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.

Outgoing Sub award Agreements

Category: Grants and Awards

Description:

Sub award agreements and supporting documentation.

Official Files Maintained by:
Division of Sponsored Programs

UI Retention Guidelines: 5 Years after award closeout

Confidential: Yes
Vital: Yes

OWI and Public Intoxication Arrests

Category: Public Safety & Security

Description:

Criminal Incident, Investigation and Arrest Reports for individuals involving Alcohol Violations. Typically not considered confidential, with exception of 1) investigative records or 2) where release may cause a safety issue.

Official Files Maintained by:
UI Department of Public Safety

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Parking Appeals

Category: Parking & Transportation

Description:

Appeal of parking citation and appeals committee decision on appeal

Official Files Maintained by:
UI Parking & Transportation

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Parking Permit Applications and Renewals

Category: Parking & Transportation

Description:

New or renewed parking permit applications for on-campus or off-campus parking locations managed by or leased through UI Parking & Transportation.

Official Files Maintained by:
UI Parking & Transportation

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Past Due Account Letters

Category: University Billing and Student Loans

Description:

Notices of Past Due Accounts for Student & Non-Student Accounts. (Ex: Right to Cure, etc.)

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Patent Accounts Payable and Accounts Receivable

Category: Inventions, Patents and Research Agreements

Description:

Bills, invoices, royalty receipts, etc. 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

Patent Applications

Category: Inventions, Patents and Research Agreements

Description:

Patent applications provided the earliest and ongoing versions in a patent file, and can necessary to provide scope and background in case of any patent litigation. Once an application is submitted to the USPTO, it is also available there.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: Patent Term + 5 Years

Confidential: Yes
Vital: Yes

Patent Committee Records

Category: Inventions, Patents and Research Agreements

Description:

Under UI Policy, there can be meetings of a Patent Committee, which will provide certain input and make specific recommendations to the UIRF.

Official Files Maintained by:
UI Research Foundation

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Payroll Records - Individual (monthly/biweekly for all employee types)

Category: Personnel, Human Resources and Recruitment

Description:

Documentation of all payroll payments made to individuals employed by UI. Paper or electronic employee time records, regular or corrected, W-4's and W-2's; Payroll authorization to withhold union dues cards.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Payroll withhold authorization cards/records

Category: Personnel, Human Resources and Recruitment

Description:

Authorization for UI to withhold money from employee paychecks for payment of applicable past-due University bills/expenses.

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Personal and Area Monitoring Data

Category: Environmental Health & Safety

Description:

Personal or area exposure monitoring data collected by UI EHS by request or as required by regulations. This includes air monitoring, surface sampling, noise monitoring, and indoor air quality assessments.

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Personnel Records (Student, Staff and Faculty employees)

Category: Personnel, Human Resources and Recruitment

Description:

Personnel files contain all forms related to the staff member's employment; i.e., resumes, curriculum vitae, and/or application materials, appointment papers and letters of offer/intent/contract, job descriptions, documentation of career deve

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

UI Retention Guidelines: 5 Years after termination

Confidential: Yes
Vital: Yes

PPE Respirator Assessments

Category: Environmental Health & Safety

Description:

EHS Respirator assessments conducted for UI Staff

Official Files Maintained by:

UI Retention Guidelines: Permanent

Confidential: No
Vital: Yes

Pre-award Routing Form (Sponsored Research)

Category: Grants and Awards

Description:

University form to document proposal review, approval, and certifications by PI, DEO, and Dean.

Official Files Maintained by:
Division of Sponsored Programs

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Prior RAM (Radioactive Materials) Occupational Dose Records

Category: Environmental Health & Safety

Description:

EHS Reports of radiation doses received by UI staff prior to UI employment

Official Files Maintained by:

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

Confidential: Yes
Vital: Yes

Probate Records

Category: Audit & Legal

Description:

Correspondence with the state and attorneys regarding the transfer of money from wills, trusts, gift documents, etc. to the University of Iowa directly.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: No

Procurement Card Purchases

Category: Purchasing, Accounts Payable and Travel

Description:

Procurement card purchases are recorded in ProTrav. Typical supporting documentation includes invoices, registration forms, receipts, proof of payment, etc.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Procurement Card Request form

Category: Purchasing, Accounts Payable and Travel

Description:

Procurement card request forms are created and maintained in ProTrav.

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Progress Reports

Category: Grants and Awards

Description:

Summary of the project performance and outcomes.

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

Promissory Notes & Institutional Loan Documents

Category: University Billing and Student Loans

Description:

Original Student Loan Promissory Notes & Institutional Loan Documents

Official Files Maintained by:
UI Treasury Operations

UI Retention Guidelines: 5 Years after loan is "de-obligated" (either paid, death, bankruptcy, etc.)

Confidential: Yes
Vital: Yes

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