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.

EHS Laser Registration Forms

Category: Environmental Health & Safety

Description:

Registration forms for the use of lasers, per American National Standards Institute (ANSI) standards

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

EHS Patient Monitoring Records

Category: Environmental Health & Safety

Description:

EHS Records of patients monitored after treatment with radiation

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

EHS Radiation Committee Meeting Records

Category: Environmental Health & Safety

Description:

Agendas and Minutes for all Committees associated with Radioactive Materials use, i.e., Radiation Protection Executive Committee, Medical Radiation Protection Committee (MRPC), Radioactive Drug Research Committee (RDRC), Basic Science Radiation Pr

Official Files Maintained by:

UI Retention Guidelines: Until Iowa Department of Public Health Authorizes Disposition

Confidential: No
Vital: Yes

EHS Radiation Effluent Release Data

Category: Environmental Health & Safety

Description:

Records of radiation releases: Measurements and calculations of effluent releases to the environment

Official Files Maintained by:

UI Retention Guidelines: Until Iowa Department of Public Health Termination of Radioactive Materials License

Confidential: No
Vital: Yes

EHS Radiation Instrument Quality Control Records

Category: Environmental Health & Safety

Description:

EHS quality control records for radiation instruments.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

EHS Radiation Safety Training Records

Category: Environmental Health & Safety

Description:

Training records for staff using radioactive materials

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

EHS Self Contained Breathing Apparatus (SCBA) Inspection Records

Category: Environmental Health & Safety

Description:

SCBA inspection records of EHS Environmental Programs equipment per OSHA Respirator Standard 29CFR 1910.134

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

EHS SPCC (Spill Prevention Control and Countermeasure) Plan

Category: Environmental Health & Safety

Description:

EHS - Environmental Programs (EP) SPCC plan and associated records

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: No

EHS Waste Facility Spill Records

Category: Environmental Health & Safety

Description:

Records of spills at EHS Environmental Management Facility (EMF).

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

EHS Waste Shipping Papers

Category: Environmental Health & Safety

Description:

Shipping papers from radioactive, hazardous, and biohazardous waste shipments

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Emergency Response Right-to-Know Reports

Category: Environmental Health & Safety

Description:

Reports for emergency responders (UI Public Safety, HazMat Teams, Johnson County responders, etc.) indicating locations of hazardous materials on campus. Updated annually.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Endowment Files

Category: Banking & Investments

Description:

Donor gift or bequest documentation and subsequent correspondence; investment pool participation calculations, external trusts

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Energy Information Administration (EIA) 886 Report

Category: Parking & Transportation

Description:

Annual report of alternative fuel use and alternative vehicle inventory to EIA. Maintained as required by the Federal Energy Administration Act of 1974, Section 13.B

Official Files Maintained by:
UI Parking & Transportation

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Enrollment History Files

Category: Academic/Student Records

Description:

Academic record documenting initial UI registration and any subsequent changes in enrollment for all UI students (credit and non-credit - with the exception of CEU's).

Official Files Maintained by:
Office of the Registrar

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Environmental Studies, Surveys

Category: Facilities Management

Description:

Site survey, topographical survey and soil borings

Official Files Maintained by:
UI Facilities Management

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

EPA Hazardous Waste Permits and Amendments

Category: Environmental Health & Safety

Description:

EPA permits and permit amendments for hazardous waste activities on campus.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

EPA Hazardous Waste Report

Category: Environmental Health & Safety

Description:

Biennial reports to the Environmental Protection Agency for hazardous waste activities on campus.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Equipment Calibration Records

Category: Environmental Health & Safety

Description:

Equipment calibration records for EH Chemical/Occupational Safety equipment used for campus.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Evouchers

Category: Purchasing, Accounts Payable and Travel

Description:

Evouchers are transactions for the payment of miscellaneous items such as memberships, refunds, reimbursements, travel registrations.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

External Audit Requests - Annual Single Audit

Category: Grants and Awards

Description:

External audit requests, documentation submitted, correspondence, final audit report and university response to findings. State of Iowa notice of Single Audit letters to pass-through entities.

Official Files Maintained by:
Grant Accounting Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

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