Records and Retention
Records Retention Manual
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 1.1 | Accounts Payable: Invoices | Bill for goods or services received | 6 years | Destroy | MU Policy |
| RM 1.2 | Accounts Payable Records | Documentation regarding amounts owed on open account for goods or services received. Includes bills for goods and services received, journals in which accounts payable and their payments are recorded (e.g., ledgers, voucher registers) | 4 years | Destroy | None |
| RM 1.3 | Accounts Receivable | Amounts due from others on open accounts as a result of providing goods or services. | 4 years | Destroy -Secured | None |
| RM 1.4 | Annuity Records | Statement of payroll deduction for employee's annuity plans. | 4 years | Destroy -Secured | None |
| RM 1.5 | Bad Debt Records | Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. | 4 years | Destroy - Secured | None |
| RM 1.6 | Balance Sheets | A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. | 4 years | Destroy -Secured | None |
| RM 1.7 | Cash Accounting Records | Includes documentation regarding the disbursement and receipts of cash. Includes Cash Book (record of cash transactions showing running balance); Cash Disbursement Journals (special journal used exclusively to record disbursements of cash); Cash Journal (journal of cash received); Cash Register Tapes and Receipts. | 4 years | Destroy -Secured | None |
| RM 1.8 | Chart of Accounts | A list of accounts used by organization with each account usually assigned a number or code | 5 years | Destroy | MU Policy |
| RM 1.9 | Cost Accounting | Record analyzing cost for producing certain items or performing certain tasks. | 6 years | Destroy | MU Policy |
| RM 1.10 | Credit Card Receipts: Other than P-Card | Credit card receipts created through the sales of goods and services by the university. Destroy media containing cardholder data when it is no longer needed for business or legal reasons and requirements of credit card companies. | 4 years | Destroy -Secured | MU Policy |
| RM 1.11 | Expenditure Report | Periodic reports of expenditures, usually by department or account. | 4 years | Destroy -Secured | None |
| RM 1.12 | Fixed Assets Records | Inventory and other information maintained on capitalized assets (structures, site improvements, machinery and equipment, information systems, furniture and fixtures, and vehicles). | Active Plus 6 years | Destroy | None |
| RM 1.13 | General Ledgers. | A book containing a summary or detail of all transactions affecting the accounts of an institution. | 6 years | Destroy -Secured | Review for historical value and transfer to Institutional Archives |
| RM 1.14 | Invoices | Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment. | 4 years | Destroy -Secured | None |
| RM 1.15 | Journals | The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions. | 4 years | Destroy -Secured | None |
| RM 1.16 | Payroll | Special pay for faculty. | Active plus 15 years | Destroy -Secured | MU Policy |
| RM 1.17 | Payroll Records | Payroll documentation including checks, payroll deduction authorizations, (all forms used to authorize deductions); change reports (bi-weekly listings of payroll adjustments through personnel concerning full-or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, removals.) Arranged by pay period. | 4 years | Destroy -Secured | None |
| RM 1.18 | Payroll Audits | Audit of bi-weekly and monthly payroll of classified and unclassified staff. | Current year plus 1 years | Destroy | None |
| RM 1.19 | Petty Cash Records | N/A | 4 years | Destroy -Secured | None |
| RM 1.20 | Plant Funds: CAS State Contract Encumbrances | N/A | 6 years | Destroy -Secured | None |
| RM 1.21 | Plant Funds: CAS Voided State Warrants | N/A | 4 years | Destroy -Secured | None |
| RM 1.22 | Plant Funds: OAKS State Vouchers | N/A | 6 years | Destroy -Secured | None |
| RM 1.23 | Procurement Card (P-Card) Documentation | Including: statements from bank regarding P-Card use, transaction forms, and other supporting documentation. | 5 years | Destroy -Secured | Original receipts retained in department of card owner. Alternatively, the receipt may be kept electronically MU Policy |
| RM 1.24 | Requisitions | Forms used to order goods and services. | 4 years | Destroy | None |
| RM 1.25 | Royalty Payments | N/A | 4 years | Destroy -Secured | None |
| RM 1.26 | Student Accounting Records | Documentation on individual 久久热视频s' paid/unpaid accounts; records of canceled registrations, including amount owed and reason; correspondence; account activity record; insurance records; tuition remission records. | 4 years | Destroy -Secured | None |
| RM 1.27 | Student Accounting Records: Dorm Contracts | Actual agreement and Release Files between 久久热视频s and residence halls governing room and board and fee. Includes application, correspondence, meal plan authorizations, and record of decision reached concerning request to break contracts. | Active plus 8 years | Destroy -Secured | Contracts, external |
| RM 1.28 | Student Accounting Records: Financial Aid | Includes documentation of award amounts disbursed (name, type, amount of award); canceled checks/stubs, check journals showing payments for financial aid made to 久久热视频s; Accounting Billing Letters (concerns 久久热视频s who withdrew or reduced credit hours and were billed for the return of surplus aid money). | 4 years | Destroy -Secured | None |
| RM 1.29 | Student Accounting Records: Insurance Records | Record of 久久热视频s enrolled in university or college health program. | 4 years | Destroy -Secured | None |
| RM 1.30 | Subsidiary Ledgers | A book of accounts of an institution. | 4 years | Destroy -Secured | None |
| RM 1.31 | Tax Documentation: State of Ohio Sales Tax | N/A | 6 years | Destroy -Secured | None |
| RM 1.32 | Tax Documentation: State of Ohio Excise Tax | N/A | 6 years | Destroy -Secured | None |
| RM 1.33 | Tax Documentation: City of Oxford Bed Tax | N/A | 6 years | Destroy -Secured | None |
| RM 1.34 | Tax Documentation: Payroll TDEPS 941s | N/A | 6 years | Destroy -Secured | None |
| RM 1.35 | Tax Documentation: MU990T | N/A | 6 years | Destroy -Secured | None |
| RM 1.36 | Tax Documentation: Federal Tax Returns | N/A | 6 years | Destroy -Secured | None |
| RM 1.37 | Tax Documentation: Financial OBOR Report | N/A | 20 years | Destroy -Secured | None |
| RM 1.38 | Tax Documentation: Financial IPEDS Report | N/A | 20 years | Destroy -Secured | None |
| RM 1.39 | Telephone Expense Records | Periodic reports of long distance and local phone charges. | 4 years | Destroy -Secured | None |
| RM 1.40 | Travel Reimbursement Records | Documentation of expenses incurred on official institutional travel. | 4 years | Destroy -Secured | None |
| RM 1.41 | Unemployment Insurance Payments | N/A | 4 years | Destroy -Secured | None |
| RM 1.42 | Vending Commission Income Records | Record of money received as commission on vending contracts. | 4 years | Destroy -Secured | None |
| RM 1.43 | Vouchers | A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction. | 6 years | Destroy | MU Policy |
| RM 1.44 | Workers Compensation Payments | N/A | 4 years | Destroy -Secured | None |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 2.1 | Academic Grievance Files | Files documenting grievances of 久久热视频s against faculty members. | Active plus 6 years | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives. |
| RM 2.2 | Admissions: Applicant Flow Data File | Statistical information, percentages dealing with race, religion, sex, etc. | 6 years | Destroy | None |
| RM 2.3 | Admissions (Applicants who do Matriculate): Advanced Placement Records | Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. | Active plus 1 year | Destroy -Secured | None |
| RM 2.4 | Admissions (Applicants who do Matriculate): Applications for Admission or Readmission | Forms requesting admission or readmission to the institution. | Active plus 1 year | Destroy -Secured | None |
| RM 2.5 | Admissions (Applicants who do Matriculate): Correspondence | Forms requesting admission or readmission to the institution. | Active plus 1 year | Destroy -Secured | None |
| RM 2.6 | Admissions (Applicants who do Matriculate):Entrance Examination and Placement Test Reports | Standardized test scores related to admission to the institution and placement test scores. | Active plus 1 year | Destroy -Secured | None |
| RM 2.7 | Admissions (Applicants who do Matriculate):Letters of Recommendation | Letters of reference supporting application to the institution. | Active plus 1 year | Destroy -Secured | None |
| RM 2.8 | Admissions (Applicants who do Matriculate):Medical Records | Medical records related to application to the institution. | Active plus 1 year | Destroy -Secured | None |
| RM 2.9 | Admissions (Applicants who do Matriculate):Medical Records of Registered Students | Student counseling records case notes. | Active plus 7 years | Destroy -Secured | MU Policy |
| RM 2.10 | Admissions (Applicants who do Matriculate):Personalized Recruitment Materials | Student-specific letters related to encouraging potential 久久热视频s to attend the institution. | Active plus 3 years | Destroy -Secured | VA regulations require that all recruitment materials be retained for 3 years. |
| RM 2.11 | Admissions (Applicants who do Matriculate):Portfolios | N/A | Active | Return to Student | Retain until the admission determination is made and the 久久热视频 is advised of the admission decision. MU Policy. |
| RM 2.12 | Admissions (Applicants who do Matriculate):Transcripts from High School | N/A | Active Plus 1 year | Destroy -Secured | Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. |
| RM 2.13 | Admissions (Applicants who do Matriculate):Transcripts from Other Institutions of Higher Learning | Records of courses take at other post-secondary institutions and documents supporting prior learning, including credit for military training. | Active plus 1 year | Destroy -Secured | Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. |
| RM 2.14 | Admissions (Applicants who do Matriculate):Transfer Credit Evaluations | N/A | Active plus 1 year | Destroy -Secured | None |
| RM 2.15 | Admissions (Applicants who do not Matriculate): Acceptance Letters | Student-specific correspondence relating to admission and enrollment at the institution. | Active plus 1 year | Destroy -Secured | None |
| RM 2.16 | Admissions (Applicants who do not Matriculate):Acceptance Letters | Letters notifying 久久热视频s of acceptance or non-acceptance to the institution. | 1 year | Destroy -Secured | None |
| RM 2.17 | Admissions (Applicants who do not Matriculate): Access to See Letters of Recommendation Waiver | Student waivers for rights of access to see Letters of Recommendation for Admission. | Active plus 3 years | Destroy -Secured | None |
| RM 2.18 | Admissions (Applicants who do not Matriculate):Advanced Placements Records | Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. | 1 year | Destroy -Secured | None |
| RM 2.19 | Admissions (Applicants who do not Matriculate):Applications for Admission or Readmission | Forms requesting admission or readmission to the institution. | 1 year | Destroy -Secured | None |
| RM 2.20 | Admissions (Applicants who do not Matriculate): Correspondence | Forms requesting admission or readmission to the institution. | 1 year | Destroy -Secured | None |
| RM 2.21 | Admissions (Applicants who do not Matriculate): Entrance Examination and Placement Test Reports | Standardized test scores related to admission to the institution and placement test scores. | 1 years | Destroy -Secured | None |
| RM 2.22 | Admissions (Applicants who do not Matriculate): Foreign Students Forms | I-20 and other Forms | Active plus 3 years | Destroy -Secured | Since many items included in foreign 久久热视频's records are to be retained for at least 5 years, it is recommended that Immigration and Naturalization Service documentation also be retained 5 years. |
| RM 2.23 | Admissions (Applicants who do not Matriculate): Letters of Recommendation | Letters of reference supporting application to the institution. | 1 year | Destroy -Secured | None |
| RM 2.24 | Admissions (Applicants who do not Matriculate): Medical Records | Medical records related to application to the institution. | 1 year | Destroy -Secured | None |
| RM 2.25 | Admissions (Applicants who do not Matriculate):Personalized Recruitment Materials | Student-specific letters related to encouraging potential 久久热视频s to attend the institution. | Active plus 3 years | Destroy -Secured | VA regulations require that all recruitment materials be retained for 3 years. |
| RM 2.26 | Admissions (Applicants who do not Matriculate):Portfolios | N/A | Active | Destroy -Secured | Retain until the admission determination is made and the 久久热视频 is advised of the admission decision. MU Policy. |
| RM 2.27 | Admissions (Applicants who do not Matriculate):Transcripts from High School | N/A | 1 year | Destroy -Secured | Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. |
| RM 2.28 | Admissions (Applicants who do not Matriculate):Transcripts from Other Institutions of Higher Learning | Records of courses take at other post-secondary institutions and documents supporting prior learning, including credit for military training. | 1 year | Destroy -Secured | Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. |
| RM 2.29 | Admissions (Applicants who do not Matriculate): Residency Status Documents | Documents supporting determination of legal domicile (residency) for tuition purposes | 6 years | Destroy -Secured | None |
| RM 2.30 | Admissions (Graduate Student): Program Inquiries | N/A | 3 years | Destroy -Secured | MU Policy |
| RM 2.31 | Classes: Audit Authorizations | Approval form to audit a class | Active plus 3 years | Destroy -Secured | None |
| RM 2.32 | Classes: Change of Schedule Add/Drop Form | N/A | Active plus 1 year | Destroy -Secured | None |
| RM 2.33 | Classes: Class Schedules (Students) | List of classes 久久热视频 took during a given term | Active plus 1 year | Destroy -Secured | None |
| RM 2.34 | Classes: Credit by Examination Form | N/A | Indefinitely | Permanent | None |
| RM 2.35 | Classes: Credit/No Credit Approvals | N/A | Active plus 3 years | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives |
| RM 2.36 | Classes: Evaluations, Class/course | Summary evaluations of course by 久久热视频s | 6 years | Destroy -Secured | MU Policy (2012) |
| RM 2.37 | Classes: Independent Study Permits | N/A | Active plus 3 years | Destroy -Secured | MU Policy |
| RM 2.38 | Classes: Official Class Roster | List of 久久热视频s enrolled for individual classes | Active plus 3 years | Destroy -Secured | None |
| RM 2.39 | Classes: Pass/Fail Request | N/A | Active plus 1 year | Destroy -Secured | None |
| RM 2.40 | Classes: Registration/Enrollment Forms | N/A | Active plus 3 years | Destroy -Secured | None |
| RM 2.41 | Classes: Syllabi | Course syllabi faculty distribute to 久久热视频s. | Active plus 6 years | Archival Review | Review for continuing administrative and historical value. MU Policy. |
| RM 2.42 | Classes: Tests and Exams | The actual exam (paper copy or electronic) | Active plus 1 year | Destroy -Secured | Retain one year after end of term. MU Policy |
| RM 2.43 | Classes: Withdrawal Authorizations | N/A | Active plus 3 years | Destroy -Secured | None |
| RM 2.44 | Curriculum: Catalogs | Official bulletins of the institution | Indefinitely | Archival Review | Review for continuing historical value and potential transfer to institutional archives |
| RM 2.45 | Curriculum (Continuing Education): Course Proposals not Approved | N/A | 1 year | Destroy | MU Policy |
| RM 2.46 | Curriculum (Continuing Education): Approved Course Approvals | N/A | 6 year | Destroy | MU Policy |
| RM 2.47 | Curriculum: Development Files | Files documenting approval of new programs and degrees. | Indefinitely | Archival Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 2.48 | Curriculum (Schedule of Classes): Departmental | Department worksheets (electronic or hard copy) informing Registrar of courses department will teach each semester. | Active plus 1 year | Destroy | MU Policy |
| RM 2.49 | Curriculum (Schedule of Classes): Institutional | Schedule of classes offered each term by the institution. | Indefinitely | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 2.50 | Financial Aid: General/Non-Recipient Files | Copy of FAF for 久久热视频s who did not receive aid or enter the university or college | 1 year | Destroy -Secured | None |
| RM 2.51 | Financial Aid (Non U.S. Department of Education Funding): General Administrative | Annual Interim Fiscal Operations Reports. Reports to federal government on expenditures for federal programs. | Active plus 6 years | Destroy -Secured | Review for continuing administrative or historical value and potential transfer to institutional Archives. |
| RM 2.52 | Financial Aid (Non U.S. Department of Education Funding): National Guard Scholarship Rosters | List of 久久热视频s receiving scholarships from the Ohio National Guard. | Active plus 1 year | Destroy -Secured | Review for continuing administrative or historical value and potential transfer to institutional Archives. |
| RM 2.53 | Financial Aid (Non U.S. Department of Education Funding): Ohio Academic Scholarship Rosters | List of 久久热视频s receiving scholarships for current academic year. | Active plus 1 year | Destroy -Secured | Review for continuing administrative or historical value and potential transfer to institutional Archives. |
| RM 2.54 | Financial Aid (Non U.S. Department of Education Funding): Ohio Bureau of Vocational Rehabilitation Grants Files | Record of awards by state agency for handicapped 久久热视频s. | Active plus 6 years | Destroy -Secured | None |
| RM 2.55 | Financial Aid(Non U.S. Department of Education Funding): Ohio Instructional Grants- Files | Record submitted by 久久热视频 for payment of fees. Eventually sent to OBOR for payment. | Active plus 1 year | Destroy -Secured | Review for continuing administrative or historical value and potential transfer to institutional Archives. |
| RM 2.56 | Financial Aid (Non U.S. Department of Education Funding): Ohio Instructional Grants- Rosters | Lists of 久久热视频s receiving grants for current academic year | Active plus 6 year | Destroy -Secured | None |
| RM 2.57 | Financial Aid (Non U.S. Department of Education Funding): Student Files | Files on recipients: FAF's & FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed 久久热视频 loan applications, health profession & nursing loan files, scholarships, National Merit Scholarships, graduate assistants, sponsored 久久热视频 accounts. | Active plus 6 years | Destroy -Secured | None |
| RM 2.58 | Financial Aid (Non U.S. Department of Education Funding): Work-Study Student Files | Contains application, PERS exemption form, and evaluations of 久久热视频s employed under Work-Study Program. | Active plus 6 years | Destroy -Secured | None |
| RM 2.59 | Financial Aid (U.S. Department of Education Funding): Federal Loan Check Registers | Record of checks sent to 久久热视频s for National Direct Student Loans and Health Education Assistance Loans. | Active plus 3 years | Destroy -Secured | None |
| RM 2.60 | Financial Aid (U.S. Department of Education Funding): General Administrative | Annual Interim Fiscal Operations Reports. Reports to federal government on expenditures for federal programs. | Active plus 3 years | Archival Review | Review for continuing administrative or historical value and potential transfer to institutional Archives. |
| RM 2.61 | Financial Aid (U.S. Department of Education): Student Files | Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, Statement of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed 久久热视频 loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored 久久热视频 accounts. | Active plus 3 years | Destroy -Secured | None |
| RM 2.62 | Financial Aid (U.S. Department of Education): Work-Study Student Files | Contains application, PERS exemption form, and evaluations of 久久热视频s employed under Work-Study Program. | Active plus 3 years | Destroy -Secured | None |
| RM 2.63 | Grades: Change of Forms (Updated Documents) | N/A | Indefinitely | Permanent | None |
| RM 2.64 | Grades: Faculty Grade Book (Paper or Electronic) | Used for storing and computing assessment grades for exams, quizzes, presentations, or other 久久热视频 grades. | Active plus 6 years | Destroy -Secured | MU Policy |
| RM 2.65 | Grades: Faculty Grade Report (Grade or Narrative) | Copy of grade reports as submitted to registrar by faculty. | Indefinitely | Permanent | None |
| RM 2.66 | Grades: Grade Reports (Registrar's Copies) | Copy of grade report as sent to 久久热视频. Grade or narrative. | Active plus 1 year | Destroy -Secured | None |
| RM 2.67 | Grades: Grade Statistics | N/A | Indefinitely | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives. |
| RM 2.68 | Graduation: Applications for Graduation | N/A | Active plus 1 year | Destroy -Secured | None |
| RM 2.69 | Graduation: Commencement 久久热视频 | N/A | Indefinitely | Archival Review | Review for administrative and historical value and potential transfer to institutional Archives |
| RM 2.70 | Graduation: Graduation Authorizations | Documents certifying completion of degree requirements | Active plus 1 year | Destroy -Secured | None |
| RM 2.71 | Graduation: Graduation Lists | N/A | Indefinitely | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives |
| RM 2.72 | Head Start | Documents of Head start meetings and grantee level matters | Active plus 5 years | Destroy -Secured | None |
| RM 2.73 | IPEDS Report | Integrated Post-secondary Education Data System | Indefinitely | Destroy -Secured | None |
| RM 2.74 | OBOR Report | Ohio Board of Regents | Active plus 1 year | Indefinitely | Permanent |
| RM 2.75 | Placement Files | Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained. | Active plus 1 year | Destroy -Secured | None |
| RM 2.76 | Requests: Disclosures of Personally Identifiable Information | None | Active plus 3 years | Destroy -Secured | None |
| RM 2.77 | Requests: Health Insurance Waivers | Signed waiver indicating 久久热视频's acceptance or waiver of university 久久热视频 health insurance. | 1 year | Destroy -Secured | None |
| RM 2.78 | Requests: Student Requests for Nondisclosure of Directory Information | N/A | Active plus 3 years | Destroy -Secured | None |
| RM 2.79 | Research: Graduate Students | No external funding or intellectual property. | Active plus 6 year | Destroy -Secured | MU Policy |
| RM 2.80 | Research: Grant Files (Awarded) | Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. | Active plus 6 years | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives |
| RM 2.81 | Research: Grant Files (Awarded-State Only) | Files containing proposal, budgets, accounting information on grants received by faculty members from state agencies. | Active plus 6 year | Destroy -Secured | MU Policy |
| RM 2.82 | Research: Grants Files (Discovery Center) | Includes project files, grant model school research files, budget, program files. | Active plus 7 year | Archival review | Review for continuing administrative and historical value and potential transfer to institutional Archives. MU Policy |
| RM 2.83 | Research: Grant Files (Not Awarded) | Applications and proposals by faculty for grants that were not funded. | 1 year | Destroy -Secured | None |
| RM 2.84 | Research: Research Protocol Committee Files | Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. | Active plus 10 year | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives. |
| RM 2.85 | Research: Research Protocol Records | Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file. | Active plus 3 year | Destroy -Secured | None |
| RM 2.86 | Statistics: Degree | N/A | Indefinite | Permanent | None |
| RM 2.87 | Statistics: Enrollment | N/A | Indefinite | Archival Review | None |
| RM 2.88 | Statistics: Racial/Ethnic | N/A | Indefinite | Permanent | None |
| RM 2.89 | Student Disciplinary Files | Files maintained by 久久热视频 affairs on 久久热视频s who have been accused of disciplinary violations. | See 久久热视频 Student Handbook Code of Student Conduct, Disciplinary Records. | Destroy -Secured | MU Policy |
| RM 2.90 | Student Records: Academic Records | Record of academic work pursued, including: grades, competency assessments, etc. | Indefinite | Permanent | None |
| RM 2.91 | Student Records (Academic Records): Graduate Students | N/A | Indefinite | Permanent within Department or Unit | MU Policy |
| RM 2.92 | Student Records: College or Departmental Office Files | Files maintained in individual college and department offices on 久久热视频s enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes 久久热视频s who have graduated, actively enrolled 久久热视频s, and 久久热视频s who are no longer actively enrolled. | Active plus 1 year | Destroy -Secured | None |
| RM 2.93 | Student Records: Continuing Education | Files include two types of records: 久久热视频s enrolled in special interest courses, and 久久热视频s enrolled in professional certification programs. | Active plus 3 years | Destroy -Secured | None |
| RM 2.94 | Student Records: Correspondence | Student-specific correspondence (other than admissions) | Active plus 1 year | Destroy -Secured | None |
| RM 2.95 | Student Records: Program Requirement Modification | Change of major forms; degree requirement waiver or substitution authorization. | Active plus 1 year | Destroy -Secured | MU Policy |
| RM 2.96 | Student Records: Transcript Requests (other than 久久热视频 requested) | N/A | Active plus 3 years | Destroy -Secured | None |
| RM 2.97 | Student Records: Veterans Administration Records and Correspondence | N/A | Active plus 3 years | Destroy -Secured | None |
| RM 2.98 | Tuition and Fee Schedule | Listing of fee charges for each term by an institution | Indefinite | Archival Review | None |
| RM 2.99 | Requests: Student's Written Consent for Records Disclosure | N/A | Active plus 3 years | Destroy- Secured | None |
| RM 2.100 | Matriculated Students: Residency Application and Supporting Documentation | N/A | Active plus 6 years | Destroy - Secured | None |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 3.1 | Environmental Monitoring Records | N/A | 5 years | Destroy -Secured | None |
| RM 3.2 | Radioactive Materials: Transportation Records | DOT Transfer record; Authorization for shipment of RAM; and Off-site transfers. | Indefinite | Permanent | None |
| RM 3.3 | Radioactive Materials: Waste Records | RAM use cards, specific use, and disposal information | Active plus 3 years | Destroy | None |
| RM 3.4 | Space Utilization Request Forms | None | 10 years | Destroy | MU Policy |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 4.1 | Annual Financial Report | Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and 久久热视频 service areas. May include audit report. | 10 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. MU Policy. |
| RM 4.2 | Audit Report: External | Final report of state or independent auditor. | 4 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. MU Policy. |
| RM 4.3 | Audit Report: Internal | Final report internal auditor. | SUP | Destroy -Secured | Until Superseded by new internal audit; but no longer than 10 years. MU Policy. |
| RM 4.4 | Bank Deposits | Record of deposits in banking institutions | 4 years | Destroy -Secured | None |
| RM 4.5 | Bank Reconciliations | Explanation of differences between bank statement balance and actual balance. | 4 years | Destroy -Secured | None |
| RM 4.6 | Bank Statements | Periodic statement of bank balances. | 4 years | Destroy -Secured | None |
| RM 4.7 | Bids (Accepted) | For purchases | Active plus 6 years | Destroy | None |
| RM 4.8 | Bids (Rejected) | For purchases | 3 years | Destroy | None |
| RM 4.9 | Bond Registers | Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. | Active plus 6 years | Destroy -Secured | None |
| RM 4.10 | Budget (Institutional) | Final, approved, yearly budget for institution, usually in printed form. | Active plus 1 year | Destroy | Review for continuing historical value and potential transfer to institutional Archives |
| RM 4.11 | Budget-Planning Documents | Budget requests, including program plans for coming year, usually by cost center. | Active plus 1 year | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 4.12 | Budget Transfers | N/A | Active plus 4 years | Destroy | MU Policy |
| RM 4.13 | Canceled Checks | Checks deposited by remote capture are retained in a secure location for a period of 14 days at which time they are destroyed. Banking industry standard. | 4 years | Destroy -Secured | None |
| RM 4.14 | Check Register | Book or original entry for all cash disbursements paid by check. | 4 years | Destroy | None |
| RM 4.15 | Delivery Slips | Documents sent with purchased goods indicating item(s) shipped. | 3 years | Destroy | None |
| RM 4.16 | Endowment Fund Reports (Annual) | Annual report of funds received and expended by endowment accounts. May be in form of report to donors. | Active plus 6 years | Destroy -Secured | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 4.17 | Endowment Fund Reports (Periodic) | Periodic report of funds collected or expended by endowment accounts. | Active plus 6 years | Destroy -Secured | None |
| RM 4.18 | Purchase Orders | Purchasing Office's copy of order to a supplier authorizing purchase of goods. | Active plus 6 years | Destroy | None |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 5.1 | Accreditation Files | University, college or department files documenting accreditation review by accrediting agencies. | 4 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 5.2 | Bookstore Management Documentation | Including buy-back records, cash drawer sign-out sheets, cashier balancing forms, charge forms, mark-up/mark-down sheets, merchandise return records, and special orders. | 4 years | Destroy -Secured | None |
| RM 5.3 | Input Documents | Copies of records or forms designed and used solely for the data input and control. | Until Superseded | Destroy -Secured | None |
| RM 5.4 | NCAA Compliance Records | N/A | 7 years | Destroy -Secured | MU Policy (2014) |
| RM 5.5 | Organizational Charts | N/A | Active plus 10 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 5.6 | Preschool Program: Attendance Records | Preschool attendance and emergency sheets | Active plus 6 years | Destroy -Secured | None |
| RM 5.7 | Preschool Program: Children's Files | Includes screening evaluation forms, contracts, parental and developmental information, reports from outside agencies, examples of 久久热视频 work, health records from physicians, and information from Social Services Coordinator. | Indefinite | Permanent | None |
| RM 5.8 | Print Center Work Orders | Signed Print Center work orders (internal documents). All information is captured in PrintSmith job ticketing system database. Signature only for receiving final product. | Active plus 1 year | Destroy | None |
| RM 5.9 | Program Review Files | All documents associated with the review cycle of academic departments/programs. | Indefinite | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 5.10 | Records Destruction Documentation | N/A | 10 years | Destroy -Secured | None |
| RM 5.11 | Subject Files: General Administrative | Files of correspondence, reports, memoranda, etc., documenting activities of general administrative offices [Note: excludes President, Vice-President, Director, Dean, or Chair and other upper level administrative offices]. | 3 years | Destroy | MU Policy |
| RM 5.12 | Subject Files: President, Vice President, Director, Dean, or Chair | Files of correspondence, reports, memoranda, etc., documenting activities of these upper level administrative offices. | 3 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 5.13 | Surplus Property Documentation | N/A | Active plus 6 years | Destroy | None |
| RM 5.14 | Transient Records | All informal and/or temporary messages (including but not limited to those stored in e-mail and voice mail, including .way audio files) and all notes and all drafts used in the production of public records by any 久久热视频 employee. Transient material also includes anonymous, unsigned and/or unsolicited written or electronic materials, including but not limited to anonymous 久久热视频 complaints, anonymous writings from individuals inside or outside the institution and voice mail messages. This includes tape recordings of University Senate and Board of Trustees meetings. | Retain until no longer of administrative value | Destroy | In order to prevent accidental deletion, voice mail is retained on the University server for a period of 30 days. Voice mail content that may be identified as a record should be moved to a medium that supports recordkeeping, e.g. email. MU Policy. |
| RM 5.15 | University Government Files | Files of minutes of boards, committees, and other governance groups documenting official actions of governing bodies. | 3 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 6.1 | Affirmative Action: Complaint Files | Record of staff or 久久热视频 grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically. | Active plus 6 years | Destroy -Secured | None |
| RM 6.2 | Affirmative Action: EE-06 Report [EEOC] | Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees. | 6 years | Destroy -Secured | None |
| RM 6.3 | Affirmative Action: Plan Files | Procedures and regulations to be followed, work force analysis, goals, timetables, statistics. | 6 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 6.4 | Affirmative Action: Position Applicant Files | Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Personnel Office. Under these headings, files are arranged alphabetically by department or office. | 6 years | Destroy -Secured | None |
| RM 6.5 | Classified Staff Report | Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range/step, suspensions, terminations, etc. | 1 year | Destroy -Secured | None |
| RM 6.6 | Classified Staff Report: Categorical Summary | Listing of civil service employees categorized by race and sex. | 6 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 6.7 | Classified Staff Report: Surveys, Wage, and Fringe Benefits | Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs | 3 years | Destroy -Secured | None |
| RM 6.8 | Classified Staff Report: Suspension Files | Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation. | 5 years | Destroy -Secured | None |
| RM 6.9 | Classified Staff Report: Union Dues Membership List | Copy of bi-weekly listing of university or college employees paying dues to unions, including pertinent personal data, classification, and department. | 4 years | Destroy -Secured | None |
| RM 6.10 | Collective Bargaining Agreements | N/A | Active plus 6 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 6.11 | Department Assistance File (Classified) | Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. | 1 year | Destroy | None |
| RM 6.12 | Employment(Classified Staff): Applicant Card Files | Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. | 3 years | Destroy -Secured | MU Policy |
| RM 6.13 | Employment (Classified Staff): Application Files | Includes application form, resume, test results, referral and interview data. | 3 years | Destroy -Secured | MU Policy |
| RM 6.14 | Canceled Position Files | Application forms, correspondence sent and received concerning positions that have been canceled. | 3 years | Destroy | MU Policy |
| RM 6.15 | Certification Files (Classified Staff) | Record of employees who have attained certification in their classification. May include log book and printouts. | Active plus 3 years | Destroy -Secured | None |
| RM 6.16 | Employment (Classified Staff): Personal Requisitions | Departmental request placed whenever a position within the department becomes vacant | 3 years | Destroy | None |
| RM 6.17 | Employment (Classified Staff): Selection Criteria Form | Form providing an explanation to why a person was or was not hired for a university or college position | 3 years | Destroy -Secured | None |
| RM 6.18 | Employment (Faculty): Application Files (non-hires) | Contains application, correspondence, resumes, etc. from applicants for positions | 3 years | Destroy -Secured | None |
| RM 6.19 | Reserved for future use | N/A | N/A | N/A | None |
| RM 6.20 | Employment (Faculty): Declinations Files | Contracts, recommendations, letters of people who have declined positions | 3 years | Destroy -Secured | None |
| RM 6.21 | Employment (Faculty): Disciplinary Files | Findings should go in personnel file and follow retention | Active plus 15 years | Destroy -Secured | MU Policy (2007) |
| RM 6.22 | Employment Faculty: Employee Benefits Records | Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes. | Active plus 15 years | Destroy -Secured | None |
| RM 6.23 | Employment (Faculty): Promotion and Tenure Files | Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file. | Active plus 10 years | Destroy -Secured | Review for continuing administrative or historical value and potential transfer to institutional Archives. MU Policy. |
| RM 6.24 | Employment (Faculty): Search Committee | Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms. | 3 years | Destroy | MU Policy |
| RM 6.25 | Employment (Graduate Assistants): Enrollment Report | N/A | 2 years | Destroy | MU Policy |
| RM 6.26 | Employment (Graduate Assistants): Letters of Offer | N/A | 3 years | Destroy -Secured | MU Policy |
| RM 6.27 | Employment (Residence Hall Advisor): Not Selected | Files on candidates not selected as residence hall advisors | 3 years | Destroy | None |
| RM 6.28 | Employment (Residence Hall Advisor): Selected | Files on candidates selected for employment as residence hall advisors. | Active plus 6 years | Destroy | None |
| RM 6.29 | Employment (Unclassified Staff): Applicant Files | Resumes on file | 3 years | Destroy -Secured | MU Policy |
| RM 6.30 | Employment (Unclassified Staff): Recruitment/Search Files | Staff search files. May contain position authorization forms, job descriptions, minutes, applicants's credentials, search chronology, authorization to hire forms, correspondence. | 3 years | Destroy | None |
| RM 6.31 | Employment (Unclassified Staff): Employee Benefits Records | Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes. | Active plus 15 years | Destroy | None |
| RM 6.32 | Employment: Student Summer Contracts | Flyers for on-and-off campus employment opportunities | Active | Destroy -Secured | None |
| RM 6.33 | Employment: Verification | N/A | Active plus 1 year | Destroy -Secured | MU Policy |
| RM 6.34 | Employment Forms: 1099 | Federal form used to report salaries, wages, and tips of temporary employees | 6 years | Destroy -Secured | None |
| RM 6.35 | Employment Forms: I-9s | Federal employment eligibility verification for employees | After employment terminates: Hire date plus 3 years or last work date plus one year (whichever is greater). | Destroy -Secured | Originals maintained in a single discrete location. MU Policy |
| RM 6.36 | Employment Forms: Payroll Deduction Authorizations | All forms used to authorize deduction for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. | Active plus 6 years | Destroy -Secured | None |
| RM 6.37 | Employment Forms: W-2 | Federal form reporting salaries, wages, and tips for each employee to the IRS | 6 years | Destroy -Secured | None |
| RM 6.38 | Employment Forms: W-4 | Forms completed by employee showing federal tax withholding exemptions | Active plus 6 years | Destroy -Secured | None |
| RM 6.39 | Faculty Employment Reports: Activity and Service | Records for the academic year and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department. | Active plus 6 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 6.40 | Employment Forms: Index System | Cards or other reference list for all active and inactive faculty | Active plus 6 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 6.41 | Garnishment Documentation | Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. | Active plus 3 years | Destroy -Secured | None |
| RM 6.42 | Hazardous Materials: Exposure Documentation | Radioactive materials. Files of monthly reports of persons exposure to Radioactive Materials. Incident Reports; report of Radioactive Materials Incident. | Indefinite | Permanent | None |
| RM 6.43 | Hazardous Materials: Radioactive Materials Safety Workers | Includes training records, exposure records, applications and authorizations, documents of authorized Users Lab; Specific RW Training/Interview; Emergency Notification. And Declaration of Pregnancy Forms. | Indefinitely | Permanent | None |
| RM 6.44 | Hazardous Materials: Radioactive Materials Authorized Users | Includes applications for non-human use of RM; Statement of prior Training and Experience; Authorization for Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM. | Indefinitely | Permanent | None |
| RM 6.45 | Layoff Documentation: Classified Staff | File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. | 5 years | Destroy -Secured | None |
| RM 6.46 | Leave Record: Classified & Unclassified Staff | Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. | 5 years | Destroy -Secured | None |
| RM 6.47 | Leave Record: Faculty | Vacation and sick leave earned and used. | Active plus 6 years | Destroy | None |
| RM 6.48 | Ohio Board of Regents Annual FTE Report | Annual print-out by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents. | 1 year | Archival Review | Review for continuing administrative or historical value and potential transfer to the institutional Archives |
| RM 6.49 | Performance Evaluations: Classified Staff | File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluation. | 5 years years | Destroy | None |
| RM 6.50 | Performance Evaluations: Reclassification Files | Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation. | 5 years | Destroy -Secured | None |
| RM 6.51 | Faculty: Promotion and Tenure Policy | Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty. | 10 years | Archival Review | Review for continuing administrative or historical value and possible transfer to institutional archives. |
| RM 6.52 | Faculty: Teaching Evaluations | Student evaluations of teacher's performance. Used for reappointment, promotion, and tenure. | 6 years | Destroy -Secured | MU Policy (2012) |
| RM 6.53 | Performance Evaluations-Unclassified Staff | File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations. | 6 years | Destroy -Secured | None |
| RM 6.54 | Performance Evaluations-Unclassified Staff, Reclassification Files | Records of university or college employee reclassification with accompanying job audit reviews, audit appeals, positions description questionnaires, correspondence, and final decision documentation. | 5 years | Destroy -Secured | None |
| RM 6.55 | Personnel Files: Labor Condition Application File | Records of employee requests made to the Department of Labor. | Active plus 1 years | Destroy | None |
| RM 6.56 | Personnel Files: Classified Staff | Employment record maintained for full-time and part-time classified employees. Files may contain application, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand. | Active plus 15 years | Archival Review | Review for continuing administrative value. MU Policy. |
| RM 6.57 | Personnel Files: Classified Staff, Card File | File Card coordinate to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. | Active plus 15 years | Destroy -Secured | Review for continuing administrative value. MU Policy. |
| RM 6.58 | Personnel Files: Classified Staff, Summer Employment | Record of employees with alternate, summer job responsibilities usually in dining halls, union, health center, residence halls, and custodial. | 5 years | Destroy | Review for continuing administrative value. MU Policy. |
| RM 6.59 | Personnel Files: Employee Benefits Records | Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes. | Active plus 15 years | Destroy | None |
| RM 6.60 | Personnel Files: Faculty | Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, evaluation forms, STRS forms. | Active plus 15 years | Archival Review | Review for continuing administrative value. MU Policy. |
| RM 6.61 | Personnel Files: Job Enrichment Records (Leaving Miami) | N/A | Active plus 2 years | Destroy | None |
| RM 6.62 | Personnel Files: Job Enrichment Records (Retirement) | N/A | Immediate | Destroy | None |
| RM 6.63 | Personnel Files: Student Employees | Active and inactive files. Student authorization forms, State and Federal withholdings, PERS, steps increases, termination notices, reclassification forms, exemptions | Active plus 6 years | Destroy | Review for continuing administrative value |
| RM 6.64 | Personnel Files: Student Employees (Summary Report) | Stipend list, updated social security number reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earning report, time cards by sequence number. | 1 year | Destroy | None |
| RM 6.65 | Personnel Files: Unclassified Staff | Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate. | Active plus 15 years | Destroy | Review for continuing administrative value. MU Policy |
| RM 6.66 | Position Descriptions: Classified Staff | Master file of classified job descriptions. Retained for pay-range classification purposes. | Active | Destroy | None |
| RM 6.67 | Position Descriptions: Faculty | Description of current positions. | Active | Destroy | None |
| RM 6.68 | Position Descriptions: General | None | 3 years | Destroy | None |
| RM 6.69 | Position Descriptions: Student Job Cards | Job descriptions for campus and off-campus positions which have been filled or are no longer offered | Active | Destroy | None |
| RM 6.70 | Position Vacancy Announcement | Job descriptions for each university or college position posted | 6 years | Destroy | None |
| RM 6.71 | Public Employees Retirement Systems (PERS) File: Classified Staff | Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included. | Active plus 6 years | Destroy -Secured | None |
| RM 6.72 | Public Retirement Systems (PERS) File: Unclassified Staff | Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included | Active plus 6 years | Destroy -Secured | None |
| RM 6.73 | Public Employees Retirement Systems (PERS) Log: Classified Staff | Record of university or college classified employees and their date of retirement and address | Active plus 6 years | Destroy -Secured | None |
| RM 6.74 | Public Employees Retirement Systems (PERS) Log: Unclassified Staff | Record of university or college classified employees and their date of retirement and address | Active plus 6 years | Destroy-Secured | None |
| RM 6.75 | State Classification File (Classified Staff) | Lists of classification by pay range as directed by the State Department of Administrative Services | Until superseded | Destroy -Secured | None |
| RM 6.76 | Super Bill Files | Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims. | 4 years | Destroy -Secured | None |
| RM 6.77 | Time Cards | Record of hours worked by 久久热视频 employees | 5 years | Destroy -Secured | None |
| RM 6.78 | Time Cards: Kronos edits (Classified Staff) | Changes made to employees KRONOS timecard by supervisor. Retained by department. | 3 years | Destroy -Secured | MU Policy |
| RM 6.79 | Student Employees | Record of hours worked by 久久热视频 employees | 5 years | Destroy -Secured | None |
| RM 6.80 | Training Documentation (Classified Staff): Civil Service Examinations File | Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing. | Active | Destroy | None |
| RM 6.81 | On-the Job Training Records | Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. | Active plus 3 years | Destroy | None |
| RM 6.82 | Training Courses | Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit | 1 year | Destroy | None |
| RM 6.83 | Unemployment Compensation: Log | N/A | Until superseded | Destroy | None |
| RM 6.84 | Unemployment Compensation: Documentation | Consolidated file listing all employees (classified, contract, and faculty) for whom an unemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution, and amount of unemployment compensation paid. | Active plus 6 years | Destroy | None |
| RM 6.85 | University Medical Records | Review for continuing administrative or historical value and potential transfer to institutional Archives. | Active plus 15 years | Destroy | MU Policy |
| RM 6.86 | Raw Data for the Evaluations of Administrators | Review for continuing administrative or historical value and potential transfer to institutional Archives. | 3 years from the date of the final evaluation report | Secured Destroy | MU Policy |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 7.1 | Information Systems: Audit Trail Files | Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle. | 3 Cycles | Destroy | None |
| RM 7.2 | Information Systems: Back-up Files | Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction. | 3 Cycles | Destroy | None |
| RM 7.3 | Information Systems: Computer Run Scheduling Records | Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run. | Until Superseded | Destroy | None |
| RM 7.4 | Information Systems: Computer Usage: Chargeback Billing Records | Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers, and bills. | 4 years | Destroy -Secured | None |
| RM 7.5 | Information Systems; Computer Usage: Files | Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files data entry logs, and records of individual computer program usage. | 3 Cycles years | Destroy | None |
| RM 7.6 | Information Systems: Computer Usage Files: Summary | Summary reports created to document computer usage | Until Superseded | Destroy | None |
| RM 7.7 | Data Documentation and Data Directory Records | Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of the data elements, user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications. | Active plus 3 years | Archival Review | Review for continuing historical value if not all data migrated or destroyed. |
| RM 7.8 | Information Systems: Disaster Preparedness and Recovery Plans | Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster. | Active plus 3 years | Destroy | None |
| RM 7.9 | Information Systems: Hardware and Software Conversion Plans | Records relating to the replacement of equipment or computer operating systems. | Active plus 3 years | Destroy | None |
| RM 7.10 | Information Systems: Hardware Documentation | Records documenting the use, operation, and maintenance of the university's data processing equipment including operating manuals. Hardware/operating system requirements, hardware configurations, and equipment control systems. | Active plus 3 years | Destroy | None |
| RM 7.11 | Information Systems: Help Desk Logs and Reports | Records used to document request for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes. | 1 year | Destroy | None |
| RM 7.12 | Information Resources Management and Data Processing Services Plans | University IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provisions, or related areas. Review for continuing historical value and potential transfer to institutional Archives. | Active plus 3 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 7.13 | Information Systems: Maintenance Contract Files | Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda. | Active plus 6 years | Destroy -Secured | None |
| RM 7.14 | Information Systems: Network Usage Reports | Summary reports and other records created to document computer usage for reporting or other purposes. | Active plus 3 years | Destroy | None |
| RM 7.15 | Information Systems: Operating Procedure | Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation. | Active plus 3 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 7.16 | Information Systems: Policies | Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership. | Active plus 10 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 7.17 | Information Systems: Procurement Records: Hardware and Software | Records used in the procurement of system hardware and software including requests for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line. | Active plus 6 years | Destroy -Secured | None |
| RM 7.18 | Information Systems: Procurement Records: Services | Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents. | 4 years | Destroy -Secured | None |
| RM 7.19 | Information Systems: Security Camera Tapes | Digital images are to be retained for a minimum of thirty days after which time they may be destroyed or recorded over. | Until Superseded | Destroy | Retention of digital images captured for research purposes is governed by OARS in consultation with the University's record manager. MU Policy. |
| RM 7.20 | Information Systems: Software Documentation | Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs. | Active plus 3 years | Archival Review | Review for continuing historical value if not all data migrated or destroyed |
| RM 7.21 | Information Systems: Tape Library Control Records | Records used to control disposition of magnetic media in a tape library. | Until Superseded | Destroy -Secured | None |
| RM 7.22 | Information Systems: Test Database and Files | Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system. | Active plus 3 years | Destroy | None |
| RM 7.23 | Information Systems: Users Access Records | Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files. | Active plus 3 years | Destroy -Secured | None |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 8.1 | General Contracts/Agreements/MOUs | N/A | Active plus 10 years | Archival review | Review for continuing obligations. MU Policy |
| RM 8.2 | EthicsPoint® System Reports | N/A | Retain until no longer useful but not longer than 4 years from the date of the closing of the report. | Delete | MU Policy |
| RM 8.3 | Patents | If 久久热视频 or an industry that funded the research pursues patent; maintain lifetime of patent plus length of time to issue patent (usually 20 years). | Lifetime of the Patent | Destroy | Review for continuing administrative and historical value and potential transfer to institutional Archives. MU Policy. |
| RM 8.4 | Non-Patent Research | Research with potential for intellectual property; but no immediate patent. | Active plus 6 years | Destroy | None |
| RM 8.5 | Public Records Requests | N/A | 2 years or 1 year following final judgment if related to request | Destroy | None |
| RM 8.6 | Trademark Registration | N/A | Active plus 6 years | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives. |
| RM 8.7 | Litigation | N/A | 1 year following final action | Destroy | None |
| RM 8.8 | Legal Invoices | N/A | 1 year | Destroy | None |
| RM 8.9 | Immigration: Permanent residency file | Active plus 5 years | Destroy | None | |
| RM 8.10 | Immigration : Nonimmigrant Filings | employment sponsored filings | 1 year following end of employment or 1 year after employee obtains permanent residency. | Destroy | None |
| RM 8.11 | Assumption of Risk Forms and Liability Waivers/ Releases | Assumption of risk forms, waiver/release forms, and participation forms for University sponsored camps, other similar documents that are required to be signed by participants engaging in on-campus programs or University-sponsored programs occurring off-campus | Active plus 4 years or, if the document or program involves a minor, then retain for active plus 2 years after the child turns 18 years of age. The minumum retention is 4 years in the event that the minor is older than 16. | Destroy | None |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 9.1 | Construction Projects | Project Request and Program Statement. A request from the University community to initiate a project. | Active plus 10 years | Archive Review | Review for continuing historical value and potential transfer to institutional Archives |
| RM 9.2 | Elevator Certifications | N/A | Active plus 3 years | Destroy | None |
| RM 9.3 | Laboratory Inspection Reports | Periodic inspections of laboratories. | Active plus 3 years | Destroy | None |
| RM 9.4 | Real Estate Records | Copies of deeds, leases, purchase agreements, appraisals, etc. documenting real property purchased or leased by the institution. Original deed maintained by the Auditor of State. | Active plus 5 years | Archival Review | Review for continuing historical value and potential transfer to institutional Archives. |
| RM 9.5 | Residence Halls: Change in Meal Plans | Records of changes on board contracts | Active plus 5 years | Destroy -Secured | None |
| RM 9.6 | Residence Halls: HUD Reports | Annual reports filed with the federal government concerning operation of residence halls. | 6 years | Archival Review | Review for continuing administrative and historical value and potential transfer to institutional Archives. |
| RM 9.7 | Publicity: Advertising | N/A | 5 years | Archival Review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.8 | Publicity: New Releases | N/A | Indefinite | Permanent | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.9 | Publicity: Newsletters | N/A | Indefinite | Archival Review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.10 | Publicity: Photographs | N/A | Indefinite | Archival Review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.11 | Publicity: Recruitment Materials | Videos, publications, posters, advertisements, etc. used to recruit 久久热视频s to attend the institution. | 5 years | Archival Review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.12 | Publicity: View books | Document utilized for Recruitment | 5 years | Archival review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.13 | Blueprints | The As-Built construction drawings | Life of Building plus 6 years | Archival review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.14 | Child Care Licensing Files | Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License. | Active plus 5 years | Destroy -Secured | None |
| RM 9.15 | Construction Projects: Construction Designs and Specifications | Written requirements and standards for materials, construction systems and workmanship as applied to the work and certain administrative details applicable thereto, including: Analysis of site impact and volumetric formation, circulation patterns and infrastructural servicing to illustrate client and architects' design vision in a definitive way; Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Forms, Contract and Attachments, Bond Bulletins, Show Drawings, Change Orders, Change Order Procedure and Pricing Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special); Geotechnical and material testing and reports to insure strength of materials, compaction and construction acceptability. | Active plus 10 years | Archival review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.16 | Construction Projects: Design Review Committee | Minutes, agendas, correspondence and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master Plan. | Active plus 10 years | Archival review | Review for continuing historical value and potential transfer to Institutional Archives. |
| RM 9.17 | Construction Projects: Environmental Impact Assessment | Used to determine potential environmental concerns existing at site prior to demolition and construction. | Life of Building plus 6 years | Archival review | Review for continuing historical value and potential transfer to Institutional Archives. |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 10.1 | Arrest/Booking Reports | Cumulative information file for each adult arrested. May include copies from incident report files, investigation reports, property records, witness statements, signed Miranda rights, and any accompanying documentation. | Active plus 30 years. Retain until person is known to be dead or presumed dead at age eighty-five. | Destroy | None |
| RM 10.2 | Juvenile Arrest/Booking Reports | Cumulative information file on each juvenile arrested. May include copies from incident files, investigation reports, property records, witness statements, signed Miranda rights, and any accompanying documentation. Note: Juvenile Records must be kept separate and apart from adult arrest records. | Active plus 30 years. Retain until person is known to be dead or presumed dead at age eighty-five. | Destroy | None |
| RM 10.3 | Incident/Case Reports: Criminal Incidents | Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. | Retain until expiration of statute of limitations, see appendix C, then destroy. | Destroy | None |
| RM 10.4 | Incident/Case Reports: Non-Criminal Incidents | Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. | Retain 7 years and then destroy | Destroy | None |
| RM 10.5 | Incident/Case Reports: Motor Vehicle Accidents | Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. | Retain 7 years and then destroy (if not covered under other categories) | Destroy | None |
| RM 10.6 | Incident/Case Reports: Accidental or Unexplained Death | Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. | Retain permanently | Permanent | None |
| RM 10.7 | Incident Reports: Missing Persons, Unsolved | Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. | Retain permanently | Permanent | None |
| RM 10.8 | Evidence | Includes photographs, audio recordings, video recordings, contraband, and other objects, items, or documents collected in connection with the commission of a criminal offense. | : Retain at least until disposition of criminal case or expiration of statute of limitations, then destroy, return to owner, or convert for departmental use in accordance with applicable laws. | Destroy | None |
| RM 10.9 | Video Record of Booking Room | N/A | Retain thirty (30) days and then destroy, unless it has evidentiary value. | Destroy | None |
| RM 10.10 | Video record of campus events | N/A | Retain thirty (30) days and then destroy, unless it has evidentiary value. | Destroy | None |
| RM 10.11 | Video Record of Building Cameras | N/A | Retain 7 days and then destroy unless it has evidentiary value | Destroy | None |
| RM 10.12 | Video record of cruiser camera | N/A | Retain for 30 days, and then destroy, unless it has evidentiary value. | Destroy | None |
| RM 10.13 | Video record of body camera | N/A | Retain for 7 days, and then destroy, unless it has evidentiary value. | Destroy | None |
| RM 10.14 | Property Cards | Sequential numbered cards that describe stored property. | Retain 2 years after property disposal, and then destroy. | Destroy | None |
| RM 10.15 | Master Property Card Log Book | Sequential listing of stored property. | Retain 30 years | Destroy | None |
| RM 10.16 | CAD Record | Computer Aided Dispatch- Dispatching program to track calls for service. The CAD record is sequential number records that identify the complainant's name, the time the call was received, time dispatched, the officer's arrival time, clearing time and disposition. Dispatching software is Report Exec Dispatch. See Appendix B. Replaces CR cards which are no longer actively produced. | Retain 7 years and then destroy. | Destroy | None |
| RM 10.17 | Fingerprint Waivers and Results | Waivers and results of civilian criminal background checks. | Retain 4 years, and then destroy. | Destroy | None |
| RM 10.18 | Dispatch Audio Record | A taped recording of phone calls and radio transmissions made and received by the dispatch office. | Retain 1 year, and then destroy. | Destroy | None |
| RM 10.19 | L.E.A.D.S. Computer Printouts | Printed information from L.E.A.D.S. computer terminal. Does not require Certificate of Records Disposal. | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | None |
| RM 10.20 | Ride Along Waivers | Signed waivers from individual seeking to accompany any officer of the department while on duty. | Retain 2 years then destroy. | Destroy | None |
| RM 10.21 | Public Records Request Information | Retain 2 years, or 1 year following final judgement if related to request, and then destroy | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | None |
| RM 10.22 | Vehicle Lockout Service Waiver | Signed by motorists requiring this service | Retain 2 years and then destroy. | Destroy | None |
| RM 10.23 | Sealed Records | Juvenile or Adult arrest records ordered sealed by a court order. See Appendix A. | Retain until person is known dead or presumed dead at age eight-five (85) and then destroy. | Destroy | None |
| RM 10.24 | Court Issued Payment of Fines and Fees | Fines imposed by the court on individuals from alcohol and drug related cases (PSF700 and PSF701). | Retain 10 years and then destroy | Destroy | None |
| RM 10.25 | Citizen Complaints | Complaints and investigation into complaints | Retain 10 years and then destroy. | Destroy | None |
| RM 10.26 | Lost and Found Records | Records of lost item and found item reports | Retain 3 years and then destroy. | Destroy | None |
| RM 10.27 | Expungements | File of court orders including first and final notifications from the court to the police department ordering the expungement of particular arrest files and records. | Destroy with case/arrest files indicated in expungement order. See Appendix A. | Destroy | None |
| RM 10.28 | Work Schedules | Schedule of days assigned to work or training. Does not require Certificate of Records Disposal. | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | None |
| RM 10.29 | Overtime Sign-up Form | Posted overtime opportunities with officers' choice initialed. Does not require Certificate of Records Disposal. | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | None |
| RM 10.30 | Campus Security (Clery) Act Reports and Uniform Crime Reports | Reports of 久久热视频 activity produced in compliance with federal programs. | Retain 7 years and then destroy. | Destroy | None |
| RM 10.31 | Information Reports | A summary of daily incidents that generate a report. Also called "Crime and Fire Log". | Retain 7 years and then destroy. | Destroy | None |
| RM 10.32 | Documents and Reports from Other Agencies | N/A | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | Does not require a Certificate of Disposal |
| RM 10.33 | Transient Material | All informal and/or temporary messages (including but not limited to those stored in e-mail and voice mail) and all notes and all drafts used in the production of public records by any 久久热视频 employee. Transient material also includes anonymous, unsigned and/or unsolicited written or electronic materials, including but not limited to anonymous 久久热视频 complaints, anonymous writings from individuals inside or outside the institution and voice mail messages. | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | Does not require a Certificate of Disposal |
| RM 10.34 | Miscellaneous Documents | Includes, but not limited to: correspondence, publications, memoranda, inventories, and reports of summary data other than Campus Security Act and Uniform Crime reports. | Retain until no longer of administrative, legal, or fiscal value, and then destroy. | Destroy | Does not require a Certificate of Disposal |
| RM 10.35 | Court Property Disposal Order | N/A | Retain 5 years | Destroy | None |
| RM 10.36 | Traffic Citations | Excluding escalating offenses of DUS and OVi/DUI. | CY + 7 | Destroy | None |
| RM 10.37 | Juvenile Holding Log | Log for temporarily holding juveniles at PSC before they are transported to a juvenile holding facility or released to a parent or guardian | Retain 5 years | Destroy | None |
| RM 10.38 | BAc Alcohol Testing Records | N/A | ACT+3 | Destroy | None |
| Retention ID # | Retention Type | Document Description | Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 11.1 | Motor Vehicle Records | Includes title, insurance, and maintenance documentation. | Active plus 6 years | Destroy -Secured | None |
| RM 11.2 | Permit Applications | Permit Applications. Application for parking permit/decal-non-fee. | 1 year | Destroy -Secured | None |
| RM 11.3 | Paid Tickets | N/A | 4 years | Destroy -Secured | None |
| RM 11.4 | Retrieval of Vehicle Registration (RoVR) | Provides missing customer information for vehicles and/or citations imported through an update process that creates the appropriate data relationships among customers, citations, and vehicles. | Active plus 1 year | Destroy -Secured | MU Policy |
| RM 11.5 | Unpaid Tickets | N/A | 4 years | Destroy -Secured | None |
| RM 11.6 | Vehicle Immobilization Record | Form completed by parking technician/staff to document the placement of an immobilizing device/boot on a vehicle. | Active plus 1 year | Destroy -Secured | MU Policy |
| Retention ID # | Retention Type | Document Description | Cross -Referenced Retention | Disposition | Special Notes |
|---|---|---|---|---|---|
| RM 12.1 | Governance Files | Files of minutes of boards, committees and other governance groups | RM 5.15 | Destroy -Secured | None |
| RM 12.2 | General Contracts/Agreements | Affiliation Agreements | RM 8.1 | Destroy -Secured | None |
| RM 12.3 | General Administrative Documents | Files of correspondence, reports, and memoranda | RM 5.11 | Destroy -Secured | None |
| RM 12.4 | Transient Records | All informal and/or temporary messages (including email) | RM 5.14 | Destroy -Secured | None |
| RM 12.5 | Board Policies | Defined pinciples/procedures adopted by the full board | Permanent | Destroy -Secured | None |
| RM 12.6 | Tax Documentation: 990 | N/A | RM 1.35 | Destroy -Secured | None |
| RM 12.7 | Travel Reimbursement Records | Documentation of expenses incurred on official institutional travel | RM 1.40 | Destroy -Secured | None |
| RM 12.8 | Invoices | Bills for goods or services | RM 1.1 | Destroy -Secured | None |
| RM 12.9 | IRS Determination Letter | N/A | 6 years | Destroy -Secured | None |
| RM 12.10 | Annual Financial Report | Consolidated year-end report of financial situation showing assets and liabilities | RM 4.1 | Destroy -Secured | None |
| RM 12.11 | Audit Report - External | Final report of state or independent auditor | RM 4.2 | Destroy -Secured | None |
| RM 12.12 | Audit Report - Internal | Final report internal auditor | RM 4.3 | Destroy -Secured | None |
| RM 12.13 | Bank Deposits | Record of deposits in banking institutions | RM 4.4 | Destroy -Secured | None |
| RM 12.14 | Bank Statements | Periodic statement of bank balances | RM 4.6 | Destroy -Secured | None |
| RM 12.15 | Budget | Final, approved, yearly budget | RM 4.10 | Destroy -Secured | None |
| RM 12.16 | Endowment Fund Reports | Annual report of funds received and expended to donors | RM 4.16 | Destroy -Secured | None |
| RM 12.17 | Purchase Orders | Purchasing Office's copy of order to a supplier authorizing purchase | RM 4.18 | Destroy -Secured | None |
| RM 12.18 | Legal Invoices | N/A | RM 8.8 | Destroy -Secured | None |
| RM 12.19 | Gift Agreements with Donors | N/A | Permanent | Destroy -Secured | None |
| RM 12.20 | Donor Real Estate Documents | N/A | RM 9.4 | Destroy -Secured | None |
| RM 12.21 | Documentation Signed by Donor | N/A | RM 8.1 | Destroy -Secured | None |
| RM 12.22 | Donor Files and Records | N/A | RM 8.1 | Destroy -Secured | None |
| RM 12.23 | Donor Testamentary and Estate Planning Documents | N/A | RM 9.4 | Destroy -Secured | None |