Official Records Retention Schedules
Please note: The official University of Iowa Records Retention schedules are currently under revision. Updates will be posted periodically. The official UI Health Care Records Retention Schedule is available separately to assist UI Health Care departments.
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.
Student Housing Accommodation Applications
Category: Academic/Student Records
Description:
Application for housing and dining accommodation and any supporting documentation.
Official Files Maintained by:
UI Housing & Dining
UI Retention Guidelines: 5 years from date last lived in the halls
Confidential: Yes
Vital: Yes
Student Housing Accommodation Records
Category: Academic/Student Records
Description:
Student name, accommodation the student was eligible for, and the accommodations the student utilized with University Housing and Dining.
Official Files Maintained by:
UI Housing & Dining
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Student Housing and Meal Plan Billing Records
Category: University Billing and Student Loans
Description:
Charges and credits related to student room assignments, meal plans, and Hawkeye Dollars sent to the individual's U-Bill.
Official Files Maintained by:
Treasury Operations
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Student Housing and Meal Plan Records
Category: Academic/Student Records
Description:
Student name, university ID, application date, room assignment, room rate, meal plan, meal plan rate.
Official Files Maintained by:
UI Housing & Dining
UI Retention Guidelines: Permanent
Confidential: Yes
Vital: Yes
Student Loan Program Records
Category: Student Financial Aid
Description:
Loan Program Records may include origination records (both paper and electronic loan certification/origination, the criteria used to calculate loan amounts, disbursement dates and amounts, loan confirmation, and the documentation of and information collected at any initial and exit loan counseling.
Official Files Maintained by:
Office of Student Financial Aid
UI Retention Guidelines: 5 years
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:
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 admission to the UI.
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 students' matriculated admission to the UI.
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:
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:
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:
Treasury Operations
UI Retention Guidelines: 10 Years
Confidential: Yes
Vital: Yes