In order to operate University departments efficiently, departmental personnel must not only have a knowledge of what records are generated in the course of doing business, but how they are organized and utilized in the day-to-day activities of the department.
The Official Records Retention Schedule is intended to be available for use by University departments to assist departments in meeting record retention guidelines. These retention schedules are designed to assure that Official Records will be preserved appropriately while providing economy and efficiency in the creation, organization, maintenance, use, and disposition of records.
PLEASE NOTE: THE UI OFFICIAL RECORDS RETENTION SCHEDULES POSTED AT THE ABOVE LINK WERE UPDATED PRIOR TO 2015 AND ARE CURRENTLY UNDER REVISION. UPDATES WILL BE POSTED PERIODICALLY BELOW:
Official Record Categories:
- Academic/Student Records Academic and Student Records Registrar Official Records Inventory and Retention Schedule Final 012017.pdf
- Accounting & Financial (updated 02/2016) Accounting and Financial Official Records Inventory and Retention Schedule Update 022016.pdf
- Administrative and Board of Regent (updated 01/2017) Administrative and Board of Regent.pdf
- Audit & Legal Audit & Legal.pdf
- Banking and Investments (updated 02/2015) Banking & Investments Official Records Inventory and Retention Schedule Final 022015.pdf
- Contracts, Real Estate and Leasing (updated 02/2015) Contracts, Real Estate and Leasing Official Records Inventory and Retention Schedule Final 022015.pdf
- Facilities Management (updated 04/2017) Facilities Management Official Records Inventory and Retention Schedule Final 042017.pdf
- Inventions, Patents and Research Agreements (updated 02/2015) Inventions Patents and Research Agreements Official Records Inventory and Retention Schedule Final 022015.pdf
- Misc. Health Care (updated 09/2016) Misc Health Care Official Records Inventory and Retention Schedule Updated 092016.pdf
- Parking and Transportation (updated 07/2016) Parking and Transportation Official Record Category Retention Schedule Final 062016.pdf
- Personnel, Human Resources and Recruitment (updated 06/2016) Personnel HR and Recruitment Official Records Inventory and Retention Schedule Updated 062016.pdf
- Public Safety and Security (updated 02/2016) Public Safety Official Records Inventory and Retention Schedule Final 022016.pdf
- Purchasing, Accounts Payable and Travel (updated 02/2015) Purchasing Accounts Payable and Travel Official Records Inventory and Retention Schedule Final 022015.pdf
- Risk Management, Insurance and Loss Prevention (updated 02/2016) Risk Management Official Records Inventory and Retention Schedule Final 022016.pdf
- Tax Records (updated 07/2016) Tax Records Official Records Inventory and Retention Schedule Updated 072016.pdf
- University Billing and Student Loans (updated 11/2015) University Billing and Student Loans Official Records Inventory and Retention Schedule Final 112015.pdf
The purpose of a retention schedule is:
- To provide an inventory of Official Records within the University
- To establish custodial responsibility for the various records.
- To provide a management tool outlining individual record retention and safekeeping requirements.
- To list which records are confidential, thereby requiring special handling for release.
- To list which records are vital and may require special handling procedures.
In reviewing the Official Records Retention Schedule, the following guidelines may be helpful for departments:
- Conduct an inventory of the various records housed within a department which includes:
- what documents the department has
- which are Official Records and which are convenience copies
- where and how the documents are actively housed
- how often the documents are used
- where the documents are stored
- when the documents become inactive
- how the documents are destroyed.
- Determine if confidential records are being stored appropriately
- Review the safeguarding measures the department has for vital records. The value placed upon these records will directly affect how much time and money should be spent securing them.