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.

Tenant Property

Category: Contracts, Real Estate and Leasing

Description:

Leases with visiting scholars, faculty, staff and students. Only student leases are considered confidential.

Official Files Maintained by:
UI Business Manager Office

UI Retention Guidelines: 10 Years from termination

Confidential: Yes
Vital: Yes

Tier II Reports

Category: Environmental Health & Safety

Description:

EPA/DNR Regulatory-required Tier II reports to alert local, county and state emergency and disaster service organizations for the location of stored large amounts of hazardous chemicals.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Tort Claims - Non-litigated (including Vehicle Tort Claims )

Category: Risk Management, Insurance and Loss Prevention

Description:

Non-litigated Paid and Denied claims filed against the UI, including investigative material and settlement documents.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Traffic Accident Reports (State Involved)

Category: Public Safety & Security

Description:

Traffic Accident Reports Involving the State of Iowa and the University of Iowa owned vehicles occurring within UI DPS jurisdiction.

Official Files Maintained by:
UI Department of Public Safety

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Transaction Source Documentation

Category: Grants and Awards

Description:

Source documentation to support or justify costs or financial decisions (if not available in central systems).

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

UI Retention Guidelines: 5 Years after award closeout

Confidential: Yes
Vital: Yes

Travel expense vouchers

Category: Purchasing, Accounts Payable and Travel

Description:

Travel expense vouchers are created and maintained in ProTrav. Typical supporting documentation would be receipts, airline itinerary, conference schedules, car rental receipt, hotel folio, etc.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

U-Bill Billing and Payment Records

Category: University Billing and Student Loans

Description:

A/R Billing/Payment histories, Type Code Payment Data, Dept.

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

U-Bill Payment Authorizations

Category: University Billing and Student Loans

Description:

Electronic and Paper forms authorizing payments via ACH and Payroll Deduct, including policy acknowledgements, etc.

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

UI Component Units Financial Records

Category: Accounting and Financial

Description:

Financial reporting documents for component units included in the annual UI Financial Report. Consists of separate audit reports when they are prepared or supporting files and documentation.

Official Files Maintained by:
UI Accounting & Financial Reporting

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

UI Human Resources-sponsored Tuition and Development Grants/Awards (Employment)

Category: Personnel, Human Resources and Recruitment

Description:

UI Human Resources Sponsored Programs: Documents may include procedure/program information, applications, awards granted to UI employees utilizing UI funds to pay for tuition, receipts or requisitions related to payment of courses on behalf of em

Official Files Maintained by:
University Human Resources - Learning & Development

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

UI Liquor License

Category: Risk Management, Insurance and Loss Prevention

Description:

Original applications, renewals, liquor license dram shop certificates, and correspondence.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

UI recombinant DNA (rDNA) Guidelines

Category: Environmental Health & Safety

Description:

Institutional Biosafety Committee (IBC) rDNA Guidelines used at the UI for rDNA research - different than the protocols submitted and approved by the IBC.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: No

UIRF Account Statements

Category: Inventions, Patents and Research Agreements

Description:

Standard business records kept for audit and tax purposes related to UIRF Inventions, Patents and Research Agreements.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

UIRF Articles of Incorporation

Category: Inventions, Patents and Research Agreements

Description:

The UIRF is a 501c3, wholly owned by the UI and as such, has Articles of Incorporation filed with the State of Iowa.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

UIRF Board Minutes

Category: Inventions, Patents and Research Agreements

Description:

The UIRF is a 501c3, wholly owned by the UI and as such, has a Board of Directors and would retain any minutes from those meetings.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

UIRF Certificate of Tax Exemption

Category: Inventions, Patents and Research Agreements

Description:

As a non-profit 501c3, UI Research Foundation is afforded specific tax exemptions.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

UIRF Intellectual Property Gift Donation Agreements

Category: Inventions, Patents and Research Agreements

Description:

If outside parties donate intellectual property (patents) to the UIRF, there would be an agreement outlining the donation and any restrictions.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

UIRF Ledgers

Category: Inventions, Patents and Research Agreements

Description:

Accounting ledgers, tracking income and distribution related to UIRF Inventions, Patents and Research Agreements.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

UIRF Settlement Agreements

Category: Inventions, Patents and Research Agreements

Description:

These are generally agreements which come out of litigation related to the infringement of UIRF intellectual property, or the breach of an agreement with UIRF.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

Unit-specific Tuition and Development Grants/Awards (Employment)

Category: Personnel, Human Resources and Recruitment

Description:

Documents may include procedure/program information, applications, awards granted to UI employees utilizing UI funds (not sponsored by University HR) to pay for tuition, receipts or requisitions related to payment of courses on behalf of employee

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

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