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.

Class Lists

Category: Academic/Student Records

Description:

Roster of students/class lists for UI credit classes (graduate, undergraduate, professional students at all UI Colleges and campuses).

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Clery Records

Category: Public Safety & Security

Description:

Records that may be used by the Department of Education to establish our compliance with the Clery Act.

Official Files Maintained by:
Office of the Sexual Misconduct Response Coordinator

UI Retention Guidelines: 7 Years

Confidential: Yes
Vital: Yes

Competitive Bids - Request for Quotes, Requests for Proposal, Request for Qualifications, Reverse Auctions

Category: Purchasing, Accounts Payable and Travel

Description:

Competitive bids are initiated through the Ebid System.

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

UI Retention Guidelines: 5 Years following end of contract

Confidential: Yes
Vital: Yes

Complaints of UI Community Policy violations - responded to by the Local Department Employing the Responding Party

Category: Personnel, Human Resources and Recruitment

Description:

Formal and informal complaints alleging violations of UI Anti-Harassment, Retaliation, Sexual Harassment, or other policies, witness statements and the associated findings.

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

UI Retention Guidelines: 5 Years after termination of respondent

Confidential: Yes
Vital: Yes

Complaints of UI Community Policy violations - responded to by UI Office of Equal Opportunity and Diversity

Category: Personnel, Human Resources and Recruitment

Description:

Formal and informal complaints alleging violations of UI Anti-Harassment, Retaliation, Sexual Harassment, or other policies, witness statements and the associated findings.

Official Files Maintained by:
UI Office of Equal Opportunity & Diversity

UI Retention Guidelines: 5 Years after termination of respondent

Confidential: Yes
Vital: Yes

Confidential Disclosure Agreements

Category: Grants and Awards

Description:

Agreement that outlines the restrictions on sharing confidential information exchanged by the parties.

Official Files Maintained by:
Division of Sponsored Programs

UI Retention Guidelines: 5 Years after life of agreement

Confidential: Yes
Vital: Yes

Confidentiality/Outgoing Material Transfer Agreements

Category: Inventions, Patents and Research Agreements

Description:

These are all agreements related to non-commercial availability and distribution of materials or information related to disclosures.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

Confined Space Evaluation Forms

Category: Environmental Health & Safety

Description:

Departmental evaluation of confined spaces in their areas of responsibility.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Conflict of Interest/Conflict of Commitment in Employment Management Plans

Category: Personnel, Human Resources and Recruitment

Description:

Required management plan (reviewed annually) if/when a conflict of interest or commitment in employment is identified for a current UI employee.

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

UI Retention Guidelines: 5 Years following termination of employee

Confidential: Yes
Vital: Yes

Contracts

Category: Contracts, Real Estate and Leasing

Description:

The final, signed misc. contracts with various 3rd parties doing business with the University. Contracts are maintained in centralized contract management system overseen by UI Business Manager's Office.

Official Files Maintained by:
UI Business Manager Office

UI Retention Guidelines: 10 Years from termination of contract

Confidential: Yes
Vital: Yes

Course Fee Approvals/Reports

Category: Academic/Student Records

Description:

Documentation of recommendations and final approvals of course fees specific to the actual course. Requests can be submitted twice a year and if approved will be active for five years. Misc.

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Course Grades

Category: Academic/Student Records

Description:

Records of final grades and change of grades for students in UI credit classes (graduate, undergraduate, professional students at all UI Colleges and campuses).

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Credits with purchase order

Category: Purchasing, Accounts Payable and Travel

Description:

Credit memo from vendor that is entered into PeopleSoft Accounts Payable as a credit voucher. Original is scanned and the scanned version is retained.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Criminal Background Check Release Forms - Electronic

Category: Personnel, Human Resources and Recruitment

Description:

Electronic Criminal Background Check Release forms completed by applicants for regular, permanent positions or other security-sensitive positions at the University of Iowa.

Official Files Maintained by:
University Human Resources

UI Retention Guidelines: 10 Years after background check is completed

Confidential: Yes
Vital: Yes

Criminal Background Check Release Forms - Hard Copy and Conviction Results

Category: Personnel, Human Resources and Recruitment

Description:

Hard-copy/paper Criminal Background Check Release forms completed by applicants for regular, permanent positions or other security-sensitive positions at the University of Iowa and criminal conviction information obtained from vendor background ch

Official Files Maintained by:
Carver College of Medicine Collegiate Dean Office for CCOM faculty

UI Retention Guidelines: 10 Years after background check is completed

Confidential: Yes
Vital: Yes

Criminal Intelligence Records

Category: Public Safety & Security

Description:

Criminal Intelligence, threat assessment or other records on persons or incidents not included elsewhere.

Official Files Maintained by:
UI Department of Public Safety

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Cross-connection Prevention Test

Category: Facilities Management

Description:

Test record for backflow prevention

Official Files Maintained by:
UI Facilities Management

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Data Warehouse and Online Student Record Access Requests

Category: Academic/Student Records

Description:

Record of employees who have requested access to the Online Student Record Data Warehouse and completed FERPA Training.

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Declared Pregnant Female Record for Radioactive Materials

Category: Environmental Health & Safety

Description:

Records of pregnancy declarations by females using radioactive materials.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Degree Progress Report

Category: Academic/Student Records

Description:

Record of all college level courses completed (both transfer and UI) as well as waivers and degree requirements for the student's program of study - maintained for each student enrolled in a UI degree program.

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

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