Phone: (269) 471-3373
Fax: (269) 471-2646
University Archives
James White Library: Lower Level,
Andrews University
Berrien Springs, MI
49104-1440
 

Retention Schedules

These schedules are in pdf format. Click here for a free download of Adobe Acrobat Reader if needed to view and print the documents.

Appendix 8: Retention Schedule, All Series

Codes: Retention in Office: 00 = years, U = useful life in office/period of reference value
  Retention: 00 = years
  Disposition: Archives = University Archives, CAR = Center for Adventist Research, Destroy = discard/shred/erase, Review = review for disposition
Record Series Retention in Office of Origin Final Disposition Comments
Academic Records: These include narrative evaluations, competency assessments, etc. Permanent    
Accident and Injury Report Records 6 Destroy  
Accounting Statements, monthly 1 Destroy One year plus current fiscal year.
Accounts Payable Invoices 6 Destroy  
Accreditation Records: These include not only the final report but all of the files and support materials generated in the accreditation process. Useful Life Archives Note: Send two copies of the final report and all of the files and support materials generated in the accreditation process
ACT Records 5 Archives  
Advertising Useful Life   2 copies to Archives
Affirmative Action Program Records Documentation of affirmative action plans and programs. It includes also support documentation and correspondence.

6

Permanent

Maintain only final plans, reports, and substantive correspondence for the Archives.
Agendas, chair of committee 5 Archives  
Agendas, committee members Useful Life Destroy 30 days after approval of minutes.
Alumni Directories 5 Archives 2 copies to Archives.
Alumni Organization Records 5 Review  
Animal Subject Protection Records 5 Permanent  
Annual Reports: These reports document yearly activities and accomplishments of programs, departments, and schools; growth, problems, and solutions, projections for the future, etc. 5 Archives

Office of origin: Send one copy with other Subject/ Topical/ Reference Files.

Other offices: Retain for period of reference only.
Applications, Unaccepted

1

Destroy

From date of application.
Articles of Incorporation, Bylaws Useful Life Permanent  
AU Bulletins Permanent   Note: Send 2 copies to the Archives when first produced.
AU Research Statistics and Reports 5 Archives  

Audio-Visual Materials: This includes e.g. photos of department staff, events, programs, etc.

DOES NOT include audio-visual materials prepared for course instruction or research unless of a unique nature.
5 Archives  
Audit Reports 6 Permanent Auditor’s management letters.

Awards, Honors, Fellowships, Scholarships

Student, faculty, and department.
5 Archives Included in Subject/Topical/Reference Files.
Ballots-Committee Actions --- Destroy Destroy after vote has been recorded.
Ballots-Election to Committees 1 Destroy  
Bank Statements and Reconciliations 6 Destroy  
Blank Forms Useful Life Destroy Retain for 30 days after obsolescence.
Board of Trustees Meetings Useful Life Permanent Closed for 25 years, 5 in office and 30 in Archives.
Budget Printout: This includes work sheets, memos, notes, and adjusted budget printouts. 1 Destroy Destroy at the end of the fiscal year involved.
Budgets 4 Destroy Note: See Ledgers, General for yearly budget.
Building Records Useful Life +5 Destroy  
Buildings and Facilities Data Records: This series provides a composite record of background information on buildings and facilities. Records include building surveys and audits, physical description of buildings, construction project reports, equipment inventories, and other related data. Useful Life Review  

Bulletins, Posters, and Notes:

Information materials acquired for the purpose of informing University personnel of events and activities.
1 Archives

Office of origin: Send 2 copies with other Subject/ Topical/ Reference Files.

Other offices: Retain for period of reference only.
Campus Master Plan Records Useful Life Archives  

Campus Ministries Records

These consist primarily of topical files (week of prayer, vespers, and other spiritual programs), as well as files on Student Missionaries, Chapel reports, etc.
Useful Life Review Note: Of special importance to the Archives/CAR are the records about Student Missionary activities, e.g. annual list of attendees, their correspondence, reports, etc.
Capital Asset Records Useful Life +5 Permanent  
Cash Operations Deposit Receipts/Tickets 1 Destroy Retain for current fiscal year only.
Cash Receipts 6 Destroy  
Centers and Institutes Records Useful Life Archives The recommended time of Retention in Office of Origin is 5 years.
Change of Grade Forms, update documents Permanent ---  
Charter Useful Life Permanent  
Check Register 6 Destroy  
Check Sheets, degree audit records 5 Destroy After graduation or date of last attendance.
Checks, General (canceled) 6 Destroy  
Checks, Payroll (canceled) 4 Destroy  
Class Lists, original grade sheets Permanent    
Class Lists, teachers 2 Destroy  
Closing Reports Useful Life Archives Statistical in nature
Commencement Program Permanent   Note: Send 2 copies to the Archives when first produced.
Compensation Claim Records Useful Life Permanent  
Compensation Committee Useful Life Permanent Closed permanently

Construction Project Administration Records

These include documents of all phases of the administration of construction and remodeling/renovation projects such as: project descriptions, proposals, bid requests, contracts, purchase orders, facilities use records, design proposals, meeting minutes, work forms, project programs, policy and legal discussion documents, check lists, specification books, videotapes, photographs, and related correspondence, including equal employment opportunity records pertaining to contractors and subcontractors.
Useful Life Review Review 5 years after project account closing
Construction Project Drawings, Maps, and Plans Useful Life Archives Note: Send two sets of the original drawings and maps, or best quality copies of the final version as built.

Construction Project Planning and Proposal Records

These are for all new constructions and remodeling/ renovation work of existing buildings and facilities. Records include feasibility and needs studies, space planning documents, artist’s sketches, architects’ proposals, models, plans and proposals, and related correspondence.
10 Review Note: A copy of final studies, plans, and reports should go to the Archives for Permanent.
Contract Forms, teaching 6 Permanent  
Contracts 5 Permanent  
Corporate Papers Useful Life Permanent  
Corporation Minutes 5 Permanent  
Correspondence, non-essential: This includes incoming and outgoing correspondence of all offices/entities of the University. 5 Destroy Non-essential correspondence addresses routine matters, such as travel arrangements, scheduling, and acknowledgements.
Correspondence, permanent: This includes correspondence received and sent; applies to all offices/entities of the University. 5 Permanent Permanent correspondence refers to that pertaining to the business and operations of the University.
Counseling and Testing Client Files, Students and their Spouses: These are highly confidential and sealed files of the Counseling and Testing Center. They are kept sealed at the Center. These files do not include ACT, GRE, MCAT, and other testing scores and materials. Useful Life + 7 Destroy  
Course Catalogs and Bulletins 5 Archives Office of origin: Send 2 copies with other Subject/Topical/Reference Files. Other offices: Retain for period of reference only.
Course Evaluations/Students’ Teacher Evaluations 5 5 Destroy
Course Handout : Original creation of faculty members only. 5 Archives One set to the Archives.
Course Material Reproduced or Prepared by the Department or Teacher 5 Archives One set to the Archives.
Course Syllabi 5 Archives One set to the Archives.
Data Input and Verification Records; See the Andrews University Data Entry Standards Manual for specific instructions concerning this record series. Useful Life Review  
Degree Audit Records: See: Check Sheets      
Departmental Budget Files Useful Life Destroy The recommended time of Retention in Office is 1 year.
Departmental Meetings, minutes; See Minutes      
Deposit Books and Tickets 2 Destroy  
Disability Records Useful Life Permanent  
Dissertations, Masters Theses, Projects: These materials consist of the accepted dissertation, thesis, or project that has been completed in partial fulfillment of degree requirements. Materials also included here are final approval papers and project supplemental materials such as music scores, portfolios, and documentation of models. 5 Permanent After graduation. After completion of the degree, send 2 bound copies of each dissertation or thesis to the James White Library. This also applies to Honors Projects.

Drafts and Informal Notes

Drafts or preliminary versions of memos, letters, reports, worksheets; working papers, informal notes, announcements of meetings, routing slips, letters and fax cover sheets; letters and memos scheduling appointments, directives and instructions received, telephone and electronic messages, used in preparation of recorded information, not documenting policy.
Useful Life Destroy Destroy as soon as determined by office to have no more value.
Duplicate Copies of Records: Copies of documents created for administrative reference, information, or distribution only. Useful Life Destroy Destroy as soon as determined by office to have no more value.
Electronic Forms and Media: Office copies of computer forms, disks, tapes, cards, CD’s, etc. used as preliminary input or temporary storage or output control, the result of which are produced or otherwise available, in paper reports, computer output, microfiche or online. Useful Life Review Note: Those which have historical or long-range administrative value should go to the Archives.

Electronic Mail

E-mail messages and their attachments regarding University business, sent or received via the University network, are considered University records; thus, they are subject to Andrews University records management policies and procedures. Most e-mail may fall into Record Series as listed in the Retention Schedules: agendas, informal notes/announcements, minutes, correspondence, etc.
Useful Life Review Note: For e-mail relating to University business, before deleting the electronic copy, prepare a hard copy of the email messages and file it appropriately.
Employee Manual Useful Life Permanent Note: Send 2 copies to the Archives when first produced.

Employee Placement and Acknowledgment Forms

This form, signed by the employee, is a record that he/she recognizes the confidential nature of University information, including student records. It constitutes an agreement to comply with University policies and procedures regarding access, use, and security. It holds the employee responsible for any violation.
U +2 Destroy Retain 2 years after employment is terminated.
Employee’s Earning Records Useful Life Permanent  

Environmental Health and Safety Records

Records include Material Safety Data Sheets (MSDS), hazardous material purchases and manifests documentation, listings of generated waste, hazardous materials incident reports, certificates of destruction, and related correspondence.
Useful Life Permanent Note: Asbestos and Lead Control Records are filed as topical record. Environmental Health and Safety Training Records are filed with the employees personnel records.
Equipment Inventory Lists 2 Destroy Or after superseded.

Equipment Records

These provide a record of equipment purchased and/or maintained by the office. It includes invoices, requisitions or purchase orders, vendor information, instruction manuals, maintenance agreements/contracts, warranties, repair and service documentation, inventories, and related correspondence.
Useful Life+5 Destroy Note: Maintain records five years after final disposition of item.
Expense Reports 5 Destroy  

Facilities Management/Maintenance Records

Includes records of routine management, maintenance, and repair of buildings/facilities, grounds, and mechanical systems. They also cover such areas as: security (security logs and reports), space planning, parking management, disabilities access documentation, as well as supply, equipment and key inventory management.
Useful Life Destroy  
Facilities Permit and Approval Records Useful Life Permanent  

Faculty Personnel Records

These files document individual faculty academic work history, including all academic ranks.

Useful Life +6

Permanent From date of termination or retirement
Faculty Research and Publication Reports Useful Life 5 Confer with Associate Dean for Research
Faculty Research Files 5 Permanent  
Faculty Research Grant Proposals 5 Permanent  
Faculty Research Grant Reports Useful Life Permanent  
Faculty Search Records

Useful Life +3

Destroy

Note: Copies of successful candidate applications, resumes, and vitae are placed in their faculty personnel files.

Faculty/Staff Files

See Personal Professional Papers and Property, also Rank and Continuous Appointment Portfolio Application
    Personal office files
Faculty/Staff Files, current Useful Life   After retirement or separation of an individual from the University, his/her folder must be filed with the Record Series: Faculty/Staff Files, former faculty/staff.
Faculty/Staff Files, former faculty/staff 5 Permanent  

Family and Medical Leave Records

These include sick leave and vacation leave requests.
Useful Life Permanent  
Family Educational Rights and Privacy Act Data/Documents. When applicable, a copy of the records in these folders is placed in the folder of the student. Whenever the recommended retention period is the life of the affected record, the retention period of the FERPA document is the same as that of the student records to which it pertains: Students’ Waivers of Rights to Access to Letters of Recommendation, for example, should be retained until terminated or the letters themselves are destroyed If the retention period for a record to which a FERPA document pertains is permanent, the FERPA document should also be permanently retained.      

FERPA Documents

Note: FERPA specifically requires institutions to maintain records of requests and disclosures of personally identifiable information except for defined “directory information” and requests from students for their own records. These records are part of the student’s educational records; therefore, they must be retained as long as the institution retains the educational records to which they refer.
Useful Life Destroy  
Financial Aid Records: These include documents about loans and grants. 5 Destroy After graduation or date of last attendance
Financial Management Committee Useful Life Permanent Closed permanently
Financial Statements, Audited 5 Permanent  
Financial Statements, Interim 2 Destroy  

Foreign Student Files

See International Students
     
Graduate Student Files, application rejected 5 Destroy  
Graduate Student Files, application referred to other programs 5 Destroy  
Graduate Student Files, graduated 5 Permanent After graduation.
Graduate Student Files, withdrawn/terminated 5 Permanent After termination.
Graduate Student Records, attending: These student folders include documents such as acceptance letters, advanced placement records, applications for admission, relevant correspondence, entrance examination reports (GRE, GMAT), letters and forms of recommendations, placement scores, readmission forms, test scores, transcripts (other colleges, and high school) Useful Life Destroy

Note: After matriculation, these records will be transferred to Academic Records. There they will be kept until five years after graduation or date of last attendance. Final disposition is D.

Note: Regarding letters of recommendation follow AACRAO guidelines.
Graduate Student Records, extension courses 5 Destroy  
Graduate Student Records, non-entering: These student folders include documents such as acceptance letters, advanced placement records, applications for admission, relevant correspondences, entrance examination reports (GRE, GMAT), letters and forms of recommendation, placement scores, readmission forms, test scores, transcripts (other colleges, and high school) Useful Life Destroy

5 years after application term

Note: Regarding letters of recommendation follow AACRAO guidelines.

Graduation Lists Permanent    

Grant Resource Organizations

Such as: AUCO, GRC
Useful Life Destroy  
Grievances and Arbitration Useful Life Permanent Closed permanently

Health Insurance Records

Contracts and Relationships.
Useful Life Destroy  
Honor Societies: Many activities fall into a Record Series as listed in the Retention Schedule: agendas, informal notes/announcements, minutes, correspondence, etc. and should be treated accordingly. 5 Review Note: J. N. Andrews Honors Scholar projects are sent to James White Library and become part of the permanent JWL collection.
Human Subject Review Board 5 Permanent  
Institutes See Centers and Institutes      
Instructional and Reference Materials Useful Life Review  
Insurance Policies Useful Life +6 Permanent  
Interdepartmental Purchase Orders/Service Orders 2 Destroy  

International Student Files

I-20 and other immigration matters, etc
5 Destroy After graduation or date of last attendance.
Invoices 2 Destroy  
Ledgers, Accounts Payable 10 Destroy  
Ledgers, Accounts Receivable 10 Destroy  
Ledgers, General 10 Permanent Check with ST

Legal Advice Records

Records which document advice, opinions, and background on legal concerns that may impact programs or functions.
Useful Life Review The recommended time of Retention in Office is 5 years.

Legal Proceeding and Investigation Records

Records relating to legal proceedings and investigations, purpose of litigation and/or court proceedings.
Useful Life Permanent After a case is closed.

Library Material

Reference information, book order material, and items acquired for individual use or exhibition.
Useful Life Destroy Destroy as soon as determined to have no more value.

Lists, Indices, Summaries

Used for internal administrative convenience or information.
2 Review Note: Office of origin may keep one copy for the Archives.
Manuals, Handbooks, Procedures, and Policies Useful Life Review Office of Origin should consult with the Archives about retention

Medical Insurance Records

These include statements and premium payments, etc.
6 Destroy  
Minutes, committees: This includes minutes from all committees and sub-committees, boards and other decision-making bodies in all offices/entities of the University. 5 Permanent Committee chair should retain one record copy for the Archives. Other members should retain a copy during the length of their committee tenure, and then destroy.

Miscellaneous Special One-time Projects:

Records related to special office projects that are not generally part of an office’s retention schedule: exhibitions, promotion/alumni campaigns, phonathon, etc.
5 Review Records about significant major exhibitions, conferences, and guest lectures should be transferred to the Archives.
Name Change Authorization 5 Destroy After graduation or date of last attendance.
Non-AU Sponsored Project Administration Records: NSF, NEH. These records consist of the final report copies that are also filed with the sponsoring grant organization. 5 Permanent  
Note Register/File Useful Life +2 Destroy  
Office Support Records Useful Life Destroy  
Opening and Closing Reports Useful Life Permanent Statistical with wide distribution
Patent and Trademark Records Useful Life Permanent The recommended time of Retention in Office is 5 years
Payroll Registers Useful Life Destroy  
Personal Professional Papers and Property: This includes certificates, honors, professional development activities and research, correspondence and other records related to professional activities. 5 Review Individuals are strongly encouraged to consult with the Archives and the CAR to determine the archival value of their personal professional papers and property.
Personnel Service Records Useful Life Permanent  
Position Description Records: The provide current job descriptions and classifications which are used for employee recruiting, position review, etc. Useful Life Destroy An appropriate copy should be maintained in employee personnel file
Postal Records : Including returned registered or certified mail cards of receipts. Insurance receipts and packing slips. 1 Destroy  
Potential Job Candidate Records Useful Life Destroy  
Professional Organizations: University membership and all pertinent correspondence relating to policy, procedure or function should be retained for the Archives by the sponsor/campus officer of the organization. Many activities fall into one and/or the other Record Series as listed in this Retention Schedule: agendas, informal notes/ announcements, minutes, correspondence, etc. They must, therefore, be treated as such. 5 Permanent  
Programs, Conferences, Seminars Useful Life Permanent 2 copies of materials to Archives
Proposals Useful Life    
Publications - Non Andrews University Origin Useful Life Destroy  

Publications –Andrews University Origin

These include e.g. catalogs, calendars of special events, brochures, directories, handbooks, class schedules, etc.
Useful Life Review Office of Origin should consult with the Archives about retention
Purchase Orders: The original only 7 Destroy  

Purchase Requisition Orders

Used to purchase services, supplies, equipment, etc.
2 Destroy  
Rank and Continuous Appointment Committee Useful Life Permanent Closed permanently
Real-estate, Deeds and Titles Useful Life Permanent The recommended time of Retention in Office is 5 years.
Receipts 4 Destroy  
Reconciliations, Organizational Accounts 6 Destroy  
Recruitment Materials Useful Life Review VA regulations require that all recruitment materials be retained for 3 years. Send 2 copies of a complete set to the Archives when it is first produced.
Reference Files: See Subject Files      
Requests and Disclosures of Personally Identifiable Information 5 Destroy After life of affected record.
Requests for Formal Hearings 5 Destroy After life of affected record
Research Projects Useful Life Review  
Retirees and Death Claim Records Useful Life Permanent  
Safety Records 6 Destroy  
Sales Invoices 6 Destroy  
Schedule of Classes, institutional 10 Destroy Send 2 copies to the Archives when first produced.
Sick Leave Benefits Useful Life Permanent  
Special Audits 6 Permanent  
Staff Employee Personnel Records Useful Life +6 Permanent From date of termination or retirement

Student Accounts Records, active

Included are tuition and fee charges.
Useful Life Destroy After graduation or date of last attendance. Note: Records of Student Accounts that have not been paid off by then are transferred to the Collections Office.

Student Accounts Records, collections

Included are tuition and fee charges.
Useful Life Destroy These records are kept at the Collections Office. See above.

Student Activities Records

A mix of records dealing with special events, programs, promotional activities, club activities, etc.
Useful Life Review Usually transferred after five years in office. Many of these records fall under other series and can be handled that way.
Student Disciplinary Files Permanent --- Do select purging after appropriate amount of time has passed.
Student Employment/Labor Records Useful Life Destroy Retain 5 years after date of termination
Student Files, departmental 5 Review Destroy after graduation or date of last attendance unless graduate or when professional accreditations require maintenance of files.
Student Files, attending: May include academic action authorizations (incl. dismissal, etc.), advanced placement records, application for graduation, applications for readmission (reentry), audit authorizations, change of course (drop/add), correspondence (relevant), credit by examination forms, curriculum change authorizations, degree audit records, FERPA documents, name change authorization, registration forms, transfer credit evaluations, withdrawal authorizations, enrollment verifications, teachers certifications, veterans administration certifications, etc. 5 Destroy After graduation or date of last attendance. These include the Graduate and Undergraduate Student Records received from Admissions.
Student Records, historical 5 Permanent  
Student Requests for Non-disclosure of Directory Information Useful Life Destroy After date submitted if so indicated in the institution’s policy statement.
Student Statements on Content of Records Regarding Hearing Panel Decisions 5 Destroy After life of affected record.
Student’s Written Consent for Records Disclosure 5 Destroy Until terminated by student or life of affected record.
Subject Files: These files document the day-to-day activities of any University office, reflecting administrative activities, including policy decisions, action taken, events, committee involvement, involvement with outside organizations, etc. They are of value to future administrators, to understand the organizational culture, differing points of view, and decision- making processes. Useful Life, 5 Permanent Some records may be closed in RC permanently.
Syllabi See Course Syllabi Useful Life Permanent The recommended time of Retention in Office is 5 years.
Systems Contingency Records Useful Life Review Retain current and most recently developed plan records
Systems Data Storage/Back-up Records Useful Life Destroy Retain storage media as specified in the backup cycle schedule
Systems Documentation Records Useful Life Review  
Systems Support Records: Includes purchase records, system maintenance schedules, service orders, notes on significant failures and trouble shooting. Useful Life Destroy  
Systems Technical Support Records Useful Life Destroy Note: Machine-specific records should be kept as long as the machine is in use.
Tax Records 6 Permanent  
Teacher Certifications 5 Destroy After certification
Telephone Billing Statements 1 Destroy  
Tenure and Promotion Recommendations 5 Permanent Recommendations are filed with the VP for Academic Administration and retained permanently.
Tenure and Promotion Reviews 5 Destroy  
Time Sheets/Payroll Sheets: The official copy held in payroll office. 2 Destroy  
Topical Files See Subject Files Useful Life Destroy  

Travel Documentation

Travel expense reports and back up documentation.
1 Destroy  
Trial Balances Useful Life Destroy Keep until audit.
Undergraduate Fellowships Useful Life Destroy  

Undergraduate Student Records, attending

These student folders include documents such as acceptance letters, advanced placement records, applications for admission, relevant correspondence, entrance examination reports (ACT, CEEB), letters and forms of recommendation, placement scores, readmission forms, test scores, transcripts (other colleges, and high school)
Useful Life Destroy After application and matriculation, these records will be transferred to Academic Records. There they will be kept until five years after graduation or date of last attendance. Final disposition is D. Regarding letters of recommendation follow AACRAO guidelines. (Redundant with Student Files?)

Undergraduate Student Records, non-entering

These student folders include documents such as acceptance letters, advanced placement records, applications for admission, relevant correspondence, entrance examination reports (ACT, CEEB), letters and forms of recommendation, placement scores, readmission forms, test scores, transcripts (other colleges, and high school)
Useful Life Destroy

5 years after application term

Regarding letters of recommendation follow AACRAO guidelines.
Unemployment Insurance Claims Useful Life Destroy  
Veterans Administration Certifications 5 Destroy After expiration
Vouchers, Journal and Check Registers 6 Destroy After graduation or date of last attendance.
W-2 Forms 6 Destroy  
W-4 Forms 6 Destroy  
Waiver of Rights of Access 5 Destroy Until terminated by student or life of affected record.
Wills and Trust Useful Life Permanent The recommended time of Retention in Office is 5 years.
Work Orders 2 Destroy  

Work Paper, Audit

This also includes all correspondence.
6 14  
Work-Study Records

Useful Life

Destroy

Retain 5 years after date of termination
Written Decisions of Hearing Panels 5 Destroy After life of affected record.

 

 
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Berrien Springs, Michigan 49104