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.

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

United States Army Medical Research and Materiel Command (USAMRMC)

Category: Environmental Health & Safety

Description:

Records associated with US Army grant

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

University Annual Audited Financial Report

Category: Accounting and Financial

Description:

The audited financial report of the University of Iowa is published annually. It summarizes the financial position and results of operations of the University for the past two fiscal years.

Official Files Maintained by:
UI Accounting & Financial Reporting

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

University audited GAAP package

Category: Accounting and Financial

Description:

The State of Iowa's Department of Administrative Services (DAS) requires each state unit to submit financial information annually in a format they specify.

Official Files Maintained by:
UI Accounting & Financial Reporting

UI Retention Guidelines: 10 years

Confidential: Yes
Vital: Yes

University Budget Book

Category: Accounting and Financial

Description:

Annual budget information per organizational unit documented for public use

Official Files Maintained by:

UI Retention Guidelines: 10 Years

Confidential: No
Vital: Yes

University Goods and Services Contracts

Category: Purchasing, Accounts Payable and Travel

Description:

University contracts are the final, signed contracts that are processed for the purchase of goods and services.

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

UI Retention Guidelines: 10 Years after life of contract

Confidential: Yes
Vital: Yes

University of Iowa Charter Committee Member Listings

Category: Administrative Records

Description:

Annual membership listings for UI charter committees which are established in an effort to assure that University-wide services and activities will be carried out in the best interests of education and society.

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

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Vaccinia Vaccination Information Forms

Category: Environmental Health & Safety

Description:

Vaccinia Vaccine Information forms used to document the individual's acceptance or refusal of vaccinia vaccination.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Van Pool Agreements

Category: Parking & Transportation

Description:

Signed agreement by employee van pool members stating they will abide by terms and policies of van pool program.

Official Files Maintained by:
UI Parking & Transportation

UI Retention Guidelines: 5 Years after end of agreement

Confidential: Yes
Vital: Yes

Vehicle Accident Files

Category: Risk Management, Insurance and Loss Prevention

Description:

Records of accidents involving vehicles either owned or operated by a Regents institution.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Vehicle Self-Insurance Fund

Category: Risk Management, Insurance and Loss Prevention

Description:

Documents relating to establishment and administration of vehicle self-insurance fund.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Vendor Applications/W9s

Category: Purchasing, Accounts Payable and Travel

Description:

Vendor application form is scanned and saved in a shared folder. Typically not considered confidential, however, some information may be confidential

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

W-2

Category: Tax Records

Description:

Wage and Tax Statement filed annually with IRS and employee.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Waivers - signed copies

Category: Risk Management, Insurance and Loss Prevention

Description:

Release of Liability signed by third parties for personal injury or property damage resulting from their participation in activities/events occurring on and off University property.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Waivers of UI Interest On Disclosures of New Inventions

Category: Inventions, Patents and Research Agreements

Description:

These are letters signed by UIRF waiving rights back to the inventor(s) if it is determined the UIRF has no interest in the disclosed invention.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

Wholly-owned subsidiaries (Musser-Davis) Financial Report

Category: Accounting and Financial

Description:

Audited financial report, company documents for leasing, sales, operating expenses, payroll, taxes, correspondence.

Official Files Maintained by:
UI Accounting & Financial Reporting

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

X-ray Unit Compliance Surveys

Category: Environmental Health & Safety

Description:

EHS compliance surveys of UI X-ray units

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

X-ray Unit Inventory/Registration

Category: Environmental Health & Safety

Description:

EHS Inventory and registration of UI X-ray Units

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

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