Records Retention Policy

Name of Record

• General Records
• AAP Form 50’s
• AAUP
• Academic action authorizations (dismissal, etc)
• Academic Course Files - Croft Institute
• Academic records
• Academic Reports - Psychology
• Acceptance letters
• Accreditation Files – Psychology
• Active/Inactive Faculty Files
• Active Student Files
• Active Student Records - School of Education
• Active Teacher Education Files
• ADA Documents
• Admitted Students - School of Education
• Advanced placement records
• Advising Files for Undecided Students
• Advising Files for Allied Health Students
• Affidavits - Transfers, loan forms, stolen, etc.
• Affirmative Action Plan
• Alumni Files – Chemical Engineering
• Alumni House Showcase
• Annual Reports
• Annual Telephone Billing (Equipment and Services)
• Application For Admission -
  • Croft Institute
  • Graduate School
  • Undergraduate Students
• Applications for graduation
• Applications for Professional Positions
• Applications for re-admission
• Applications for Staff Positions
• Art Alumni Files
• Art Merit Scholarship
• Attendance Reports - National Center for Justice
• Audit authorizations
• Audit Reports (State Audit Department)
• Audited Financial Statements
• Automobile And Truck Tag Applications
• Bankruptcy
• BFA Entrance Review
• BFA Performance Review
• Bid Files
• Bioinformatics
• Books of Original Entry - National Center for Justice
• Bryant Hall Gallery
• Budget – Clean, Unmarked
• Budget – Working Papers
• Budgets – Hand Posted
• Building Commission Billings
• Building Commission Purchase Orders
• Bureau of Labor Statistics Report on Employment
• C & P Minutes
• Campus Mail Truck ( Operation And Maintenance)
• Cancelled Checks
• Cancelled Purchase Orders
• Carcinogens, Application to Use
• Cash Advances
• Cash Disbursement Journals
• Cash Disbursement Vouchers
• Cash Receipts
• Cash Receipts Vouchers
• Cash Reports
• Cash Reports - Departmental Copy
• Catalogs
• Census
• Central Duplicating Job Sheets
• Chair Reviews
• Change of course (add/drop)
• Change of grade forms
• Charges and Credits - Housing Office
• Check Register - Electronic Copy
• Check Register - Paper
• Check Register - Payroll
• Checks (Cancelled)
• Child Support
• Citations - Liberal Arts
• Class lists (original grade sheets)
• Class Schedules
• Client Files (Counseling Cases)
• Clinic Files
• Commencement program
• Compliant Related Documents
• Compliance Review Documentation
• Completed Married Student Housing Records
• Contracts and Grants (billing & correspondence)
• Contractual Agreements -  Barnes and Noble
• Contractual Agreements – Aramark
• Credit by exam reports/scores (AP, CLEP)
• Credit Card Charges
• Credit/no credit Approvals
• Credential Service Files (MCDAT & DAT Scores)
• Copies of Student Teaching Files
• Copyright Documents - Museum
• Council of College Arts and Sciences
• Criminal Case Files (Arrests)
• Current Job Descriptions
• Curriculum change authorizations
• Daily Billing Of Postage To Departments
• Daily Posting Sheets On Chargeable Postings
• Deeds of Gifts
• Degree Audit Records
• Degree Statistics
• Department Equipment Valuation Ledger
• Department Job Positions (Open and Filled)
• Departmental Library – Theatre Arts
• Direct Deposit Requests
• Dissertations
• Diploma Copy - Graduate School
• Distinguished Faculty Fellowships
• Doctoral Program Review - Biology
• Donated Leave Records
• Employee Files
• Endowed Faculty Appointments
• Endowments
• Enrollment statistics
• Enrollment verifications
• Entrance exam reports/test scores (ACT,LSAT)
• Environmental Regulatory Compliance Evaluation Inspections
• EPA Form IC
• EPA Form GM
• Equipment Disposal
• Equipment Inventory Cards
• Equipment Inventory List
• Equipment Report Sheets (Dept)
• Equipment Transfer Ledger – Between Departments
• ETS – Praxis Scores
• Event Records(Invoices, Notes, G/L Documents
• Expense Distribution
• Faculty Activity Reports – Liberal Arts
• Faculty Development
• Faculty Forum
• Farrell Scholarships
• Fee assessment forms
• FERPA documents
• Financial Records - Small Business Development Center
• Five Year Plan – Biology Department
• Flex Time Records
• Foreign /international student forms (I-20)
• GL account documents/transfers
• Garnishment
• General Ledger
• GL Posting Documents - Information Technology
• Grade reports
• Grade statistics
• Grades -Law School
• Graduate Student Projects
• Graduate Students - Sociology and Anthropology
• Graduation Authorizations
• Graduation Dates - Law School
• Graduation lists
• GRE Scores
• Grievances
• Grisham Visiting Writer Series
• Hazardous Materials Transportation and Information Forms
• Hazardous Materials Transportation Shippers Declaration
• Hazardous Materials, Request for Disposal of
• Hazardous Waste, Certificates of Disposal
• Hazardous Waste, Certificates of Recycling
• Hazardous Waste, Lab Pack Drum Inventories
• Hazardous Waste, Land Disposal Restriction Notification Form (LDR)
• Hazardous Waste, Off Spec Notification/Resolution Form
• Hazardous Waste, Toxicity Characteristic Leaching Potential (TLCP) Test Results
• Hazardous Waste, Uniform Shipping Manifests
• Hazmat Employee Medical Records
• Hazmat Employee Training Certification
• Hold or Encumbrance Authorizations
• HR Form 3
• HR Form 6
• HR Form 7
• HR Form 9
• HR Form 18
• IHL-5
• I-9 Forms
• Inactive Employee Benefits File
• Inactive Student Files - Liberal Arts
• Inactive Teacher/Record Files
• Incident Reports
• Incinerator Quarterly Reports
• Incomplete (“I”) grade forms
• Individual Records (Contracts and Judicial)
• Insurance EOB’s and Copies of Checks
• Insurance Files
• Insurance Policies
• Insurance Reports
• Insurance Vendor – Contracts, Sample Documents, etc.)
• Internal Audit Reports
• Internal Audit Working Papers
• Internal Forms (Applications, Accommodation Form, Etc.)
• International Student documents (Applicants)
  • Work permit
  • Alien Registration receipt card
  • I-20
  • I-94
  • IAP 66
  • Passport number
  • Statement of educational costs/financial responsibility
• Intramural Participant Records
• Invoices
• IPEDS -
  • Student
  • Other
• IRA Documents
• IRS and State Levy Treaty
• JAAR Documents
• Journal Vouchers
• Journalism Accreditation
• Journalism Advisory Committee
• Journalism Alumni
• Journalism Scholarships
• Journals of all Incoming Checks
• Lapsed Salaries - Faculty
• Leave Records
• Ledgers
• Legal Actions - Museum
• Legal Releases for Interviews/Images
• Legislative Budget - Working Papers
• Legislative Budgets – Final Copy
• Letters from Doctors – Student Disability Services
• Letters of Recommendation
• Letters of Recommendation -Graduate School
• Liability Release Forms for Intramural Sports
• Liberal Arts Scholarships
• Library - Archives
  • Annual Report of the Chancellor to the Board of Trustees - From 1993 to 1994
  • Biennial Report of the Chancellor to the Board of Trustees - From 1867 to 1931
  • Board of Trustees Reports and Minutes - From 1848 to 1992
  • Chancellors Collection - Porter L. Fortune - From 1968 to 1984
  • Chancellors Collection - Robert Burwell Fulton - From 1870 to 1906
  • Chancellors Collection - Alfred Hume - From 1924 to 1930 and 1932 to 1935
  • Chancellors Collection - Robert C. Khayat - From 1999
  • Chancellors Collection - Andrew A. Kincannon - From 1907 to 1914
  • Chancellors Collection - Joseph N. Powers - From 1914 to 1924 and 1930 to 1932
  • Chancellors Collection - R. Gerald Turner - From 1984 to 1995
  • Chancellors Collection - John D.Williams - From 1946 to 1968
  • Department of Human Resources Budget Collection - From 1924 to 1984
  • Graduate Student's Handbook
  • Faculty and Staff Handbook
  • Library Papers - From 1928 to 1968
  • Library Staff Association Minutes - From 1952 to 1996
  • "M" Book - From 1947 to 1997
  • Monthly Report of the Chancellor to the Board of Trustees - From 1950 to 1993
  • UM Affirmative Action Plan - From 1997 to 1993
  • UM Budget From 1952 to previous year
  • UM Financial Statements - From 1947 to current
  • UM News Releases for Public Relations - From 1962 to 1995
  • UM Plan of Compliance Title IV of the Civil Rights Act of 1964 - From 1975 to 1994
  • UM Registrar Ledgers - From 1848 to 1921
  • UM Rules and Regulations - From 1850 to 1911
  • UM Self Study Reports - From 1959 to 1995
  • UM Summary of Policies and Procedures - From 1966 to 1984
  • Vice Chancellor Collection
• List of Graduates - Law School
• Loan Agreements - Exhibits (Incoming and Outgoing)
• Loan Forms - Psychology
• Long Distance Telephone Billing
• Mail Service Cards For Monthly Billings
• Maintenance Orders
• MCFOI
• Medical Records – Electronic
• Medical Records – Paper
• Medical Records - Student Disability Services
• Medical Records - Designated Covered Entities
• MESC – Occupational Employment Survey
• MFA Reviews
• Microfiche – Payroll Records (1987 1997)
• Military documents
• MS Association of Colleges
• MS Council of Arts and Sciences
• MS Humanities Council
• MS Institute of Arts and Letters
• MS Valley Deans
• MSPA
• NABJ
• Name change authorizations
• NASAD Accreditation
• NASM Accreditation
• Non-tenure/Post-tenure Reviews
• Official Receipts - Pink Copy
• Pass/fail requests
• Payroll Records
• Payroll Time Sheets
• Performance Files: Deposits, programs, royalties
• Permanent Teacher Files
• Personal Data Information forms - Registrar
• Perpetual Inventory Cards
• Placement test records/scores
• Position Openings
• Pre-Health Professional Mentor Program
• Processed Request for Payment Forms
• Projects - Sociology and Anthropology
• Promotional Information - Museum
• Promotions
• Property Records
• Property Salvage Forms
• Proposals - Funded
• Proposals - Unfunded
• Psychology Services Center - Psychology
• Psychological Evaluations
• Purchase Orders
• Purchase Requisitions
• Quarterly Reports on New Hires
• Race/ethnicity statistics
• Radioactive Materials, Annual Report of Radiation Exposure to Personnel
• Radioactive Materials, Authorized Users, Authorization to Release Exposure Information
• Radioactive Materials, Authorized Users, Declaration of Pregnancy
• Radioactive Materials, Authorized Users, Information Files
• Radioactive Materials, Leak Tests of Sealed Sources
• Radioactive Materials, Request for Disposal of
• Radioactive Materials, Sealed Source Inventories
• Radioactive Materials, Termination of Authorization Notices
• Radioactive Materials, TLD Dosimetry Reports
• Receipts
• Receiving Reports
• Recruitment materials
• Recruitment Reports
• Reduction in Force
• Registration Cards/span>
• Registration Forms - Student
• Reginald Ott Fellowship
• Report Forms – State Budget Commission
• Remittance Vouchers
• Request for Payment forms
• Reservations for Programs
• Residency classification forms
• Respirator Use, Request for Medical Clearance for
• ROTC - Student Records
• RTNDA
• Salvage Reports
• Safety Agreement, Biological
• Safety Agreement, Chemical
• Safety Agreement, Human Pathogens
• Safety Agreement, Radiological
• Savage Lecture Series
• Schedule of classes (institutional)
• SCUBA Diving, Diving Medical History Form
• SCUBA Diving, Medical Evaluation of Fitness for
• SCUBA Diving, Medical Exam Overview for the Examining Physician
• Semi-Annual Reports - Small Business Development Center
• Shipment Tickets
• Shipping Manifest, Medical Waste
• Shipping Manifest, Non-Hazardous Waste
• Shipping Reports
• Silver Elm
• SPJ
• Standing Committee Minutes
• State Retirement Cards
• Store Orders
• Student Academic Files - Communicative Disorders
• Student Academic Files - Health, Exercise Science & Recreation Management
• Student Non-admitted - School of Education
• Student Problems
• Summer Research Grants
• Superbills
• Surveys - Salary
• Tax Deposits - Human Resources
• Teacher Awards
• Telephone Bills from Vendors (Cellular, long distance, etc.)
• Tenure and Promotion Guidelines
• Thesis/Dissertation – Computer File
• Three Year Plan - Biology
• Time and Effort Reports for Consultants - National Center for Justice
• Time Clock Cards
• TOEFL Scores
• Transcript requests (student)
• Transcripts-high school
• Transcripts - Graduate School
• Transcripts - Other
• Transfer credit evaluations
• Travel Authorizations
• Travel Reimbursements
• TSA Company Contracts
• Uniform Traffic Citations (State Traffic Tickets)
• Vehicle Accident Reports
• Ventress Order
• Veterans Administration - Billing Documents
• Veterans Administration Records
• VETS 100
• Visa documents
• VISA Itemized Receipts
• W-2’s
• W-4
• Withdrawal authorizations
• Workers’ Compensation
• Work Orders
• Year-to-Date Payroll Records
• Yearly Working Papers