University Records Retention Schedule


The University Records Retention Schedule exists to provide the university community with guidance on the retention and disposal of university records. The schedule supports the university's Records Retention Policy and establishes retention periods based on the content and purpose of university records.

The University Records Retention Schedule

  • Describes various types of records existing within the University.
  • Specifies the duration that records of a given type are to be retained.
  • Applies to records identified as "university records" based on their purpose and content.
  • Applies to university records without regard to the form or media in which the records exist (e.g., paper, email, server, tape, disk).
  • Indicates the department or other unit responsible for the management and storage of retained records.
  • Indicates for each record type a "data classification" which guides security practices for active and archived records, and the disposal of expired records. Please refer to the Records Retention Policy for cautions related to destruction of university records.

Academics & Programs

Teaching, Research, College, Department, Extension, Accreditation, Faculty

Administrative & Financial

Calendars, Strategic Plans, Budget, Funding, Purchasing, Sales, Receivables

Facilities & Property

Property, Inventory, Construction

Governance, Legal, Safety

Regents, State, Federal, Contracts, Agreements, Donations, Public Safety, Risk Management

Institutional Research, University Statistical Data

Surveys, Profiles, Comparison Reports


Applicants, Leave, Performance, Personnel Actions, Wage-Hour Reports


Events, Publications, Speeches, Dedications, Observances, Conferences

Reports, Correspondence & Meetings

Letters, Memoranda, Consultants, Committees, Councils, Associations, Affiliates, Societies

Students & Alumni

Applications, Admissions, Financial Aid, Grades, Graduates, Alumni Lists