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.
Bargaining Unit Definition and Bargaining History (AFSCME, COGS, SEIU and Potential Other)
Category: Personnel, Human Resources and Recruitment
Description:
Definition of individuals covered by various bargaining agreements at the University and proposals, notes, information exchanged during the course of collective bargaining.
Official Files Maintained by:
University Human Resources - Employee & Labor Relations
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Benefits Records for UI Employees
Category: Personnel, Human Resources and Recruitment
Description:
Employment Benefits files may include: Early and Phased Retirement Agreements, Insurance forms, Long term disability forms (to apply for coverage early), TIAA-CREF forms, IPERS forms, Leave of absence documents pertaining to a Leave Without Pay (LWOP) other than medical LWOP, i.e., military or personal, Death Certificate, Worker's Compensa
Official Files Maintained by:
University Human Resources - Benefits Office
UI Retention Guidelines: Permanent (or up to one year after individual's death when notified.)
Confidential: Yes
Vital: Yes
Bioassay Records (urine and thyroid) for Radiation Program
Category: Environmental Health & Safety
Description:
Records of urine and thyroid bioassays for employees of departments with Radiation Program records/requirements.
Official Files Maintained by:
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Biocabinet Test Records
Category: Environmental Health & Safety
Description:
Biological Safety Cabinet Certification and testing reports for departments with biological safety cabinets.
Official Files Maintained by:
Local Department responsible for creating or overseeing the record
UI Retention Guidelines: Updated annually. Only the most recent/updated version must be maintained.
Confidential: No
Vital: Yes
Bloodborne Pathogen (BBP) Exposure Control Plan (ECP)
Category: Environmental Health & Safety
Description:
Required Bloodborne Pathogen (BBP) Exposure Control Plan (ECP) for departments with BBP exposure risk.
Official Files Maintained by:
Local Department responsible for creating or overseeing the record
UI Retention Guidelines: Updated annually. Only the most recent/updated version must be maintained.
Confidential: No
Vital: Yes
Bloodborne Pathogen (BBP) Training Records
Category: Environmental Health & Safety
Description:
Bloodborne Pathogen (BBP) training records for employees whose positions have BBP risk (initial and refresher training records).
Official Files Maintained by:
Local Department responsible for creating or overseeing the record
UI Retention Guidelines: 5 Years
Confidential: No
Vital: Yes
Board of Regents Meeting Docket/Agenda Materials and Reports
Category: Administrative Records
Description:
Required information, annual reports and other reports of secretarial officers (as required by Iowa Code 262.25) provided by the UI to the BOR office for all matters to be brought before the Board.
Official Files Maintained by:
Local Department responsible for creating or overseeing the record
UI Retention Guidelines: 10 Years
Confidential: Yes
Vital: Yes
Bond Files
Category: Banking & Investments
Description:
Transcripts, P & I debt schedules, matured bond certificates
Official Files Maintained by:
Treasury Operations
UI Retention Guidelines: Bond maturity date + 11 years, per Iowa Code
Confidential: Yes
Vital: Yes
Bonded Enterprise Annual Budget
Category: Accounting and Financial
Description:
Bond covenants require each bonded enterprise submit an annual budget to the Board of Regents
Official Files Maintained by:
UI Retention Guidelines: 10 Years
Confidential: No
Vital: Yes
Budget & Salary Setting Data (electronic format)
Category: Accounting and Financial
Description:
Annual budget and salary setting data entered into the Budget and Salary Planning Application
Official Files Maintained by:
UI Retention Guidelines: 10 Years
Confidential: No
Vital: Yes
Building Warranties
Category: Facilities Management
Description:
Material and labor warranty certificates
Official Files Maintained by:
UI Facilities Management
UI Retention Guidelines: 10 Years or life of warranty
Confidential: Yes
Vital: Yes
Cambus Ridership Logs
Category: Parking & Transportation
Description:
Records of ridership numbers/counts by route, by day as required by the Federal Transit Administration.
Official Files Maintained by:
UI Parking & Transportation
UI Retention Guidelines: 5 Years
Confidential: Yes
Vital: Yes
Capital Project Files
Category: Facilities Management
Description:
Budget, product shop drawings, bid documents (plans, specifications, addenda, advertisement), bid tabulation, bidder information submitted, final signed architect and engineer consultant contracts, construction contracts, performance and payment bond and insurance certificates, construction contract change documents.
Official Files Maintained by:
UI Facilities Management
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Capital Project Record Documents (finalized version of the as-built drawings)
Category: Facilities Management
Description:
Finalized version of the as-built drawings and specifications updated by the Design Professional. Plans and drawings are considered confidential.
Official Files Maintained by:
UI Facilities Management
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Cash Handling Procedures & Change Fund Documentation
Category: Accounting and Financial
Description:
Final, approved local cash handling procedures, and record of outstanding departmental change funds.
Official Files Maintained by:
UI Accounting & Financial Reporting
UI Retention Guidelines: 5 Years
Confidential: Yes
Vital: Yes
Cash Payer Notification Statement
Category: Tax Records
Description:
Statement filed annually (by January 31) to cash payer for $10,000 Received in Trade or Business. Local units receiving payments are required to file and maintain the record. Notification copies must also be sent to Tax Manager Office (105 JH)
Official Files Maintained by:
Local Department responsible for creating or overseeing the record
UI Retention Guidelines: 10 Years
Confidential: Yes
Vital: Yes
Catastrophic Leave Records for UI Employees
Category: Personnel, Human Resources and Recruitment
Description:
Records for individual employees related to the catastrophic leave donation program (application, donation forms, accrual donations, etc.)
Official Files Maintained by:
University Human Resources - Benefits Office
UI Retention Guidelines: 5 Years following termination of employee
Confidential: Yes
Vital: Yes
Certificates of Insurance
Category: Risk Management, Insurance and Loss Prevention
Description:
Proof of insurance as required by contract: 1) Proof of Self-Insurance and 2) Proof of insurance by 3rd parties. Maintained in centralized contract management system. Departments must send final signed versions to email: uisignedcontracts@uiowa.edu
Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel
UI Retention Guidelines: 10 Years past end of contract
Confidential: Yes
Vital: Yes
Child Care Assistance Reimbursement for Graduate and Professional Students
Category: Personnel, Human Resources and Recruitment
Description:
Record of child care subsidy paid on an annual basis to qualifying students. Qualifying students complete forms in ISIS, upload receipts for payment through the Business Office and Grad College. May get hard copy check or be paid through direct deposit.
Official Files Maintained by:
University Human Resources - Family Services Office
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Chlorofluorocarbon (CFC) Report
Category: Facilities Management
Description:
Maintenance work orders/service records, list of certified technicians, copies of technician certifications, list of certified recovery equipment, EPA recovery equipment certification letter
Official Files Maintained by:
UI Facilities Management
UI Retention Guidelines: 5 Years
Confidential: Yes
Vital: Yes