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.

Delinquent Advance Reports (monthly)/Aging Report

Category: Purchasing, Accounts Payable and Travel

Description:

Report of cash advances that need to be cleared against travel expenses. This report is electronic in ProTrav.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Department of Management (DOM) Monthly Financial Reports

Category: Accounting and Financial

Description:

University monthly revenue and expense reports by fund for the State of Iowa Dept of Management

Official Files Maintained by:

UI Retention Guidelines: 10 Years

Confidential: No
Vital: Yes

Departmental policies and related procedures, or policy manuals

Category: Administrative Records

Description:

Final versions of official policies or required procedures that are not maintained in the UI Operations Manual. Policies and related procedures (internal or external), etc.

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

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Departmental Radiation Audits

Category: Environmental Health & Safety

Description:

Departmental audits for the University of Iowa, UI Health Care, Iowa River Landing, EHS and off-site clinics as required by the Iowa Department of Public Health.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Departmental, Unit, Collegiate, Program, Accreditation Reviews/Reports and Responses

Category: Administrative Records

Description:

Unit or program reviews and unit responses conducted as required by UI Operations Manual policy, to allow the University community to examine operations and programs and evaluate how well they function in relation to the University's mission

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

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Departmental, Unit, Collegiate, Program, Accreditation Self Studies

Category: Administrative Records

Description:

Unit or program self-studies conducted as required by UI Operations Manual policy, to allow the University community to examine operations and programs and evaluate how well they function in relation to the University's mission as well as Uni

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

UI Retention Guidelines: Until next review

Confidential: Yes
Vital: Yes

Disclosures of New Inventions

Category: Inventions, Patents and Research Agreements

Description:

Disclosures are forms filed by UI faculty, staff or students, either on-line or in paper form. These provide definition of the invention as well as a minimum early date stamp of conception.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

Dosimeter Reports

Category: Environmental Health & Safety

Description:

Reports of radiation doses received by staff wearing dosimeters.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Driver Ineligibility Notices

Category: Risk Management, Insurance and Loss Prevention

Description:

Email/other notices indicating an employee is ineligible to drive a UI vehicle.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Drug and Alcohol Testing Records (Cambus)

Category: Risk Management, Insurance and Loss Prevention

Description:

Results of findings of pre-employment, post-accident and random drug and alcohol testing for CDL Holders responsible for driving UI vehicles as part of job duties covered by the Federal Transit Administration (Cambus)

Official Files Maintained by:
UI Parking & Transportation

UI Retention Guidelines: 5 Years after termination

Confidential: Yes
Vital: Yes

Drug and Alcohol Testing Records (Non-Cambus)

Category: Risk Management, Insurance and Loss Prevention

Description:

Results of findings of pre-employment, post-accident and random drug and alcohol testing for CDL Holders responsible for driving UI vehicles as part of job duties covered by the Federal Motor Carrier Safety Administration (non-Cambus drivers).

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 5 Years after termination

Confidential: Yes
Vital: Yes

Drug Enforcement Agency (DEA) Controlled Substance Disposal Records (Prior to 2013)

Category: Environmental Health & Safety

Description:

Records of disposal of orphaned or expired DEA controlled substances across campus.

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

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Drug Enforcement Agency (DEA) Controlled Substance Disposal Records (Year 2013 or later)

Category: Environmental Health & Safety

Description:

Records of disposal of orphaned or expired DEA controlled substances across campus.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Easements

Category: Contracts, Real Estate and Leasing

Description:

Easement Agreements & Right of Way Documents.

Official Files Maintained by:
UI Business Manager Office

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Effort Reporting/Personnel Activity Report (PAR)

Category: Grants and Awards

Description:

Annual or quarterly Personnel Activity Reports, certifications, reconciliations and other documentation for the reports and any post-certification adjustments.

Official Files Maintained by:
Grant Accounting Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

EHS Campus Audits

Category: Environmental Health & Safety

Description:

Campus chemical and bio-hazardous waste audits conducted by UI EHS.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: No

EHS Environmental Management Facility Inspection & Operating Records

Category: Environmental Health & Safety

Description:

EHS records of facility inspections and operations for both the Environmental Management Facility and Batcave.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

EHS Equipment and Facility Rad Contamination Surveys

Category: Environmental Health & Safety

Description:

Rad contamination surveys of EHS facilities and equipment

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

EHS In-House Waste Disposal

Category: Environmental Health & Safety

Description:

EHS records of chemical waste disposed of in-house or radioactive material waste that has either decayed out or is within regulatory effluent limits.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

EHS Instructions for Medical Staff Caring for Patients Receiving RAM (Radioactive Materials) Therapy

Category: Environmental Health & Safety

Description:

Instructions for Staff provided at the time of RAM Therapy

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

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