Official Records Retention Schedules

Please Note: The UI Official Records Retention schedules are currently under revision. Updates will be posted periodically.

These retention schedules are designed to assist University departments in preserving Official Records appropriately while providing economy and efficiency in the creation, organization, maintenance, use, and disposition of records.

Search Criteria

Administrative Unit: represents either the administrative unit responsible for establishing the Official Record retention criteria OR the Administrative Unit responsible for maintaining the Official Records identified.

Confidential: indicates Official Records that contain information of various sorts that the University receives and holds confidential unless otherwise ordered by a court, by the lawful custodian of the records or by another person duly authorized to release such information. Examples include: student records, medical records, personnel records, etc.

Vital: indicates Official Records that contain information considered essential for the operations of a department (and/or the University) and includes information that may prevent a department from incurring serious liability or risk, or that would be extremely costly to replace. In the event of a disaster, this information, if destroyed, would make it difficult for a department to conduct normal business activities.

Export the full list of Official Record Retention Schedules available to date – or use the search criteria below for a more targeted search.

Requisitions for inter-department purchases

Category: Purchasing, Accounts Payable and Travel

Description:

Documentation of charges to internal UI departments/customers for sales, purchase and services.

Official Files Maintained by:
Local Department responsible for creating or overseeing the record

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Research Agreements where UIRF is a signatory

Category: Inventions, Patents and Research Agreements

Description:

These are agreements related to sponsored research at UIRF. UIRF is only a signatory (generally just Division of Sponsored Programs) if rights are granted to intellectual property generated during the research.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

Respirator Fit Test Records for Staff

Category: Environmental Health & Safety

Description:

Respirator fit test records for staff required to wear a respirator to perform job duties (EHS, Facilities Management, Housing and Dining, UI Health Care, etc.).

Official Files Maintained by:
Local Department responsible for creating or overseeing the record

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Room Survey Reports

Category: Environmental Health & Safety

Description:

Reports of surveys conducted in rooms where radiation is used

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Safety Data Sheets

Category: Environmental Health & Safety

Description:

Safety Data Sheets for chemicals used for EHS Environmental Programs by EHS and other campus departments.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Salary Distribution Source Documentation

Category: Grants and Awards

Description:

CCAD, NADS, IIHR, and Physics departments distribute salary/wage costs to grants & contracts based on time tracking system. Source documentation supports the distribution.

Official Files Maintained by:
Local Department responsible for creating or overseeing the record

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Salary Review - Non Organized P&S by Gender & Racial/Ethnic Minority Status

Category: Personnel, Human Resources and Recruitment

Description:

Annual review of non-organized P&S salaries by race/ethnicity, gender, and rank for each department.

Official Files Maintained by:
University Human Resources - Compensation and Classification

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Sealed Source Inventory and Survey Records

Category: Environmental Health & Safety

Description:

EHS Records of Inventory and surveys of sealed sources (radioactive sources that have been designed to prevent spread of radioactive material under normal working condition, e.g., they are permanently bonded or fixed in a capsule or matrix designe

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Segment (UI bond enterprises) financial reporting

Category: Accounting and Financial

Description:

Segment (UI bond enterprises) financial statements (SNP, SRECNP, SCF) & covenant compliance support.

Official Files Maintained by:
UI Accounting & Financial Reporting

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Select Agent Program Records

Category: Environmental Health & Safety

Description:

Records of select agent use at UI

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Separation Agreements

Category: Personnel, Human Resources and Recruitment

Description:

Contracts or written agreements related to settlements of individual personnel matters (P&T disputes, separation agreements).

Official Files Maintained by:
UI Office of the General Counsel

UI Retention Guidelines: 10 Years after employee terminates

Confidential: Yes
Vital: Yes

Service Center Reviews

Category: Accounting and Financial

Description:

Annual reviews of University internal service center rates and financial positions for departments charging other internal departments for services.

Official Files Maintained by:
UI Financial Analysis - Controller's Office

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Service Recovery Logs

Category: Misc. Health Care

Description:

Documentation logs used by the Office of Patient Experience to track and verify distribution of service recovery awards (gift cards, parking ramp passes, valet passes, gift vouchers, etc.)

Official Files Maintained by:
UI Health Care

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Sponsored Agreement Post Award Records

Category: Grants and Awards

Description:

Award attributes, status, and financial information are recorded in ePost.

Official Files Maintained by:
Grant Accounting Office

UI Retention Guidelines: 5 Years after award closeout

Confidential: Yes
Vital: Yes

Sponsored Award Agreements

Category: Grants and Awards

Description:

Sponsor award notices, contracts, budgets, and other supporting documentation received from sponsor.

Official Files Maintained by:
Division of Sponsored Programs

UI Retention Guidelines: 5 Years after award closeout

Confidential: Yes
Vital: Yes

State Warrants

Category: Accounting and Financial

Description:

Requests to the State of Iowa to transfer appropriated funds to the university

Official Files Maintained by:

UI Retention Guidelines: 10 Years

Confidential: No
Vital: Yes

States other than Iowa or Illinois Annual Withholding Return

Category: Tax Records

Description:

State specific forms filed annually with State's Department of Revenue & Finance by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

States other than Iowa or Illinois Employer Withholding Tax Payment

Category: Tax Records

Description:

State specific forms filed monthly with State's Dept. of Revenue & Finance by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

States other than Iowa or Illinois Employer's Quarterly Withholding Tax Return

Category: Tax Records

Description:

State specific forms filed quarterly with State's Dept. of Revenue & Finance by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Stem Cell Registration Documents

Category: Environmental Health & Safety

Description:

Documents associated with Stem Cell Registration

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: No

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