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.

Stock certificates - UIRF

Category: Inventions, Patents and Research Agreements

Description:

Stock certificates received as part of a license or other agreement executed by UIRF.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Storm water Permits

Category: Facilities Management

Description:

Storm water (National Pollutant Discharge Elimination Systems) permits, plans, and daily logs

Official Files Maintained by:
UI Facilities Management

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Storm water Pollution Prevention Plans (Batcave and EMF)

Category: Environmental Health & Safety

Description:

EHS - EP Storm water pollution prevention plan site inspection & monitoring records.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Strategic Plan - Departmental

Category: Administrative Records

Description:

Individual org, department or unit strategic plans not considered official records unless otherwise required for accreditation or per other federal or state regulations.

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

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Strategic Plan - University of Iowa

Category: Administrative Records

Description:

University of Iowa Strategic Plan. Individual org, department or unit strategic plans not considered official records unless otherwise required for accreditation or per other federal or state regulations.

Official Files Maintained by:
University Archivist

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Student Loan Repayment Records

Category: University Billing and Student Loans

Description:

Borrower billing/payment histories and loan fund repayment data prior to 3rd Party Loan Administration

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Student Records - cumulative folder - graduate

Category: Academic/Student Records

Description:

Original University of Iowa student application, letters of recommendation, application for resident classification, transcripts from other institutions, test scores and other supporting documentation for UI graduate students' matriculated ad

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: 10 Years after last enrollment

Confidential: Yes
Vital: Yes

Student Records - cumulative folder - undergraduate and professional

Category: Academic/Student Records

Description:

Original University of Iowa student application, application for resident classification, letters of recommendation, transcripts from other institutions, test scores, and other supporting documentation for UI undergraduate and professional student

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: 5 Years after last enrollment

Confidential: Yes
Vital: Yes

Surety and Fidelity Bonds

Category: Risk Management, Insurance and Loss Prevention

Description:

Surety and Fidelity bonds including Medicare bonds, certificate of title bonds, liquor license, blanket fidelity and employee dishonesty, renewals and correspondence.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years past expiration date

Confidential: Yes
Vital: Yes

Tax Form 1042

Category: Tax Records

Description:

Annual Withholding Tax Return for U.S. Source Income of Foreign Persons filed annually with IRS by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 1042-S

Category: Tax Records

Description:

Foreign Person's U.S. Source Income Subject to Withholding filed annually with IRS and employee.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 1094-B: Transmittal of Health Care Information Returns

Category: Tax Records

Description:

Summary transmittal filed annually with the IRS for the Affordable Care Act.

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1094-C: Transmittal of Employer Provided Health Insurance Offer & Coverage

Category: Tax Records

Description:

Summary transmittal filed annually with the IRS for the Affordable Care Act.

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1095-B: Health Coverage

Category: Tax Records

Description:

Report filed annually with IRS and employees for the Affordable Care Act

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1095-C: Employer Provided Health Insurance Offer and Coverage

Category: Tax Records

Description:

Report filed annually with IRS and employees for the Affordable Care Act

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1098-E

Category: Tax Records

Description:

Student Loan Interest Statement filed annually with IRS by Student Financial Aid.

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1098-T

Category: Tax Records

Description:

Tuition Statement filed annually with IRS by University Billing/Treasury Operations.

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1099-B (2010 and later)

Category: Tax Records

Description:

Proceeds from Broker and Barter Exchange Transactions filed as necessary with IRS by Accounts Payable.

Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1099-INT (2010 and later)

Category: Tax Records

Description:

Interest Income Paid to Recipients filed as necessary with IRS by Accounts Payable.

Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1099-INT and 1099-B (pre year 2010)

Category: Tax Records

Description:

Forms 1099-INT and 1099-B filed with IRS for registered bond transactions prior to 2010.

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Pages