appeal, litigation, or claim settlement has been resolved.


                             H. AND GRACE A. DOW
                        COLLEGE OF HEALTH PROFESSIONS


                                        DEAN’S OFFICE

Dean’s Advisory Council                                                 Permanent

Donor Records (endowments, gifts, scholarships)                         Permanent

Fellowship Letters                                                      3 years

Non-matriculated Student Applications                                   1 year

Residential College                                                     5 years

Student Grievance Material                                              7 years after faculty
                                                                        separation


                                                                                                  28
                CARLS CENTER FOR CLINICAL CARE AND EDUCATION

Administrative/Business Office
Accident and Incident Reports                           1 year (via hard
                                                        copy or scanned).
                                                        Superceded documents
                                                        retained by RM/ESS

Accounts Receivable Monthly Reports                     Rolling 5 years
Audits                                                  Permanent (hardcopy/
                                                        electronically in the S-
                                                        drive)

Billing Records                                         Rolling 7 years
     Journal legers
     Patient insurance and payor information
     Patient invoices
     Patient write-off waivers
     Vendor billing and refund vouchers

Budgets                                                 5 years

Contracts
   With vendors/providers                              7 years after
                                                         termination/expiration

      Carls services provided elsewhere                7 years after
                                                        termination/expiration

Credit Card, Carls Center                               Rolling 5 years
    Monthly reconciliation review, Carls Center Card
    Month end reconciled reports, patient payments

Clinician Licenses/Permits/Registrations                Current, until superseded
                                                        (Academic programs
                                                        keep faculty/staff records
                                                        in accordance with
                                                        accreditation require-
                                                        ments)

Deposit records                                         Rolling 5 years

Documents of historical significance                    Permanent

Employee timesheets                                     Rolling 5 years

Expense Reimbursement                                   Rolling 5 years

                                                                                   29
     Personal expenditures related to work

HIPAA Staff/Student Training Records                      Rolling 1 year in active
                                                           files.
                                                          Rolling 6 year HIPAA
                                                           training log sheet (for
                                                          academic accreditations)

Insurance Policies/Contracts                              7 years after termination/
                                                          expiration

Legal documents, other                                    7 years after termination/
                                                          expiration
     Example, Appeal denial of admissions or continued
      treatment.

Licenses, Permits, Contracts                              Permanent

Manufacturer Invoices                                     Rolling 5 years
    Hearing Aid Statements

Material Safety Data Sheets                               Current, until superseded

Patient Applications                                      Current, until superseded
     for specialty programs; ex.-CDO’S Summer            Superseded 1 year
       Speech-Language Specialty Clinics (SSSC)

Petty cash vouchers                                       Rolling 5 years

Policies and Procedures                                   Current (S-drive), until
                                                          superceded;
                                                          Superceded 5 years

Purchase Orders                                           Rolling 5 years

Routers (hardcopy of encounter forms)                     Rolling 1 year

Reports-Departmental                                      Permanent
                                                          (hardcopy or
                                                          electronically filed in the
                                                          S-drive)

Service charges (to Patients)                             5 years
    Service Fees and Discount Determination Scales

Statistics on Admissions and Services                     Destroy after year-end
      Daily/monthly/quarterly                            statistics compiled

                                                                                     30
Surveys and Inspection Reports                                       3 years
                                                                     (hardcopy or
                                                                     electronically in the S-
                                                                     drive)
Clinic

Appointment Schedules                                                Life of software system

Equipment Inspection/Maintenance Files                               3 years

Equipment Operating Disks/Instructions                               Current
     All originals to be maintained by the designate Clinical
      Electronics/Information Technician

Master Patient (Medical Record Index)                                Indefinitely/Permanent

Medical Records                                                       Indefinitely/Permanent
    Senate Bill 465—Maintenance and Retention of Medical Records
       calls for minimum retention of seven (7) years from the last date an adult
       patient received services (and a retention period for the records of minors is
       7 years following the age of majority at 18 years), but the Carls Center will
       retain all records permanently for the purpose of research and education,
       if the file contains supporting authorization for research and education.

     All records accumulated on patients (whether filed as hardcopy,
      electronic or scanned) includes (but are not limited to): patient
      registration, most recent patient contact/demographic information,
      intake reviews, progress notes, discharge summary, diagnostic tests,
      authorizations, research waivers of authorization, disclosuretracking logs, consultant
      notes/reports. etc.

     Refer to the Carls policy on medical record retention providing
      protocols for record maintenance, storage and purging.

Spending money documentation                                         4 years



   COLLEGE OF HUMANITIES AND SOCIAL & BEHAVIORAL SCIENCES

DAC                                                                  Permanent

Donor Records (endowments, gifts, scholarships)                      Permanent

Grievance Materials                                                  7 years after separation

                                                                                                31
                        MUSEUM OF CULTURAL & NATURAL HISTORY

Accession Records                                       Permanent

Certificates of Gift                                    Permanent

Collecting Permit Reports                               Permanent

Specimen Data                                           Permanent


                                      PSYCHOLOGY

Case Studies                                            10 years

Psychology Center Client Records                        Permanent
  (including billing records)



                       COLLEGE OF SCIENCE AND TECHNOLOGY

                                      DEAN’S OFFICE

Residential College                                     7 years
      Advisor Forms
      Confirmation Forms
      Correspondence
      Database Participation Points


                                       CHEMISTRY

Hazardous Waste Manifest                                Permanent

Medical Waste Manifest                                  Permanent

Safety Inspection Reports                               Permanent



                                       LIBRARIES

                                   ACCESS SERVICES

                                                                    32
Automated Bill & Fine Records (NOTIS and III)               3 years

Manual Bill & Fine Records for Reserve                      3 years

Manual Circulation Bill & Fine Records                      3 years

Reserve Materials Lists submitted by Professors             5 years



                                 ACQUISITION SERVICES

Purchase Orders
      Books                                                 8-10 years
      Serials                                               Permanent

Correspondence with Publishers and Book or Serial Vendors   Permanent


                                  BUSINESS SERVICES

NPO Invoices                                                Current, plus 5
                                                            previous years


Timesheets with Original Signatures                         4 years



                               CLARKE HISTORICAL LIBRARY

Acquisition Purchase Records                                Permanent

Annual Reports                                              Permanent

Billing Records                                             2 years

Board of Directors (minutes & supplemental materials)       Permanent

Budgets (reports & receipts)                                7 years

Call Slips                                                  5 years

Donor Agreements                                            Permanent

Grant Files                                                 Permanent


                                                                              33
Microfilming Production Records                       2 years

Researcher Registration Forms                         5 years

Shelf List/Location Guides/Finding Aids               Until superseded


                                  INTERLIBRARY LOAN


Bursar Reports                                        Reports are shredded
                                                      as soon as all issues
                                                      related to that report
                                                      have been addressed

Circulation Records                                   Permanent

Correspondence Files                                  1 year

Fines Paid Files                                      3 months

Interlibrary Loan Reciprocal Borrowing Agreements     Permanent

Overdue Notices                                       Only retained where
                                                      troubleshooting a
                                                      problem is required;
                                                      shredded once problem
                                                      is resolved.

Patron Requests                                       1 year


                                   LIBRARY SYSTEMS

Bursar Reports (printed)                              1 year

Bursar Reports (electronic)                           1 week

Integrated Library System Backup Tapes-Annual         1 year

Integrated Library System Backup Tapes-Daily          7 days

Proxy Server Logs                                     Cleared first of each
                                                      month

Web Server Logs                                       Cleared at end of
                                                      each month

                                                                               34
                             MICHIGAN HISTORICAL REVIEW

Articles Submitted for Possible Publication               2 years

Issue copies (2 each)                                     Permanent

Subscription Payment Records                              2 years




                                 OFF CAMPUS SERVICES

Copyright Permission Approval Files                       4 years from expiration
                                                          based upon fiscal year
                                                          for Copyright
                                                          Clearinghouse records;
                                                          7 years from expiration
                                                          based upon fiscal year
                                                          for all other records

Course Packs                                              Permanent as long as
                                                          the faculty member still
                                                          uses them. After 3 yrs.
                                                          or inactivity, they are
                                                          returned to the faculty
                                                          member.

Document Delivery Patron Requests                         Permanent. Patron
                                                          name deleted on
                                                          records older than 1 yr

Fines Paid Files                                          Check copies retained
                                                          until proper posting is
                                                          verified.

Problem Transactions File                                 1 year (with personally
                                                          identifiable information
                                                          removed as soon as
                                                          the problem is no
                                                          longer actively being
                                                          addressed.)


                                  TECHNICAL SERVICES


                                                                                     35
Bindery Invoices                                                 2 years

Book Purchase Orders                                             Permanent (since 9/89)

Monograph and Serials Invoices                                   5 years

Serials Purchase Orders                                          Permanent (since 9/89)




                        OFFICE OF THE DEAN OF STUDENTS
                              ASSOCIATE DEAN OF STUDENTS

Policies & Procedures
Record copies of official university policies, procedures, &
regulations. Examples include those relating to solicitation,
freedom of information, contracting authority, investigations,
and general university operations
       Current                                                   Permanent
       Superseded                                                4 years

Probation/Dismissal Records
       Current                                                   Permanent
       Obsolete                                                  5 years


                         ACADEMIC ADVISING AND ASSISTANCE

Policies & Procedures                                            Permanent

Electronic Data
       Current                                                   Permanent
       Orientation Database                                      3 years
       Tutoring Database                                         5 years

Orientation Mentor Applications
       Temporary Employees                                       Upon completion of
                                                                 services; then
                                                                 forward to Human
                                                                 Resources

Undergraduate & Graduate students                                2 years

Orientation Materials
       Program Notebooks                                         5 years


                                                                                          36
       Reservation Cards                                      2 years
       Rosters                                                3 years

Reports
      Annual Report                                           Permanent
      Orientation/Enrollment Statistics                       5 years

Student Files (Academic Advising)
      Active                                                  Until Major signed
      Inactive                                                2 years

Tutoring Documentation
       Active                                                 Permanent
       Inactive                                               3 years

Academic Probation, Suspension, Dismissal Records
     Confidential misc. documentation
        Active                                                Permanent
        Inactive (not enrolled or graduated)                  3 years

Course Records                                                Permanent
      Documentation of EHS courses, including
      description and syllabus

Grade Books/Grade Lists                                       6 years



                                          ADMISSIONS

Undergraduate Applications For Admission
      Student application folders-not matriculated            1 academic year
                                                              beyond the intended
                                                              term of entry

       High school & college transcripts for non-applicants   1 year from receipt

       ACT score Profile Sheets for non-applicants            1 year from receipt

       Orientation fee cards for paid applicants              5 years


                                    CAREER SERVICES

Career Resource Center
      Bulletin listing backup                                 1 month after date of
                                                              posting


                                                                                      37
Cash Register Tapes                                   4 years

Computer/Electronic Data
     Registrant information                           Up to 5 years, or
                                                      discarded 9 months
                                                      after separation from
                                                      the University
                                                      (whichever comes first)

Correspondence (employer & general)                   1 year

Credential (currently in phase-out process)           < 2 years, or until phase
                                                      out process is complete
                                                      (whichever comes first)

Daily Payment Log                                     4 years

Interview Schedule                                    1 year

Referral Records (books)                              2 years

Registration Cards
       Candidate                                      2 years
       Employer                                       3 years from last visit



                                  COUNSELING CENTER

Computer Software Records                             Life of software

Department Records
      Annual reports                                  Permanent
      Committee records                               10 years
      Documents of historical significance            Permanent
      Evaluations/Research projects (data)            4 years
      Evaluations/Research projects (reports)         Permanent
      General correspondence                          7 years
      Meeting minutes                                 Permanent
      Search materials/files                          5 years

Fiscal Records
       Credit card statements/supporting documents    3 years
       Purchase Orders/invoice vouchers/supporting    2 years + current
         documents
       Travel expense vouchers                        2 years + current
       Financial reports/Accounting                   2 years + current
       Payroll documents/timesheets                   4 years

                                                                                38
Personnel Records
      Faculty                                             Duration of employment
                                                          (original to FPS upon
                                                          termination)

      Staff                                               Duration of employment
                                                          (original to HRS upon
                                                          termination)

      Student                                             Duration of employment
                                                          (original to SES upon
                                                          termination)

Policies & Procedures
       Current                                            Permanent
       Superseded                                         4 years

                               LEADERSHIP INSTITUTE

Leader Advancement Scholarship Application (paper)        2 years after selection
                                                          Process

Leader Advancement Scholarship Application Database       Permanent

Leader Advancement Scholarship Recipients’ Records        Ten years after
                                                          separation



                                     REGISTRAR


Registrar’s Office Forms

Athletic Eligibility Sheets by Student                    Online
Athletic Rosters by Sport                                 Online
Attendance Records (Current Employee, Time Sheets         3 years
       Payroll Info, Overtime, etc)
Change of Residence Status (R-244)                        2 years
Purchase Requisitions, Vouchers, etc.                     1 year
Residence Status Appeals & Changes                        3 years

Registrar’s Office Printouts

Budget Printouts                                          1 year
Distribution Record of Class Schedule and Undergraduate   2 years


                                                                                    39
      Bulletin
NCAA Athletic Eligibility                               8 years
Worksheets for Statistical Reports and Printouts        2 years
      Headcount, Sem. Hours, Geographic, Ethnic, etc.

Records Area Forms

Approval to Audit Card (SP10)                           Permanent (optical imaging)
Change of Grade Card (R-69)                             Permanent (optical imaging)
Change of Name, SSN & Birthdate Form                    1 year
Competency Cards                                        Permanent (optical imaging)
Concurrent Enrollment Applications                      See Student Folder
Credit by Examination Card with Grade                   Permanent (optical imaging)
Credit by Examination Application                       3 years
    a. Undergraduate
    b. Graduate
Credit/No Credit Request Card (R-272)                   Permanent (optical imaging)
Credit/No Credit and Audit Appeal Forms                 3 years
Extended Learning Corrected Schedules                   3 years
Experiential Learning Credit Granted Form (UNV Cred)    5 years
Final Class Lists – On-Campus, ECCO, EDP, Web           Online
Graduate – Request for 300-400 Level
    Courses for Graduate Credit                         See Graduate Folder
Interdepartmental Transcript Request (R-59)             1 year
Major/Minor Authorization                               See Student Folder
Permanent Record Cards                                  Permanent (Optical Imaging)
Removal of Incomplete or Deferred Grade Card (R-128)    Permanent (Optical Imaging)
Removal of Incomplete Exception Letters                 3 years
Removal of Incomplete Extension Letters                 2 years
Repeat Course Request Card (R-8)                        Permanent (Optical Imaging)
Request for Access to Official File                     See Student Folder
Semester Withdrawal/Delete Forms                        3 years
Student Folders
        a. Regular – Not Graduated                      4 years after Last
                                                        Recording
       b. Specials and Guests                           4 years after Last
                                                        Recording
       c. Student Deceased                              Records & Registration
                                                        7 years
      d. Academic Dismissal                             4 years after Last
                                                        Recording
      e. Graduated Students                             See UAS Section
Transcript Request Forms (R-57) & Letters               4 months
Transmittals                                            3 years
Withdrawal Appeal Forms                                 3 years
Withdrawal Request Card (R-42)                          3 years

Records Area Printouts

                                                                                  40
Admissions Clearing List                                5 years
Clearinghouse Printouts                                 1 year
Credit/No Credit Class Printout                         1 semester
Incomplete Grades - Alpha                               5 years
Misc Grade Recording Back-Up Data                       1 year
Probation and Academic Dismissals                       1 year
Rank in Class (no longer generated after Spring 2006)   10 years
Repeat Report                                           1 year
Semester Honors List (Dean’s/President’s Lists)         6 years
Verification Forms                                      1 year

Registration Area
Academic Load Appeals                                   3 years
Address Changes                                         1 year
Class Lists                                             Online
Class Schedule Worksheets (all cycles)                  Month after semester
                                                        begins
Course Catalog Card File                                Permanent
Course Catalog List                                     Online
Drop Appeals                                            3 years
Drop/Add/Change Forms (class schedule)                  1 year
Drop/Add Correction Cards (orange & white)              3 years
Final Building/Room Usage                               Permanent
Final Class Schedule                                    Permanent (online)
Non-Attendance Reports                                  1 year
PIN Resets (no longer exist)                            3 years (will be
                                                        destroyed July ’09)
Repeat Attempt Appeals                                  3 years
Room Reservations                                       2 years
Schedugraph Cards (stop using Summer ’08)               5 years
Section summary printout (final)                        20 years (now online)
Senior Citizen Audit Application                        Permanent
Special Topics Adds                                     Permanent (optical imaging)
Special Topics Exceptions (shadow system)               Permanent
Student Drop/Add (department requests)                  1 year
Time Conflict Exception Requests                        1 year

UAS FORMS

Appeal for change in Graduation Honors                  6 years
Application for Graduation (R-61a)                      See Student Folder
Diplomas – Returned Undeliverable                       Until Claimed
Diplomas – Students who did not graduate                1 year
Graduation Audit Sheet (R-70)                           1 year
Removal from Graduation List (Off Letter)               See Student Folder
Student Folder (Students Graduated)                     1 year after graduation


                                                                                  41
Transfer Recommendation Sheet (R-129)                      See Student Folder

UAS PRINTOUTS

Combined Graduation List                                   Permanent
Final Commencement List – Alpha                            Permanent
Transfer Credit Equiv by School                            Permanent

UAS PUBLICATIONS, REPORTS, NOTEBOOKS

College Catalogs                                           Permanent
Commencement Program (bound copy)                          Permanent
Commencement Programs (5 Copies)                           Permanent
Diploma Order                                              Permanent
Diploma Order by Degree                                    Permanent
Graduates in Honors Program Listing                        Permanent
Graduation ―OFF‖ List Book                                 Permanent
Graduation Honors List                                     Permanent
Graduation Statistics Book                                 Permanent
Master Certification List                                  3 years
Majors/Minors added After Graduation                       3 years

                            SCHOLARSHIPS & FINANCIAL AID

Institutional Student Information Record                   Current aid year, plus
                                                           5 previous aid years

Reports
      Applications for funds, reports, and annual fiscal   Permanent
      activity reports per the financial aid program and   University Archives
      federal audit reports

Short-Term Loan Applications                               5 years from academic
                                                           year loan was given

Student File                                               Current aid year, plus
                                                           5 previous aid years

Veterans Program
Audit Records and Computer Printouts                       3 years from report
                                                           Date

Federal Audit Reports                                      Permanent

Registrar’s Drop List                                      3 years

State Approval Correspondence                              Permanent


                                                                                    42
Student File                                                5 years

Student Employment Files                                    3 years after
                                                            employment expires


                             STUDENT DISABILITY SERVICES

Records of Students with Disabilities                       5 years


                                          STUDENT LIFE


Absence Reports (original)                                  1 year

Correspondence                                              2 years

Discipline Files
        Records of disciplinary actions                     1 year after graduation
                                                            or 3 years after last
                                                            enrollment

       Records of students with disciplinary holds,         Permanent
       suspensions, or dismissals

       Records of disciplinary referrals for students not   Until graduation or
       cited, records of students banned from campus,       3 years after last
       and disciplinary incidents not covered above         enrollment

Electronic Data (copyrighted software & data disk files)
       Current                                              Permanent
       Obsolete, unused, duplicate                          2 years

Fundraising Forms
      Fundraising request forms & backup                    3 years

Policies & Procedures
       Current                                              Permanent
       Superseded                                           2 years


Student Organization Files
Registration forms, constitutions and by-laws, and any
disciplinary information
        Current                                             Permanent
        Superseded                                          2 years

                                                                                      43
                                    VOLUNTEER CENTER

AB Site Specific Hold Harmless                                    1 year

Alcohol/$50 Deposit Form                                          1 year

Driver Affidavit                                                  3 years

Medical Release Forms                                             1 semester

Release of Liability                                              7 years

Volunteer Center Partnership Agreements                           Permanent


                       OFFICE OF INFORMATION TECHNOLOGY

                                  TECHNOLOGY OPERATIONS

Billing and Utilization Records                                   1 year after issue

Contract-Working Copy
      These are written agreements between CMU & a vendor         1 year after term of
      NOTE: Purchasing should have original, except               contract, or 1 year after
      when no purchase order is issued.                           it is superseded

Copyrighted Software                                              Per contract agreement

Data Files and Backups                                            Per application
                                                                  specification

Dayfile Access Log                                                5 years after occurrence

Documentation                                                     Current-discard
     Hardcopy or machine-readable instruction manuals             superseded pages
     for the use & maintenance or hardware or software

Service Records
       Service repair orders & student/faculty sales agreements   5 years from issue date

Central domain Security Logs                                      14 days

E-mail Logs
       -Inbound                                                   7 days (working on

                                                                                              44
                                                      upping to 30 days)
      -Outbound                                       30 days
      -Exchange                                       20 days
      -ListServ                                       At least 5 years
Backup
      -Altiris                                        15 days
      -TSM (backup)                                   Less than 30 days
Networking
      -Bradford Connection Log                        60 days
      -RADIUS Logs (wireless/dial-in)                 60 days

Intrusion Detection System                            21 days

Validations (Account Activity)                        Indefinite

Web Access Logs                                       6 months
                                 TELECOMMUNICATIONS

Billing Records                                       2 years

Blueprints/Switch R & Outside Plant                   Permanent

Completed Work Orders                                 2 years

Database Printouts                                    2 years

Employee Schooling/Training Certificates              Permanent

Legal Documents                                       7 years

Outside Vendor Construction Bids                      2 years

Outside Vendor Requests (GTE, Sprint, MCI, etc)       Duration of service

Repair Work Orders                                    1 year

Station Message Detail Recording (SMDR)               2 years

Training Schedule for SL-100                          1 year

Vendor Records                                        2 years




                                                                            45
                        OFFICE FOR INSTITUTIONAL DIVERSITY

                              MINORITY STUDENT SERVICES

Committee Records
     Official                                             Permanent
     Reference                                            2 years

Personnel Records (staff)                                 Permanent

Policies & Procedures (current)                           Permanent


Upward Bound
Financial Records & Student Records                       3 years from date of
                                                          submission of final
                                                          expenditure report or
                                                          date from last time
                                                          funds are drawn for a
                                                          particular fiscal year


                          OFFICE OF INTERNATIONAL EDUCATION

Exchange Agreements                                       Permanent

Faculty International Development,                        5 years after completion
 Grant Applications & Correspondence                      of grant project

Handbooks                                                 Permanent

International Faculty                                     Until citizenship is
                                                          effective

International Student & Study Abroad Statistics           5 years

International Student Files                               2 years after graduation
                                                          or leaving


Memorandums of Agreement/Memorandums                      Permanent
     of Understanding

Policies & Procedures Manual                              Permanent

                                                                                   46
Study Abroad
Study Abroad Student Files                                 5 years after
                                                           completion of program
Financial Files                                            5 years

Study Abroad Handbook                                      Information all on-line.

Statistics                                                 2001 – forward.



                               STUDENT PUBLICATIONS

                                           CM LIFE


Advertising Invoice                                        3 years

Classified Ad Invoice                                      3 years

CM Life-Bound Edition                                      Permanent

CM Life-Daily Edition                                      1 year

Display Advertising Invoice                                3 years

Legal Documents (advertising contract, advertising         7 years after
     insertion termination order, and instruction sheet)   termination

Student Advertising/Sales Payroll                          4 years

Student Reporter Payroll                                   4 years




                      DEVELOPMENT AND ALUMNI RELATIONS

Budget
      Equipment purchase orders                            Permanent
      Maintenance contracts                                Permanent
Files
      Alpha Subject (no longer created)                    10 years
      Biographical                                         Permanent


                                                                                      47
       Board, Committees, etc.                                       Permanent
       Campaign                                                      Permanent
       Constituency-based Program                                    Permanent
       Corporate                                                     Permanent
       Endowment                                                     Permanent
       Estate Planning                                               Permanent
       Gift Club                                                     Permanent
       Life Endowment                                                Permanent
       Loan Fund                                                     Permanent
       Matching Gift Companies                                       Permanent
       Obituaries                                                    Permanent
       Scholarship                                                   Permanent

Publication Samples
       Annual Report (discontinued after 92/93)                      Permanent
       Brochure                                                      Permanent
       Centralight                                                   Permanent
       Donor proof sheet (discontinued)                              Permanent
       Gift card, reply envelope & mailing envelope (discontinued)   Permanent
       President’s Report                                            Permanent
       Yearbook                                                      Permanent

Receipts, Reports & Forms
      Contribution listing (kept indefinitely on computer)           1 year
      Monthly report
          July-May                                                   2 years
          June                                                       Permanent
      Numeric donor receipts (no longer created)                     7 years
      Payroll deduction                                              7 years
      Pre-fund historical giving printouts                           Permanent



                    FINANCE AND ADMINISTRATIVE SERVICES

          OFFICE OF THE VICE PRESIDENT AND CHIEF FINANCIAL OFFICER


Committee Records
Minutes and related records pertaining to official
Finance & Administrative Services division committees
        Official Records                                             Permanent
        Reference and courtesy                                       2 years
Policies & Procedures
Record copies of official university policies, procedures, and
regulations. Examples include those relating to freedom
of information, contracting authority, investigations, and

                                                                                 48
general university operation.
      Current                                               Permanent
      Superseded                                            4 years


                             FINANCIAL PLANNING & BUDGETS

Operating and Capital Budget Records
     Budgets approved by Board of Trustees                  7 years
                                                            University Archives

      Budget Revisions                                      3 years after fiscal
                                                            year-end

      Original Allocations                                  4 years after fiscal
                                                            year-end

Position Control                                            Permanent or 7 years
                                                            after position
                                                            elimination, whichever
                                                            comes first

State Budget Requests                                       5 years

University Fees                                             Permanent


                                FACILITIES MANAGEMENT

Accident Reports                                            5 years

Apprenticeship Records                                      3 years after employee
                                                            termination

Bids & Quotes (and related documentation)                   4 years

Contracts (all)                                             Permanent

Employee Time Cards and Sheets (staff & student)            4 years

Funded Grant Files                                          5 years after
                                                            grant termination

Grant Applications                                          3 years

Maintenance Work Order Reports (hard copy & microfiche)     7 years

Maintenance Work Orders                                     7 years after expiration

                                                                                       49
Material Safety Data Sheets                                     3 years

Overtime Authorization Sheets                                   3 years

Plan Evaluation Schedules                                       Permanent

Procedures
     Current                                                    Until superseded
     Superseded                                                 3 years

Utility Bills                                                   7 years

Utility Consumption Records                                     Permanent

Utility Consumption Records (summarized)                        Permanent



                                    GENERAL COUNSEL

Legal Documents
      Deeds, easements, titles, legal opinions, active          Permanent
      contracts, etc.

        Expired or cancelled agreements, contracts, insurance   7 years
        policies, and related terminal documents

Property Records                                                Permanent
Materials pertaining to: land acquisition, negotiation
papers, correspondence, agreements, options, deeds,
surveys, purchase contracts, legal opinions, specifications
blueprints, and related materials that are pertinent to the
property and structures that are university owned.


                                   HUMAN RESOURCES

Office of the Associate Vice President
Policies/Procedures/Guidelines                                  Current/until
                                                                superseded

Benefits and Wellness
Claims (self insured)                                           7 years
Deposit Receipts                                                2 years

Disclosure of Protected Health Information                      6 years


                                                                                   50
Employee Enrollment Records                                Active employee only

Insurance Policies/Contracts                               7 years post
                                                           termination

Plan Documents                                             Permanent

Reconciled Invoices                                        3 years

Salary Reduction Agreements/Maximum Calcs                  7 years post
                                                           termination

Summary Plan Descriptions                                  Current

Tuition Waivers                                            7 years

Utilization Data/Insured Programs                          3 years

Central Health Improvement Program Facility / Worker’s Compensation
By-laws, Policies, Procedures                              Current

Equipment Inspection and Maintenance Records               3 years

Equipment Operating Instructions                           Current

Licenses and Permits                                       30 years post
                                                           termination

Medical Records/Case Files                                 30 years post
                                                           termination

Employment and Compensation
1-9 Forms                                                  3 years from date of
                                                           hire or 1 year past
                                                           separation, whichever
                                                           is longer

Activity Records (staff)/Bidder lists and Postings         5 years

Annual Adjustment Records                                  3 years

Apprenticeship Records                                     2 years from date
                                                           apprenticeship received

Criminal History Checks                                    1 year post term, unless
                                                           there is a criminal
                                                           history then record is
                                                           kept 30 yrs post term

                                                                                   51
Compensation Surveys                                     3 years

Driver Qualification Files                               30 years

Exemption Issues                                         Permanent

Exit Interviews                                          2 years

Higher Classification Pay & Special Assignment Pay       3 years

Independent Contractor Forms                             7 years

Reference Check questions and documentation              3 years

Job Content Summaries                                    7 years

Job Descriptions and ADA Data                            10 years

Labor Condition Applications                             30 years post term

Longevity Records                                        7 years

Medical Records (pre-employment physicals, ADA,          30 years post
     FMLA, etc)                                          termination

Mercer Position Information Questionnaires/Evaluations   10 years

Position Creations & Eliminations                        2 years

Resumes/Applications – Solicited                         3 years

Special Rate Adjustment                                  7 years

Staff Personnel Files (hard copies)                      10 years post term

Staff Personnel Files (optical disk)                     30 years post term

Seniority Lists                                          2 years

Temporary Employee Records and any notification          3 years post term

Unemployment Records                                     5 years

Union Notification of Personnel Transactions             1 year

Vacancy Reports                                          1 year


                                                                              52
Wage Rate Tables/Schedules                                       10 years

Employee Relations and Training
Arbitration (briefs, exhibits, transcripts/notes) & Grievances   10 years

Bargaining Notes and Proposals                                   10 years

Collective Bargaining Agreements                                 Permanent

Contracts with Outside Vendors                                   7 years post term

Disciplinary records                                             7 years post term

Investigations                                                   7 years post term

Student Employment
Student Employment Personnel Files                               5 years after filing of
                                                                 Federal Fiscal Operations
                                                                 Report pertinent to file

College Work Study fiscal year-end balancing reports             5 years after filing of
                                                                 Federal Fiscal Operations
                                                                 Report pertinent to file


                               OFFICE OF THE CONTROLLER

                                     Accounting Services

Cash Disbursements
     Cancelled checks (Accounts Receivable, Accounts             5 years
     Payable, and Payroll)

      Cash Receipts (old system); includes receipts              5 years
      issued to document cash received by any
      university activity and corresponding billing
      invoices where applicable (including UC cash receipts)

      Endowment Files                                            Permanent

      Escheats                                                   5 years

Financial Statements & Reports                                   Permanent
      Year-end detailed report of transactions by account        University Archives
      and public financial statements (detail available
      since 1975)


                                                                                       53
Grants
      Financial reports, supporting documents, statistical   5 years after grant
      records, and other records pertinent to a grant        termination

Journal Entries
      Including corresponding backup documentation,          5 years
      monthly development spreadsheets and audit files

Legal Documents (general revenue bonds and trusts)           Permanent

Scholarship Files                                            Permanent


                                     Campus ID Office

Additional Meal Forms                                        3 years

ID Card Replacement Forms                                    7 years or more

Meal Plan Change Forms                                       3 years

Misuse of ID Forms                                           3 years

Passport Style Photos Forms                                  3 years

Temporary ID Card Forms                                      3 years
                                    Payable Accounting

Account Reconciliations                                      7 years

AP Reports – includes Vendor Maintenance                     7 years
Create/Changes, Debit Balance Vendors, Open
Encumbrances, GR/IR Analysis, Bookstore Material
Returns/Vendor Credits, IC New Hire Reporting (and
related supporting documents)

Cash Disbursements-includes hard copy of check               7 years
registers, invoice vouchers and vendor invoices/credit
memos, (general and non-employee travel with related
supporting documents)

Form 1099 MISC (payer’s copy), electronic and hard copy      7 years
forms/records for IRS, State and Michigan City reporting

IRS CP2100-A (B-Notice) Reports (and related supporting      7 years
documents)

IRS Form W-9, Substitute Form W-9 and other documentation    Permanently

                                                                                   54
of Vendor Tax Status

IRS TIN (Taxpayer ID Number) Match Request/Verification      Permanently
Forms

Unclaimed Property/Escheated Check Reports                   Permanently


                                      Payroll Accounting

Account Reconciliations (concerning liability accounts)      3 years

Credit card applications                                     As long as individual
                                                             has card

Deposit Receipts-EFT or ACH for payroll funding deposits
     Funding                                                 3 years
     Tax Deposits                                            4 years

Employee File
     Includes retirement system information (except
     the plan selection record), personnel transaction
     form, salary letters, faculty/staff transmittals, and
     payroll deduction authorizations
         Active                                              Until terminated
         Terminated                                          3 years
         Retired                                             3 years
         Deceased                                            3 years

       Retirement Plan Record                                3 years after
                                                             retirement, death,
                                                             or until person reaches
                                                             70 years old

Investment Records
      Cash receipts-State appropriations                     3 years
      Investment confirmations                               3 years
      Investment Reports                                     3 years
      Investment work sheets                                 3 years

NRA 8233 (Treaty Agreements)                                 4 years

Payroll Audit Registers                                      3 years
      By check numbers (kept in Accounting Services)
      Payroll has the ability to run SAP reports for 3 yrs

Payroll Reports (1042, 941,MI Withholding,TIAA-CREFF,MESC)   4 years


                                                                                       55
Retirement Reports                                              Permanent

Time Sheets and Time Cards (staff & students)                   2 years
      Report of employee name, social security number, leave
      balances, organization number, earning code, hours paid
      each pay period. (Time cards are kept in department
      where employee is paid, and most departments also
      keep a copy of timesheets on file)

W-2 Forms (employer’s copy)                                     3 years

W-2 Forms (returned undeliverable)                              3 years

W-4 Forms (cancelled)                                           4 years

1042 (employer’s copy)                                          4 years

Financial Information Systems
Documentation Data                                              Permanent or life of
                                                                system

Security Data                                                   Permanent or life of
                                                                system

Travel and Employee Reimbursements
All Reports and Expense Vouchers                                6 years


                                         Police

Arrest Book                                                     Permanent

Bicycle Registration                                            Permanent

Complaint Book                                                  Permanent

Complaint Cards                                                 1 year

Delinquency Notices                                             1 year

Financial Summaries                                             5 years

Lien Information and Tests                                      5 years

Officer Daily Reports                                           5 years

Parking Ticket Appeal Forms                                     3 years


                                                                                       56
Parking Tickets – Paid, Void or Unused                              3 years

Parking Tickets – Unpaid                                            5 years

Police Reports                                                      Permanent

Property Records                                                    7 years

Returned Decals                                                     1 year

Shift Summary Reports                                               5 years

Temporary Vehicle Permit                                            1 year

Traffic Tickets (open & closed)                                     7 years

Vehicle Registration Cards                                          5 years

Warrant Worksheets                                                  5 years

Weapons Registration                                                7 years




                                          Purchasing

Bids and Quotes (and related documents)                             4 years

Legal Documents
      Deeds, easements, titles, legal opinions, active              Permanent
      contracts, etc.

Miscellaneous Records
      Invoices and supporting documents for purchases               4 years
      from State of Michigan-Federal Property Section

      Cost reports of federally funded buildings & equipment        7 years

       Equipment sales records                                      4 years

Policies & Procedures
       Record copies of official university policies, procedures,
       and regulations relating to solicitation.
          Current                                                   Permanent
          Superseded                                                4 years

Purchase Orders (Supplies & Equipment)                              4 years

                                                                                57
Equipment Inventory
Capitalized Equipment Purchase Orders                        Permanent

CMU Take Sheets (tagging new items)                          3 years

Documentation of additions, deletions and intra-university   4 years from
     relocations of equipment inventory                      transaction

Equipment Inventory Reports                                  3 years

Tag Number Sequence Book                                     1 year

Year-End Inventory Report (microfiche)                       3 years

Mailroom
External Retention Schedule
      US Postal Department-Delivery Receipts                 Current fiscal yr+1 yr
      US Postal Department-Receipts                          Current fiscal yr+1 yr
      United Parcel Pick-Up Summary                          Current fiscal yr+1 yr

Internal Retention Schedule
       Large Distribution Samples                            Current fiscal year

      Small Distribution Samples                             Current fiscal Year

      Management Reports
        Daily printouts                                      Current month
        Final edited monthly printout                        Current fiscal yr+1 yr
        Meter money spend (1/2 sheet copies)                 Current fiscal yr+1 y r
        Work load reports                                    Current fiscal year (on
                                                             paper) +4 years
                                                             (on disk)

      Meter Reading Books                                    Current fiscal year

University Stores
Inventory and Adjustment Reports                             3 years

Monthly Report (and related backup material                  3 years

Purchase Orders (Receiving)                                  6 months, except
                                                             equipment POs

Reports-Paperwork
     Audit Trails
         Date                                                3 years
         Type Code                                           3 years

                                                                                       58
      Part number                                                3 years
      Daily Work File                                            3 years
      Inventory Value Report (biweekly)                          1 year
      Inventory Value (monthly)                                  1 year
      Management Report (monthly)                                3 years
      Purchase Orders                                            3 years
      Reconciliation Sheets (monthly)                            3 years
      Stores Requisitions                                        3 years
      Usage/Usage Summary (monthly)                              3 years
      Usage History Report (monthly)                             3 years

Stores Requisitions                                              Current fiscal year
                                                                 plus 2 years


                       Student Account Services and University Billing

Bankruptcy Files-Dismissed                                       11 years

Cash Receipts-SLCM System                                        3 years
     Includes receipts issued to document cash received
     through university departmental activity and
     corresponding billing invoices where applicable.
     In addition, the SAP-FI cashier’s checkout report
     is maintained to record all other cash receipts

Collections (all documents)                                      7 years

Email Account-RECACCT Correspondence                             3 years

Quickpay                                                         3 years
      Credit card payments, reports, and documentation

Invoices, memos, data entry                                      Scanned and then
                                                                 destroyed immediately
                                                                 after scanned

Perkins Student File                                             1 year after account
                                                                 is paid in full

Receivables-Legal Accounts (Bankruptcy & Judgments)              4 years after account
      Promissory notes repaid or cancelled (including            is closed
      cancellation, postponement & deferment forms and
      discharged bankruptcies)

Returned Checks                                                  Permanent

Student Files                                                    Permanent

                                                                                         59
      All activity maintained on SLCM system.
      Archiving maintained within SCLM.

Third Party Invoices                                            3 years


                               Residence & Auxiliary Services

Committee Records
    Official                                                    4 years
    Reference                                                   2 years

Policies and Procedures
       Current                                                  Permanent
       Superseded                                               2 years

Bookstore
Cash Register Tapes                                             Current + 1 prev. year

General (copies, purchase orders, invoices, credits, etc)       3 years

Student Charge Slips                                            3 years

Office of Residence Life
Active & Cancelled Application and Agreements (scan cards)      7 years

Administrative Files                                            5 years

Apartment Supervisor Applications                               3 years

Cancelled Apartment Contracts                                   4 years

Discipline Letters and Referrals to Office of Student Life      4 years

Electronic Data (Anything pertinent to data/files)
       Copyrighted software and data disk files
        Current                                                 Based on type of data
        Obsolete, unused, duplicate                             2 years

Fire Drill Reports                                              2 years

Guest Meal/Room and Cash Deposit Statements                     4 years

Guest Registration Cards, Guest Reports                         4 years

In-Hall Situational Reports                                     5 years

Inventory Records

                                                                                         60
      Equipment on hand                                             3 years
      Equipment disposed of                                         3 years

No. 2 Cards                                                         7 years

RA/MA Employment Files                                              7 years

Residence Assistant/Multicultural Advisor Applications              3 years

Residence Hall Directors Weekly Housing Reports                     2 years

Residence Life Incident Reports                                     7 years

Rosters (student housing assignments, alpha & room)                 7 years

Summer Conference Administrative
    Paperwork                                                       3 years
    Receipt Books                                                   3 years
    Registration Cards                                              3 years

Telephone Call Sheets                                               1 year

Printing Services
Copy Center Work Request Orders                                     2 years
      Duplicate copies of original work order showing
      specifications, charges, and payment

Invoices-Accounts Receivable                                        3 years

Job Envelopes                                                       3 years
      Contains production procedures, supplies used,
      all labor & supply costs, billing figures, proofs, delivery
      receipts, delivery dates, and proofing information.
      Used for reorder reference and related administrative
      purposes.

Receipts (duplicate copies of cash sales)                           3 years

Thesis Order Forms                                                  5 years
      Duplicate copy of Graduate Studies Thesis binding
      approval forms showing dates, price, delivery dates,
      and settlement information.

University Center
Business Office
      Cash bank deposit slips & daily records                       2 years

Dining Services & University Center Building

                                                                              61
Accounts Receivable Invoices                              4 years
     Alcohol Records                                      4 years
     Banquet Service Orders/Room Reservations             2 years
     Grocery Bids                                         3 years
     Inventory Reports                                    3 years
     Licenses, Permits, Contracts                         Permanent
     Purchase Orders                                      2 years
     Student Manager Incident Reports                     1 year

                                    Risk Management

Accidental Injury Forms                                   4 fiscal years-then
                                                           transfer to
                                                          EH&S permanent files

Bonds: Notary & Liquor                                    10 fiscal years

Certificate of Insurance – Issued by CMU                  Current policy year + 1
                                                          previous policy year

Certificate of Insurance – Outside Groups & Vendors       Current fiscal year + 1
                                                          previous policy year

Educational Trip Forms                                    1 fiscal year + the current
                                                          year

Claims:
      Auto-Motor Vehicle Accident Reports                 4 yrs. from close of claim
      General Liability                                   7 yrs. from close of claim
      E&O (Errors & Omissions)                            7 yrs. from close of claim
      Property                                            7 yrs. from close of claim
      All others (Sports Camps, PA, PT, etc.)             7 yrs. from close of claim

Incidents:
      Auto                                                4 yrs. from occurrence
                                                          date
      General Liability                                   4 yrs. from occurrence
                                                          date
      E&O (Errors & Omissions)                            4 yrs. from occurrence
                                                          date
      Property                                            4 yrs. from occurrence
                                                          date
      All others (Sports Camps, PA, PT, etc.)             4 yrs. from occurrence
                                                           date
Insurance Coverage Summary
      Risk Mgmt. schedule depicting summary of policies   Permanent – transfer to
                                                          General files


                                                                                    62
Motor Vehicle Inventory                                                Most current

Motor Vehicle Record (MVR) Reports                                     4 fiscal years +
                                                                       current year
Policies
       Auto                                                            7 policy years
       General Liability                                               7 policy years
       E & O (Errors & Omissions)                                      7 policy years
       Property                                                        7 policy years
       All Other Policies                                              Permanent Record

Property Artwork of Other Forms                                        2 policy years + current
                                                                       year
Room Reservation Forms
     Vendors & Off Campus Groups                                       Current fiscal year

RSO – Low Risk Academic Year Waiver                                    Current fiscal year
                                                                       + 1 previous year

Environmental & Safety Services
Appointment Calendars                                                  Current fiscal year

Accident Reports                                                       Current fiscal year
      All accidents involving faculty, staff, students, and visitors   + 30 years

Building Department Industrial Hygiene Safety                          Life of building
Environmental Files                                                    +30 years
       Records pertaining to the operation of the facilities,
       departments, safety/industrial hygiene investigation,
       safety/industrial hygiene inspections, industrial hygiene
       environmental monitoring, and fire/fire alarm testing

Environmental Policies (Pollution, UST, etc.)                          7 years after expiration

Committees                                                             5 years
    Minutes & related records in correspondence pertaining to
    official safety committee and subcommittee

Electronic Data
       Department policies & procedures (separate disks)               Current fiscal year
                                                                       + 30 years
      Attendance record, testing & training materials
      for all safety training                                          Permanent

Equipment Instructions & Maintenance Logs                              Life of instrument

Formaldehyde Test Results                                              Length of employment

                                                                                                  63
                                                                Plus 30 years

HIPAA Training Records                                          6 years or length of
                                                                employment, whichever
                                                                is greater

Industrial Hygiene Environmental Training and Results
      Personal monitoring                                       Length of employment
                                                                + 30 years
      Area monitoring                                           30 years

Material Safety Data Sheets                                     Most current
                                                                Outdated will be kept
                                                                30 years

Respiratory Fit Testing Documentation                           Duration of
                                                                employment + 30 years
Work Orders-Special Service Requests
     Maintenance, repair or installation of safety              Current fiscal year
     related items                                              + 30 years

     General                                                    Current fiscal year
                                                                + 1 year

                                           SAP
                              HR and FI Information Systems

SAP Security Logs                                               1 year
     Daily security logs of changes made to security profiles


                                     University Events

Artist/Speaker Contracts                                        7 years from event

Artist/Speaker Files                                            3 years

Facilities Use Contracts                                        3 years from use date

Room Reservation Information                                    9 years on computer

University Center Box Office Records                            7 years




                                                                                        64
                                 University Health Services

Administrative Office
Accident (or incident) Report                                 7 years (then scan
                                                              to optical disk)

Bylaws, Policies, Procedures                                  Permanent

Communicable Disease Report to State &                        3 years
    Local Health Departments

Licenses, Permits, Contracts                                  Permanent

Permits – Alcohol & Narcotics                                 Permanent until
                                                              superseded

Reports – Departmental                                        Permanent

Statistics on Admissions and Services (daily & monthly)       Destroy after year-end
                                                              statistics compiled

Surveys and Inspection Reports                                3 years
                                                              University Archives

Business Office
Budgets                                                       5 years

Charges to Patients                                           5 years

Timesheets                                                    5 years

Clinic
Appointment Schedules                                         3 years

Medical Records                                               Hard copies-7 years
     Records accumulated on patients (e.g. progress notes,    from last date of service,
     laboratory, x-ray reports, consults, etc)                then scan to optical disk
                                                              Electronic medical
                                                              records –permanent

Patient Registration                                          Permanent

Patient’s Name Index                                          Optical scan after 7 yrs

Engineering
Equipment Operating Instructions                              Permanent

Equipment Records on Inspection & Maintenance                 5 years

                                                                                         65
Work Orders                                               2 years

Personnel-Employee Health Record                          Optical scan after 7 yrs

Pharmacy (Controlled Substance)
Inventory and Order Form 1451                             2 years

Narcotics Dispensed                                       Permanent

Narcotics Inventory                                       5 years

Prescriptions                                             5 years

Insurance
Accident Reports (Worker’s Comp)                          6 years

Laboratory, Therapy, and X-Ray
Appointment Logs                                          3 years

Index to Patient Records                                  Permanent
(where not duplicated in medical records)

Register of Tests                                         5 years
(chronological until statistics are compiled/daily log)

Requests for Tests                                        2 weeks

X-Ray
        Negative chest films                              10 years
        Roentgenograms                                    5 years


                                        Recreation/SAC

Copies of Invoices (from credit card                      3 years
purchases), journal transfers, purchase
orders, business credit card statements

Daily Cash Logs & Cash Register Tapes                     4 years

Daily Guest Pass Forms/Signed Waivers                     7 years

Discipline/Incident Reports/Sanctions                     4 years

Facility Safety Check Reports                             7 years

Facility Usage Waivers                                    7 years

                                                                                     66
Injury/Accident Reports                                    7 years

Intramural League Results                                  Do not retain

Intramural Registration Forms                              5 years

Membership Applications                                    7 years

Personal Training Client Records                           4 years

Safety/Lifeguard/CPR Course Records                        5 years

Safety/Lifeguard/CPR Course Registration                   5 years

Score Sheets                                               5 years

Sports Results                                             1 year

Student Employee Personnel Records                         4 years

USwim Registration Forms                                   5 years


            GOVERNMENTAL RELATIONS AND PUBLIC AFFAIRS

Budget Requests                                            Permanent
                                                           University Archives

Capital Outlay Budget Requests                             Permanent
                                                           University Archives
Copies of Appropriation Acts and Other Legislation of      Permanent
     Interest to CMU

Michigan Manuals, 1961-Present                             Permanent

State of Michigan Public & Local Accounting 1951-Present   Permanent


    CENTER FOR APPLIED RESEARCH AND RURAL STUDIES (CARRS)


Account Reconciliation-Monthly                             4 years

Contracts                                                  5 years from expiration


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Credit Card Receipts/Statements                                    3 years

Data List of Names & Addresses                                     Kept per IRB approval

Electronic-CATI Lab Questionnaire, results, compilations of data   Permanent

Employment Applications – Student (not employed)                   2 years

Equipment Inventory Reports                                        3 years

General Information Files                                          10 years

Graduate Assistant Applications                                    2 years after completion
                                                                   of service

Grants                                                             5 years after grant
      Financial records, supporting documents, statistical         termination
      records, and other records pertinent to a grant

Institutional Review Board Approval                                3 years after research
                                                                   completion

Payroll-Original timesheets & attendance (staff & student)         4 years

Purchase Orders                                                    3 years

Research Data                                                      Permanent

Research Final Report and Support Materials                        Permanent

Returned Written Copies of Surveys                                 2 years




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