Within each function in the Campus Retention Schedule are listed several record categories that look like this:
Record Category (Series)
Description of the category along with examples of common record types that fall within this category.
Specific retention instructions or notes.
Each record category or series includes a description of the category, types of records typically included in that category, and retention periods for that category.
Retention begins after an event occurs, designated by a short expression (End of Calendar Year, Inactive, Graduation, etc.):
|Completion of Activity or Event||Retention begins when the activity or event is complete.|
|End of Calendar Year||Retention begins at year end.|
|Expiration of Contract or Agreement||Retention begins when a contract or agreement expires.|
|Graduation||Retention begins once student graduates or from the last date or enrollment.|
|Inactive||Retention begins when the record becomes inactive.|
|Matriculated||Retention begins when a student enrolls in classes.|
|Obsolete||Retention begins when records become obsolete.|
|Superseded||Retention begins when the record is superseded, updated, or replaced.|
|Termination of Employment||Retention begins when an employee ends employment through retirement or other means.|
2. Preferred Retention Periods
Following an event is a field for a preferred retention period, usually given by a number (1-100) representing calendar years. If a record is considered a permanent business record, "Permanent" is listed rather than a number of years.
Disposition is the transfer of a non-current record that has reached its retention period, either through destruction or transfer to a permanent archive like Special Collections:
|Destroy||The record can be destroyed once the retention period is complete.|
|Permanent||Keep the record in the originating office or transfer to Special Collections (specified in each category).|
Duplicate copies of a record: Duplicate copies may be kept as long as needed for business purposes. Duplicate copies should not be kept longer than the retention period of the official record.
Vital records contain information essential to the operation of the University. They allow for the University to recreate its legal and financial position and resume business more readily in the event of a disaster. Records that are determined vital are a small portion of the total volume of records; some offices may not have vital records.
If the record category may contain vital records, it is designated here as Vital. This does not mean all records in this category contains vital records, only that it may contain vital records. Again, many offices may not have vital records. Other designations may be given here to notify users of potential record value, such as historical, legal, administrative, etc.
Use the Campus Retention Schedule to see records categories that may contain vital records. If you have records that fit within that category, evaluate them to see if they are vital. If so, mark on your schedule as such and ensure effective management of those records with appropriate backups as needed. Each office with vital records must be concerned with the protection of such records.
See Vital Records for more information and instructions for identifying vital records.