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.

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 (

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 Certificates

Category: Banking & Investments

Description:

Paid and cancelled paper bonds and coupons

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Final Redemption Date + 5 Years

Confidential: Yes
Vital: Yes

Bond Files

Category: Banking & Investments

Description:

Final Transcripts, bond interest and principal debt schedules

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

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 b

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.

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.

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.

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

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