Retention Manual

Accounting
Education and Student
Environmental
Finance
General Administrative
Human Resources
Information Technology
Legal
Plant Operations and Maintenance
Security and Police
Transportation and Parking

Accounting

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 1.1 Accounts Payable: Invoices Bill for goods or services received 6 years Destroy MU Policy
RM 1.2 Accounts Payable Records Documentation regarding amounts owed on open account for goods or services received. Includes bills for goods and services received, journals in which accounts payable and their payments are recorded (e.g., ledgers, voucher registers) 4 years Destroy None
RM 1.3 Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services. 4 years Destroy -Secured None
RM 1.4 Annuity Records Statement of payroll deduction for employee’s annuity plans. 4 years Destroy -Secured None
RM 1.5 Bad Debt Records Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 years Destroy – Secured None
RM 1.6 Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. 4 years Destroy -Secured None
RM 1.7 Cash Accounting Records Includes documentation regarding the disbursement and receipts of cash. Includes Cash Book (record of cash transactions showing running balance); Cash Disbursement Journals (special journal used exclusively to record disbursements of cash); Cash Journal (journal of cash received); Cash Register Tapes and Receipts. 4 years Destroy -Secured None
RM 1.8 Chart of Accounts A list of accounts used by organization with each account usually assigned a number or code 5 years Destroy MU Policy
RM 1.9 Cost Accounting Record analyzing cost for producing certain items or performing certain tasks. 6 years Destroy MU Policy
RM 1.10 Credit Card Receipts: Other than P-Card Credit card receipts created through the sales of goods and services by the university. Destroy media containing cardholder data when it is no longer needed for business or legal reasons and requirements of credit card companies. 4 years Destroy -Secured MU Policy
RM 1.11 Expenditure Report Periodic reports of expenditures, usually by department or account. 4 years Destroy -Secured None
RM 1.12 Fixed Assets Records Inventory and other information maintained on capitalized assets (structures, site improvements, machinery and equipment, information systems, furniture and fixtures, and vehicles). Active Plus 6 years Destroy None
RM 1.13 General Ledgers. A book containing a summary or detail of all transactions affecting the accounts of an institution. 6 years Destroy -Secured Review for historical value and transfer to Institutional Archives
RM 1.14 Invoices Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment. 4 years Destroy -Secured None
RM 1.15 Journals The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions. 4 years Destroy -Secured None
RM 1.16 Payroll Special pay for faculty. Active plus 15 years Destroy -Secured MU Policy
RM 1.17 Payroll Records Payroll documentation including checks, payroll deduction authorizations, (all forms used to authorize deductions); change reports (bi-weekly listings of payroll adjustments through personnel concerning full-or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, removals.) Arranged by pay period. 4 years Destroy -Secured None
RM 1.18 Payroll Audits Audit of bi-weekly and monthly payroll of classified and unclassified staff. Current year plus 1 years Destroy None
RM 1.19 Petty Cash Records N/A 4 years Destroy -Secured None
RM 1.20 Plant Funds: CAS State Contract Encumbrances N/A 6 years Destroy -Secured None
RM 1.21 Plant Funds: CAS Voided State Warrants N/A 4 years Destroy -Secured None
RM 1.22 Plant Funds: OAKS State Vouchers N/A 6 years Destroy -Secured None
RM 1.23 Procurement Card (P-Card) Documentation Including: statements from bank regarding P-Card use, transaction forms, and other supporting documentation. 5 years Destroy -Secured Original receipts retained in department of card owner. MU Policy
RM 1.24 Requisitions Forms used to order goods and services. 4 years Destroy None
RM 1.25 Royalty Payments N/A 4 years Destroy -Secured None
RM 1.26 Student Accounting Records Documentation on individual students’ paid/unpaid accounts; records of canceled registrations, including amount owed and reason; correspondence; account activity record; insurance records; tuition remission records. 4 years Destroy -Secured None
RM 1.27 Student Accounting Records: Dorm Contracts Actual agreement and Release Files between students and residence halls governing room and board and fee. Includes application, correspondence, meal plan authorizations, and record of decision reached concerning request to break contracts. Active plus 8 years Destroy -Secured Contracts, external
RM 1.28 Student Accounting Records: Financial Aid Includes documentation of award amounts disbursed (name, type, amount of award); canceled checks/stubs, check journals showing payments for financial aid made to students; Accounting Billing Letters (concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money). 4 years Destroy -Secured None
RM 1.29 Student Accounting Records: Insurance Records Record of students enrolled in university or college health program. 4 years Destroy -Secured None
RM 1.30 Subsidiary Ledgers A book of accounts of an institution. 4 years Destroy -Secured None
RM 1.31 Tax Documentation: State of Ohio Sales Tax N/A 6 years Destroy -Secured None
RM 1.32 Tax Documentation: State of Ohio Excise Tax N/A 6 years Destroy -Secured None
RM 1.33 Tax Documentation: City of Oxford Bed Tax N/A 6 years Destroy -Secured None
RM 1.34 Tax Documentation: Payroll TDEPS 941s N/A 6 years Destroy -Secured None
RM 1.35 Tax Documentation: MU990T N/A 6 years Destroy -Secured None
RM 1.36 Tax Documentation: Federal Tax Returns N/A 6 years Destroy -Secured None
RM 1.37 Tax Documentation: Financial OBOR Report N/A 20 years Destroy -Secured None
RM 1.38 Tax Documentation: Financial IPEDS Report N/A 20 years Destroy -Secured None
RM 1.39 Telephone Expense Records Periodic reports of long distance and local phone charges. 4 years Destroy -Secured None
RM 1.40 Travel Reimbursement Records Documentation of expenses incurred on official institutional travel. 4 years Destroy -Secured None
RM 1.41 Unemployment Insurance Payments N/A 4 years Destroy -Secured None
RM 1.42 Vending Commission Income Records Record of money received as commission on vending contracts. 4 years Destroy -Secured None
RM 1.43 Vouchers A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction. 6 years Destroy MU Policy
RM 1.44 Workers Compensation Payments N/A 4 years Destroy -Secured None

 

Education and Student

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 2.1 Academic Grievance Files Files documenting grievances of students against faculty members. Active plus 6 years Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 2.2 Admissions: Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex, etc. 6 years Destroy None
RM 2.3 Admissions (Applicants who do Matriculate): Advanced Placement Records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. Active plus 1 year Destroy -Secured None
RM 2.4 Admissions (Applicants who do Matriculate): Applications for Admission or Readmission Forms requesting admission or readmission to the institution. Active plus 1 year Destroy -Secured None
RM 2.5 Admissions (Applicants who do Matriculate): Correspondence Forms requesting admission or readmission to the institution. Active plus 1 year Destroy -Secured None
RM 2.6 Admissions (Applicants who do Matriculate):Entrance Examination and Placement Test Reports Standardized test scores related to admission to the institution and placement test scores. Active plus 1 year Destroy -Secured None
RM 2.7 Admissions (Applicants who do Matriculate):Letters of Recommendation Letters of reference supporting application to the institution. Active plus 1 year Destroy -Secured None
RM 2.8 Admissions (Applicants who do Matriculate):Medical Records Medical records related to application to the institution. Active plus 1 year Destroy -Secured None
RM 2.9 Admissions (Applicants who do Matriculate):Medical Records of Registered Students Student counseling records case notes. Active plus 7 years Destroy -Secured MU Policy
RM 2.10 Admissions (Applicants who do Matriculate):Personalized Recruitment Materials Student-specific letters related to encouraging potential students to attend the institution. Active plus 3 years Destroy -Secured VA regulations require that all recruitment materials be retained for 3 years.
RM 2.11 Admissions (Applicants who do Matriculate):Portfolios N/A Active Return to Student Retain until the admission determination is made and the student is advised of the admission decision. MU Policy.
RM 2.12 Admissions (Applicants who do Matriculate):Transcripts from High School N/A Active Plus 1 year Destroy -Secured Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.13 Admissions (Applicants who do Matriculate):Transcripts from Other Institutions of Higher Learning Records of courses take at other post-secondary institutions and documents supporting prior learning, including credit for military training. Active plus 1 year Destroy -Secured Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.14 Admissions (Applicants who do Matriculate):Transfer Credit Evaluations N/A Active plus 1 year Destroy -Secured None
RM 2.15 Admissions (Applicants who do not Matriculate): Acceptance Letters Student-specific correspondence relating to admission and enrollment at the institution. Active plus 1 year Destroy -Secured None
RM 2.16 Admissions (Applicants who do not Matriculate):Acceptance Letters Letters notifying students of acceptance or non-acceptance to the institution. 1 year Destroy -Secured None
RM 2.17 Admissions (Applicants who do not Matriculate): Access to See Letters of Recommendation Waiver Student waivers for rights of access to see Letters of Recommendation for Admission. Active plus 3 years Destroy -Secured None
RM 2.18 Admissions (Applicants who do not Matriculate):Advanced Placements Records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. 1 year Destroy -Secured None
RM 2.19 Admissions (Applicants who do not Matriculate):Applications for Admission or Readmission Forms requesting admission or readmission to the institution. 1 year Destroy -Secured None
RM 2.20 Admissions (Applicants who do not Matriculate): Correspondence Forms requesting admission or readmission to the institution. 1 year Destroy -Secured None
RM 2.21 Admissions (Applicants who do not Matriculate): Entrance Examination and Placement Test Reports Standardized test scores related to admission to the institution and placement test scores. 1 years Destroy -Secured None
RM 2.22 Admissions (Applicants who do not Matriculate): Foreign Students Forms I-20 and other Forms Active plus 3 years Destroy -Secured Since many items included in foreign student’s records are to be retained for at least 5 years, it is recommended that Immigration and Naturalization Service documentation also be retained 5 years.
RM 2.23 Admissions (Applicants who do not Matriculate): Letters of Recommendation Letters of reference supporting application to the institution. 1 year Destroy -Secured None
RM 2.24 Admissions (Applicants who do not Matriculate): Medical Records Medical records related to application to the institution. 1 year Destroy -Secured None
RM 2.25 Admissions (Applicants who do not Matriculate):Personalized Recruitment Materials Student-specific letters related to encouraging potential students to attend the institution. Active plus 3 years Destroy -Secured VA regulations require that all recruitment materials be retained for 3 years.
RM 2.26 Admissions (Applicants who do not Matriculate):Portfolios N/A Active Destroy -Secured Retain until the admission determination is made and the student is advised of the admission decision. MU Policy.
RM 2.27 Admissions (Applicants who do not Matriculate):Transcripts from High School N/A 1 year Destroy -Secured Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.28 Admissions (Applicants who do not Matriculate):Transcripts from Other Institutions of Higher Learning Records of courses take at other post-secondary institutions and documents supporting prior learning, including credit for military training. 1 year Destroy -Secured Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.29 Admissions (Applicants who do not Matriculate): Residency Status Documents Documents supporting determination of legal domicile (residency) for tuition purposes 6 years Destroy -Secured None
RM 2.30 Admissions (Graduate Student): Program Inquiries N/A 3 years Destroy -Secured MU Policy
RM 2.31 Classes: Audit Authorizations Approval form to audit a class Active plus 3 years Destroy -Secured None
RM 2.32 Classes: Change of Schedule Add/Drop Form N/A Active plus 1 year Destroy -Secured None
RM 2.33 Classes: Class Schedules (Students) List of classes student took during a given term Active plus 1 year Destroy -Secured None
RM 2.34 Classes: Credit by Examination Form N/A Indefinitely Permanent None
RM 2.35 Classes: Credit/No Credit Approvals N/A Active plus 3 years Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives
RM 2.36 Classes: Evaluations, Class/course Summary evaluations of course by students 6 years Destroy -Secured MU Policy (2012)
RM 2.37 Classes: Independent Study Permits N/A Active plus 3 years Destroy -Secured MU Policy
RM 2.38 Classes: Official Class Roster List of students enrolled for individual classes Active plus 3 years Destroy -Secured None
RM 2.39 Classes: Pass/Fail Request N/A Active plus 1 year Destroy -Secured None
RM 2.40 Classes: Registration/Enrollment Forms N/A Active plus 3 years Destroy -Secured None
RM 2.41 Classes: Syllabi Course syllabi faculty distribute to students. Active plus 6 years Archival Review Review for continuing administrative and historical value. MU Policy.
RM 2.42 Classes: Tests and Exams The actual exam (paper copy or electronic) Active plus 1 year Destroy -Secured Retain one year after end of term. MU Policy
RM 2.43 Classes: Withdrawal Authorizations N/A Active plus 3 years Destroy -Secured None
RM 2.44 Curriculum: Catalogs Official bulletins of the institution Indefinitely Archival Review Review for continuing historical value and potential transfer to institutional archives
RM 2.45 Curriculum (Continuing Education): Course Proposals not Approved N/A 1 year Destroy MU Policy
RM 2.46 Curriculum (Continuing Education): Approved Course Approvals N/A 6 year Destroy MU Policy
RM 2.47 Curriculum: Development Files Files documenting approval of new programs and degrees. Indefinitely Archival Review Review for continuing historical value and potential transfer to institutional Archives
RM 2.48 Curriculum (Schedule of Classes): Departmental Department worksheets (electronic or hard copy) informing Registrar of courses department will teach each semester. Active plus 1 year Destroy MU Policy
RM 2.49 Curriculum (Schedule of Classes): Institutional Schedule of classes offered each term by the institution. Indefinitely Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 2.50 Financial Aid: General/Non-Recipient Files Copy of FAF for students who did not receive aid or enter the university or college 1 year Destroy -Secured None
RM 2.51 Financial Aid (Non U.S. Department of Education Funding): General Administrative Annual Interim Fiscal Operations Reports. Reports to federal government on expenditures for federal programs. Active plus 6 years Destroy -Secured Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.52 Financial Aid (Non U.S. Department of Education Funding): National Guard Scholarship Rosters List of students receiving scholarships from the Ohio National Guard. Active plus 1 year Destroy -Secured Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.53 Financial Aid (Non U.S. Department of Education Funding): Ohio Academic Scholarship Rosters List of students receiving scholarships for current academic year. Active plus 1 year Destroy -Secured Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.54 Financial Aid (Non U.S. Department of Education Funding): Ohio Bureau of Vocational Rehabilitation Grants Files Record of awards by state agency for handicapped students. Active plus 6 years Destroy -Secured None
RM 2.55 Financial Aid(Non U.S. Department of Education Funding): Ohio Instructional Grants- Files Record submitted by student for payment of fees. Eventually sent to OBOR for payment. Active plus 1 year Destroy -Secured Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.56 Financial Aid (Non U.S. Department of Education Funding): Ohio Instructional Grants- Rosters Lists of students receiving grants for current academic year Active plus 6 year Destroy -Secured None
RM 2.57 Financial Aid (Non U.S. Department of Education Funding): Student Files Files on recipients: FAF’s & FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession & nursing loan files, scholarships, National Merit Scholarships, graduate assistants, sponsored student accounts. Active plus 6 years Destroy -Secured None
RM 2.58 Financial Aid (Non U.S. Department of Education Funding): Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program. Active plus 6 years Destroy -Secured None
RM 2.59 Financial Aid (U.S. Department of Education Funding): Federal Loan Check Registers Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans. Active plus 3 years Destroy -Secured None
RM 2.60 Financial Aid (U.S. Department of Education Funding): General Administrative Annual Interim Fiscal Operations Reports. Reports to federal government on expenditures for federal programs. Active plus 3 years Archival Review Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.61 Financial Aid (U.S. Department of Education): Student Files Files on recipients, including: FAF’s, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, Statement of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored student accounts. Active plus 3 years Destroy -Secured None
RM 2.62 Financial Aid (U.S. Department of Education): Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program. Active plus 3 years Destroy -Secured None
RM 2.63 Grades: Change of Forms (Updated Documents) N/A Indefinitely Permanent None
RM 2.64 Grades: Faculty Grade Book (Paper or Electronic) Used for storing and computing assessment grades for exams, quizzes, presentations, or other student grades. Active plus 6 years Destroy -Secured MU Policy
RM 2.65 Grades: Faculty Grade Report (Grade or Narrative) Copy of grade reports as submitted to registrar by faculty. Indefinitely Permanent None
RM 2.66 Grades: Grade Reports (Registrar’s Copies) Copy of grade report as sent to student. Grade or narrative. Active plus 1 year Destroy -Secured None
RM 2.67 Grades: Grade Statistics N/A Indefinitely Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 2.68 Graduation: Applications for Graduation N/A Active plus 1 year Destroy -Secured None
RM 2.69 Graduation: Commencement Programs N/A Indefinitely Archival Review Review for administrative and historical value and potential transfer to institutional Archives
RM 2.70 Graduation: Graduation Authorizations Documents certifying completion of degree requirements Active plus 1 year Destroy -Secured None
RM 2.71 Graduation: Graduation Lists N/A Indefinitely Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives
RM 2.72 Head Start Documents of Head start meetings and grantee level matters Active plus 5 years Destroy -Secured None
RM 2.73 IPEDS Report Integrated Post-secondary Education Data System Indefinitely Destroy -Secured None
RM 2.74 OBOR Report Ohio Board of Regents Active plus 1 year Indefinitely Permanent
RM 2.75 Placement Files Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained. Active plus 1 year Destroy -Secured None
RM 2.76 Requests: Disclosures of Personally Identifiable Information None Active plus 3 years Destroy -Secured None
RM 2.77 Requests: Health Insurance Waivers Signed waiver indicating student’s acceptance or waiver of university student health insurance. 1 year Destroy -Secured None
RM 2.78 Requests: Student Requests for Nondisclosure of Directory Information N/A Active plus 3 years Destroy -Secured None
RM 2.79 Research: Graduate Students No external funding or intellectual property. Active plus 6 year Destroy -Secured MU Policy
RM 2.80 Research: Grant Files (Awarded) Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. Active plus 5 years Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives
RM 2.81 Research: Grant Files (Awarded-State Only) Files containing proposal, budgets, accounting information on grants received by faculty members from state agencies. Active plus 6 year Destroy -Secured MU Policy
RM 2.82 Research: Grants Files (Discovery Center) Includes project files, grant model school research files, budget, program files. Active plus 7 year Archival review Review for continuing administrative and historical value and potential transfer to institutional Archives. MU Policy
RM 2.83 Research: Grant Files (Not Awarded) Applications and proposals by faculty for grants that were not funded. 1 year Destroy -Secured None
RM 2.84 Research: Research Protocol Committee Files Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. Active plus 10 year Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 2.85 Research: Research Protocol Records Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file. Active plus 3 year Destroy -Secured None
RM 2.86 Statistics: Degree N/A Indefinite Permanent None
RM 2.87 Statistics: Enrollment N/A Indefinite Archival Review None
RM 2.88 Statistics: Racial/Ethnic N/A Indefinite Permanent None
RM 2.89 Student Disciplinary Files Files maintained by student affairs on students who have been accused of disciplinary violations. See Miami University Student Handbook Code of Student Conduct, Disciplinary Records. Destroy -Secured MU Policy
RM 2.90 Student Records: Academic Records Record of academic work pursued, including: grades, competency assessments, etc. Indefinite Permanent None
RM 2.91 Student Records (Academic Records): Graduate Students N/A Indefinite Permanent within Department or Unit MU Policy
RM 2.92 Student Records: College or Departmental Office Files Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. Active plus 1 year Destroy -Secured None
RM 2.93 Student Records: Continuing Education Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. Active plus 3 years Destroy -Secured None
RM 2.94 Student Records: Correspondence Student-specific correspondence (other than admissions) Active plus 1 year Destroy -Secured None
RM 2.95 Student Records: Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization. Active plus 1 year Destroy -Secured MU Policy
RM 2.96 Student Records: Transcript Requests (other than student requested) N/A Active plus 3 years Destroy -Secured None
RM 2.97 Student Records: Veterans Administration Records and Correspondence N/A Active plus 3 years Destroy -Secured None
RM 2.98 Tuition and Fee Schedule Listing of fee charges for each term by an institution Indefinite Archival Review None
RM 2.99 Requests: Student’s Written Consent for Records Disclosure N/A Active plus 3 years Destroy- Secured None

 

Environmental

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 3.1 Environmental Monitoring Records N/A 5 years Destroy -Secured None
RM 3.2 Radioactive Materials: Transportation Records DOT Transfer record; Authorization for shipment of RAM; and Off-site transfers. Indefinite Permanent None
RM 3.3 Radioactive Materials: Waste Records RAM use cards, specific use, and disposal information Active plus 3 years Destroy None
RM 3.4 Space Utilization Request Forms None 10 years Destroy MU Policy

 

Finance

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 4.1 Annual Financial Report Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and student service areas. May include audit report. 10 years Archival Review Review for continuing historical value and potential transfer to institutional Archives. MU Policy.
RM 4.2 Audit Report: External Final report of state or independent auditor. 4 years Archival Review Review for continuing historical value and potential transfer to institutional Archives. MU Policy.
RM 4.3 Audit Report: Internal Final report internal auditor. SUP Destroy -Secured Until Superseded by new internal audit; but no longer than 10 years. MU Policy.
RM 4.4 Bank Deposits Record of deposits in banking institutions 4 years Destroy -Secured None
RM 4.5 Bank Reconciliations Explanation of differences between bank statement balance and actual balance. 4 years Destroy -Secured None
RM 4.6 Bank Statements Periodic statement of bank balances. 4 years Destroy -Secured None
RM 4.7 Bids (Accepted) For purchases Active plus 5 years Destroy None
RM 4.8 Bids (Rejected) For purchases 3 years Destroy None
RM 4.9 Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Active plus 6 years Destroy -Secured None
RM 4.10 Budget (Institutional) Final, approved, yearly budget for institution, usually in printed form. Active plus 1 year Destroy Review for continuing historical value and potential transfer to institutional Archives
RM 4.11 Budget-Planning Documents Budget requests, including program plans for coming year, usually by cost center. Active plus 1 year Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 4.12 Budget Transfers N/A Active plus 4 years Destroy MU Policy
RM 4.13 Canceled Checks Checks deposited by remote capture are retained in a secure location for a period of 14 days at which time they are destroyed. Banking industry standard. 4 years Destroy -Secured None
RM 4.14 Check Register Book or original entry for all cash disbursements paid by check. 4 years Destroy None
RM 4.15 Delivery Slips Documents sent with purchased goods indicating item(s) shipped. 3 years Destroy None
RM 4.16 Endowment Fund Reports (Annual) Annual report of funds received and expended by endowment accounts. May be in form of report to donors. Active plus 6 years Destroy -Secured Review for continuing historical value and potential transfer to institutional Archives.
RM 4.17 Endowment Fund Reports (Periodic) Periodic report of funds collected or expended by endowment accounts. Active plus 6 years Destroy -Secured None
RM 4.18 Purchase Orders Purchasing Office’s copy of order to a supplier authorizing purchase of goods. Active plus 5 years Destroy None

 

General Administrative

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 5.1 Accreditation Files University, college or department files documenting accreditation review by accrediting agencies. 4 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 5.2 Bookstore Management Documentation Including buy-back records, cash drawer sign-out sheets, cashier balancing forms, charge forms, mark-up/mark-down sheets, merchandise return records, and special orders. 4 years Destroy -Secured None
RM 5.3 Input Documents Copies of records or forms designed and used solely for the data input and control. Until Superseded Destroy -Secured None
RM 5.4 NCAA Compliance Records N/A 7 years Destroy -Secured MU Policy (2014)
RM 5.5 Organizational Charts N/A Active plus 10 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 5.6 Preschool Program: Attendance Records Preschool attendance and emergency sheets Active plus 6 years Destroy -Secured None
RM 5.7 Preschool Program: Children’s Files Includes screening evaluation forms, contracts, parental and developmental information, reports from outside agencies, examples of student work, health records from physicians, and information from Social Services Coordinator. Indefinite Permanent None
RM 5.8 Print Center Work Orders Signed Print Center work orders (internal documents). All information is captured in PrintSmith job ticketing system database. Signature only for receiving final product. Active plus 1 year Destroy None
RM 5.9 Program Review Files All documents associated with the review cycle of academic departments/programs. Indefinite Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 5.10 Records Destruction Documentation N/A 10 years Destroy -Secured None
RM 5.11 Subject Files: General Administrative Files of correspondence, reports, memoranda, etc., documenting activities of general administrative offices [Note: excludes President, Vice-President, Director, Dean, or Chair and other upper level administrative offices]. 3 years Destroy MU Policy
RM 5.12 Subject Files: President, Vice President, Director, Dean, or Chair Files of correspondence, reports, memoranda, etc., documenting activities of these upper level administrative offices. 3 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 5.13 Surplus Property Documentation N/A Active plus 6 years Destroy None
RM 5.14 Transient Records All informal and/or temporary messages (including but not limited to those stored in e-mail and voice mail, including .way audio files) and all notes and all drafts used in the production of public records by any Miami University employee. Transient material also includes anonymous, unsigned and/or unsolicited written or electronic materials, including but not limited to anonymous student complaints, anonymous writings from individuals inside or outside the institution and voice mail messages. This includes tape recordings of University Senate and Board of Trustees meetings. Retain until no longer of administrative value Destroy In order to prevent accidental deletion, voice mail is retained on the University server for a period of 30 days. Voice mail content that may be identified as a record should be moved to a medium that supports recordkeeping, e.g. email. MU Policy.
RM 5.15 University Government Files Files of minutes of boards, committees, and other governance groups documenting official actions of governing bodies. 3 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.

Human Resources

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 6.1 Affirmative Action: Complaint Files Record of staff or student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically. Active plus 6 years Destroy -Secured None
RM 6.2 Affirmative Action: EE-06 Report [EEOC] Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees. 6 years Destroy -Secured None
RM 6.3 Affirmative Action: Plan Files Procedures and regulations to be followed, work force analysis, goals, timetables, statistics. 6 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 6.4 Affirmative Action: Position Applicant Files Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Personnel Office. Under these headings, files are arranged alphabetically by department or office. 6 years Destroy -Secured None
RM 6.5 Classified Staff Report Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range/step, suspensions, terminations, etc. 1 year Destroy -Secured None
RM 6.6 Classified Staff Report: Categorical Summary Listing of civil service employees categorized by race and sex. 6 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 6.7 Classified Staff Report: Surveys, Wage, and Fringe Benefits Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs 3 years Destroy -Secured None
RM 6.8 Classified Staff Report: Suspension Files Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation. 5 years Destroy -Secured None
RM 6.9 Classified Staff Report: Union Dues Membership List Copy of bi-weekly listing of university or college employees paying dues to unions, including pertinent personal data, classification, and department. 4 years Destroy -Secured None
RM 6.10 Collective Bargaining Agreements N/A Active plus 5 years Archival Review Review for continuing historical value and potential transfer to institutional Archives
RM 6.11 Department Assistance File (Classified) Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 year Destroy None
RM 6.12 Employment(Classified Staff): Applicant Card Files Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. 3 years Destroy -Secured MU Policy
RM 6.13 Employment (Classified Staff): Application Files Includes application form, resume, test results, referral and interview data. 3 years Destroy -Secured MU Policy
RM 6.14 Canceled Position Files Application forms, correspondence sent and received concerning positions that have been canceled. 3 years Destroy MU Policy
RM 6.15 Certification Files (Classified Staff) Record of employees who have attained certification in their classification. May include log book and printouts. Active plus 3 years Destroy -Secured None
RM 6.16 Employment (Classified Staff): Personal Requisitions Departmental request placed whenever a position within the department becomes vacant 3 years Destroy None
RM 6.17 Employment (Classified Staff): Selection Criteria Form Form providing an explanation to why a person was or was not hired for a university or college position 3 years Destroy -Secured None
RM 6.18 Employment (Faculty): Application Files (non-hires) Contains application, correspondence, resumes, etc. from applicants for positions 3 years Destroy -Secured None
RM 6.19 Reserved for future use N/A N/A N/A None
RM 6.20 Employment (Faculty): Declinations Files Contracts, recommendations, letters of people who have declined positions 3 years Destroy -Secured None
RM 6.21 Employment (Faculty): Disciplinary Files Findings should go in personnel file and follow retention Active plus 15 years Destroy -Secured MU Policy (2007)
RM 6.22 Employment Faculty: Employee Benefits Records Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes. Active plus 15 years Destroy -Secured None
RM 6.23 Employment (Faculty): Promotion and Tenure Files Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file. Active plus 10 years Destroy -Secured Review for continuing administrative or historical value and potential transfer to institutional Archives. MU Policy.
RM 6.24 Employment (Faculty): Search Committee Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms. 3 years Destroy MU Policy
RM 6.25 Employment (Graduate Assistants): Enrollment Report N/A 2 years Destroy MU Policy
RM 6.26 Employment (Graduate Assistants): Letters of Offer N/A 3 years Destroy -Secured MU Policy
RM 6.27 Employment (Residence Hall Advisor): Not Selected Files on candidates not selected as residence hall advisors 3 years Destroy None
RM 6.28 Employment (Residence Hall Advisor): Selected Files on candidates selected for employment as residence hall advisors. Active plus 6 years Destroy None
RM 6.29 Employment (Unclassified Staff): Applicant Files Resumes on file 3 years Destroy -Secured MU Policy
RM 6.30 Employment (Unclassified Staff): Recruitment/Search Files Staff search files. May contain position authorization forms, job descriptions, minutes, applicants’s credentials, search chronology, authorization to hire forms, correspondence. 3 years Destroy None
RM 6.31 Employment (Unclassified Staff): Employee Benefits Records Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes. Active plus 15 years Destroy None
RM 6.32 Employment: Student Summer Contracts Flyers for on-and-off campus employment opportunities Active Destroy -Secured None
RM 6.33 Employment: Verification N/A Active plus 1 year Destroy -Secured MU Policy
RM 6.34 Employment Forms: 1099 Federal form used to report salaries, wages, and tips of temporary employees 6 years Destroy -Secured None
RM 6.35 Employment Forms: I-9s Federal employment eligibility verification for employees After employment terminates: Hire date plus 3 years or last work date plus one year (whichever is greater). Destroy -Secured Originals maintained in a single discrete location. MU Policy
RM 6.36 Employment Forms: Payroll Deduction Authorizations All forms used to authorize deduction for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. Active plus 6 years Destroy -Secured None
RM 6.37 Employment Forms: W-2 Federal form reporting salaries, wages, and tips for each employee to the IRS 6 years Destroy -Secured None
RM 6.38 Employment Forms: W-4 Forms completed by employee showing federal tax withholding exemptions Active plus 6 years Destroy -Secured None
RM 6.39 Faculty Employment Reports: Activity and Service Records for the academic year and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department. Active plus 6 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 6.40 Employment Forms: Index System Cards or other reference list for all active and inactive faculty Active plus 6 years Archival Review Review for continuing historical value and potential transfer to institutional Archives
RM 6.41 Garnishment Documentation Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active plus 3 years Destroy -Secured None
RM 6.42 Hazardous Materials: Exposure Documentation Radioactive materials. Files of monthly reports of persons exposure to Radioactive Materials. Incident Reports; report of Radioactive Materials Incident. Indefinite Permanent None
RM 6.43 Hazardous Materials: Radioactive Materials Safety Workers Includes training records, exposure records, applications and authorizations, documents of authorized Users Lab; Specific RW Training/Interview; Emergency Notification. And Declaration of Pregnancy Forms. Indefinitely Permanent None
RM 6.44 Hazardous Materials: Radioactive Materials Authorized Users Includes applications for non-human use of RM; Statement of prior Training and Experience; Authorization for Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM. Indefinitely Permanent None
RM 6.45 Layoff Documentation: Classified Staff File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. 5 years Destroy -Secured None
RM 6.46 Leave Record: Classified & Unclassified Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 years Destroy -Secured None
RM 6.47 Leave Record: Faculty Vacation and sick leave earned and used. Active plus 6 years Destroy None
RM 6.48 Ohio Board of Regents Annual FTE Report Annual print-out by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents. 1 year Archival Review Review for continuing administrative or historical value and potential transfer to the institutional Archives
RM 6.49 Performance Evaluations: Classified Staff File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluation. 5 years years Destroy None
RM 6.50 Performance Evaluations: Reclassification Files Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation. 5 years Destroy -Secured None
RM 6.51 Faculty: Promotion and Tenure Policy Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty. 10 years Archival Review Review for continuing administrative or historical value and possible transfer to institutional archives.
RM 6.52 Faculty: Teaching Evaluations Student evaluations of teacher’s performance. Used for reappointment, promotion, and tenure. 6 years Destroy -Secured MU Policy (2012)
RM 6.53 Performance Evaluations-Unclassified Staff File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations. 6 years Destroy -Secured None
RM 6.54 Performance Evaluations-Unclassified Staff, Reclassification Files Records of university or college employee reclassification with accompanying job audit reviews, audit appeals, positions description questionnaires, correspondence, and final decision documentation. 5 years Destroy -Secured None
RM 6.55 Personnel Files: Labor Condition Application File Records of employee requests made to the Department of Labor. Active plus 1 years Destroy None
RM 6.56 Personnel Files: Classified Staff Employment record maintained for full-time and part-time classified employees. Files may contain application, copies of driver’s license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand. Active plus 15 years Archival Review Review for continuing administrative value. MU Policy.
RM 6.57 Personnel Files: Classified Staff, Card File File Card coordinate to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. Active plus 15 years Destroy -Secured Review for continuing administrative value. MU Policy.
RM 6.58 Personnel Files: Classified Staff, Summer Employment Record of employees with alternate, summer job responsibilities usually in dining halls, union, health center, residence halls, and custodial. 5 years Destroy Review for continuing administrative value. MU Policy.
RM 6.59 Personnel Files: Employee Benefits Records Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes. Active plus 15 years Destroy None
RM 6.60 Personnel Files: Faculty Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, evaluation forms, STRS forms. Active plus 15 years Archival Review Review for continuing administrative value. MU Policy.
RM 6.61 Personnel Files: Job Enrichment Records (Leaving Miami) N/A

Active plus 2 years Destroy None
RM 6.62 Personnel Files: Job Enrichment Records (Retirement) N/A Immediate Destroy None
RM 6.63 Personnel Files: Student Employees Active and inactive files. Student authorization forms, State and Federal withholdings, PERS, steps increases, termination notices, reclassification forms, exemptions Active plus 6 years Destroy Review for continuing administrative value
RM 6.64 Personnel Files: Student Employees (Summary Report) Stipend list, updated social security number reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earning report, time cards by sequence number. 1 year Destroy None
RM 6.65 Personnel Files: Unclassified Staff Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate. Active plus 15 years Destroy Review for continuing administrative value. MU Policy
RM 6.66 Position Descriptions: Classified Staff Master file of classified job descriptions. Retained for pay-range classification purposes. Active Destroy None
RM 6.67 Position Descriptions: Faculty Description of current positions. Active Destroy None
RM 6.68 Position Descriptions: General None 3 years Destroy None
RM 6.69 Position Descriptions: Student Job Cards Job descriptions for campus and off-campus positions which have been filled or are no longer offered Active Destroy None
RM 6.70 Position Vacancy Announcement Job descriptions for each university or college position posted 6 years Destroy None
RM 6.71 Public Employees Retirement Systems (PERS) File: Classified Staff Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included. Active plus 6 years Destroy -Secured None
RM 6.72 Public Retirement Systems (PERS) File: Unclassified Staff Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included Active plus 6 years Destroy -Secured None
RM 6.73 Public Employees Retirement Systems (PERS) Log: Classified Staff Record of university or college classified employees and their date of retirement and address Active plus 6 years Destroy -Secured None
RM 6.74 Public Employees Retirement Systems (PERS) Log: Unclassified Staff Record of university or college classified employees and their date of retirement and address Active plus 6 years Destroy-Secured None
RM 6.75 State Classification File (Classified Staff) Lists of classification by pay range as directed by the State Department of Administrative Services Until superseded Destroy -Secured None
RM 6.76 Super Bill Files Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims. 4 years Destroy -Secured None
RM 6.77 Time Cards Record of hours worked by student employees 5 years Destroy -Secured None
RM 6.78 Time Cards: Kronos edits (Classified Staff) Changes made to employees KRONOS timecard by supervisor. Retained by department. 3 years Destroy -Secured MU Policy
RM 6.79 Student Employees Record of hours worked by student employees 5 years Destroy -Secured None
RM 6.80 Training Documentation (Classified Staff): Civil Service Examinations File Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing. Active Destroy None
RM 6.81 On-the Job Training Records Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. Active plus 3 years Destroy None
RM 6.82 Training Courses Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit 1 year Destroy None
RM 6.83 Unemployment Compensation: Log N/A Until superseded Destroy None
RM 6.84 Unemployment Compensation: Documentation Consolidated file listing all employees (classified, contract, and faculty) for whom an unemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution, and amount of unemployment compensation paid. Active plus 6 years Destroy None
RM 6.85 University Medical Records Review for continuing administrative or historical value and potential transfer to institutional Archives. Active plus 15 years Destroy MU Policy

 

Information Technology

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 7.1 Information Systems: Audit Trail Files Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle. 3 Cycles Destroy None
RM 7.2 Information Systems: Back-up Files Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction. 3 Cycles Destroy None
RM 7.3 Information Systems: Computer Run Scheduling Records Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run. Until Superseded Destroy None
RM 7.4 Information Systems: Computer Usage: Chargeback Billing Records Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers, and bills. 4 years Destroy -Secured None
RM 7.5 Information Systems; Computer Usage: Files Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files data entry logs, and records of individual computer program usage. 3 Cycles years Destroy None
RM 7.6 Information Systems: Computer Usage Files: Summary Summary reports created to document computer usage Until Superseded Destroy None
RM 7.7 Data Documentation and Data Directory Records Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of the data elements, user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications. Active plus 3 years Archival Review Review for continuing historical value if not all data migrated or destroyed.
RM 7.8 Information Systems: Disaster Preparedness and Recovery Plans Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster. Active plus 3 years Destroy None
RM 7.9 Information Systems: Hardware and Software Conversion Plans Records relating to the replacement of equipment or computer operating systems. Active plus 3 years Destroy None
RM 7.10 Information Systems: Hardware Documentation Records documenting the use, operation, and maintenance of the university’s data processing equipment including operating manuals. Hardware/operating system requirements, hardware configurations, and equipment control systems. Active plus 3 years Destroy None
RM 7.11 Information Systems: Help Desk Logs and Reports Records used to document request for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes. 1 year Destroy None
RM 7.12 Information Resources Management and Data Processing Services Plans University IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provisions, or related areas. Review for continuing historical value and potential transfer to institutional Archives. Active plus 3 years Archival Review Review for continuing historical value and potential transfer to institutional Archives
RM 7.13 Information Systems: Maintenance Contract Files Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda. Active plus 6 years Destroy -Secured None
RM 7.14 Information Systems: Network Usage Reports Summary reports and other records created to document computer usage for reporting or other purposes. Active plus 3 years Destroy None
RM 7.15 Information Systems: Operating Procedure Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation. Active plus 3 years Archival Review Review for continuing historical value and potential transfer to institutional Archives
RM 7.16 Information Systems: Policies Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership. Active plus 10 years Archival Review Review for continuing historical value and potential transfer to institutional Archives
RM 7.17 Information Systems: Procurement Records: Hardware and Software Records used in the procurement of system hardware and software including requests for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line. Active plus 6 years Destroy -Secured None
RM 7.18 Information Systems: Procurement Records: Services Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents. 4 years Destroy -Secured None
RM 7.19 Information Systems: Security Camera Tapes Digital images are to be retained for a minimum of seven days after which time they may be destroyed or recorded over. Until Superseded Destroy Retention of digital images captured for research purposes is governed by OARS in consultation with the University’s record manager. MU Policy.
RM 7.20 Information Systems: Software Documentation Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs. Active plus 3 years Archival Review Review for continuing historical value if not all data migrated or destroyed
RM 7.21 Information Systems: Tape Library Control Records Records used to control disposition of magnetic media in a tape library. Until Superseded Destroy -Secured None
RM 7.22 Information Systems: Test Database and Files Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system. Active plus 3 years Destroy None
RM 7.23 Information Systems: Users Access Records Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files. Active plus 3 years Destroy -Secured None

Legal

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 8.1 General Contracts/Agreements/MOUs N/A Active plus 10 years Archival review Review for continuing obligations. MU Policy
RM 8.2 EthicsPoint® System Reports N/A Retain until no longer useful but not longer than 4 years from the date of the closing of the report. Delete MU Policy
RM 8.3 Patents If Miami University or an industry that funded the research pursues patent; maintain lifetime of patent plus length of time to issue patent (usually 20 years). Lifetime of the Patent Destroy Review for continuing administrative and historical value and potential transfer to institutional Archives. MU Policy.
RM 8.4 Non-Patent Research Research with potential for intellectual property; but no immediate patent. Active plus 6 years Destroy None
RM 8.5 Public Records Requests N/A 2 years or 1 year following final judgment if related to request Destroy None
RM 8.6 Trademark Registration N/A Active plus 6 years Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 8.7 Litigation N/A 1 year following final action Destroy None
RM 8.8 Legal Invoices N/A 1 year Destroy None
RM 8.9 Immigration Documents related to employment immigration filings Active plus 5 years Destroy None

Plant Operations and Maintenance

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 9.1 Construction Projects Project Request and Program Statement. A request from the University community to initiate a project. Active plus 6 years Archive Review Review for continuing historical value and potential transfer to institutional Archives
RM 9.2 Elevator Certifications N/A Active plus 3 years Destroy None
RM 9.3 Laboratory Inspection Reports Periodic inspections of laboratories. Active plus 3 years Destroy None
RM 9.4 Real Estate Records Copies of deeds, leases, purchase agreements, appraisals, etc. documenting real property purchased or leased by the institution. Original deed maintained by the Auditor of State. Active plus 5 years Archival Review Review for continuing historical value and potential transfer to institutional Archives.
RM 9.5 Residence Halls: Change in Meal Plans Records of changes on board contracts Active plus 5 years Destroy -Secured None
RM 9.6 Residence Halls: HUD Reports annual reports filed with the federal government concerning operation of residence halls. 6 years Archival Review Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 9.7 Publicity: Advertising N/A 5 years Archival Review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.8 Publicity: New Releases N/A Indefinite Permanent Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.9 Publicity: Newsletters N/A Indefinite Archival Review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.10 Publicity: Photographs N/A Indefinite Archival Review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.11 Publicity: Recruitment Materials Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution. 5 years Archival Review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.12 Publicity: View books Document utilized for Recruitment 5 years Archival review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.13 Blueprints The As-Built construction drawings Life of Building plus 6 years Archival review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.14 Child Care Licensing Files Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License. Active plus 5 years Destroy -Secured None
RM 9.15 Construction Projects: Construction Designs and Specifications Written requirements and standards for materials, construction systems and workmanship as applied to the work and certain administrative details applicable thereto, including: Analysis of site impact and volumetric formation, circulation patterns and infrastructural servicing to illustrate client and architects’ design vision in a definitive way; Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Forms, Contract and Attachments, Bond Bulletins, Show Drawings, Change Orders, Change Order Procedure and Pricing Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special); Geotechnical and material testing and reports to insure strength of materials, compaction and construction acceptability. Active plus 6 years Archival review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.16 Construction Projects: Design Review Committee Minutes, agendas, correspondence and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master Plan. Active plus 6 years Archival review Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.17 Construction Projects: Environmental Impact Assessment Used to determine potential environmental concerns existing at site prior to demolition and construction. Life of Building plus 6 years Archival review Review for continuing historical value and potential transfer to Institutional Archives.

Security and Police

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 10.1 Arrest/Booking Reports Cumulative information file for each adult arrested. May include copies from incident report files, investigation reports, property records, witness statements, signed Miranda rights, and any accompanying documentation. Active plus 30 years. Retain until person is known to be dead or presumed dead at age eighty-five. Destroy None
RM 10.2 Juvenile Arrest/Booking Reports Cumulative information file on each juvenile arrested. May include copies from incident files, investigation reports, property records, witness statements, signed Miranda rights, and any accompanying documentation. Note: Juvenile Records must be kept separate and apart from adult arrest records. Active plus 30 years. Retain until person is known to be dead or presumed dead at age eighty-five. Destroy None
RM 10.3 Incident/Case Reports: Criminal Incidents Includes paper and electronic reports of incidents or requests for service related to officer’s actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. Retain until expiration of statute of limitations, see appendix C, then destroy. Destroy None
RM 10.4 Incident/Case Reports: Non-Criminal Incidents Includes paper and electronic reports of incidents or requests for service related to officer’s actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. Retain 7 years and then destroy Destroy None
RM 10.5 Incident/Case Reports: Motor Vehicle Accidents Includes paper and electronic reports of incidents or requests for service related to officer’s actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. Retain 7 years and then destroy (if not covered under other categories) Destroy None
RM 10.6 Incident/Case Reports: Accidental or Unexplained Death Includes paper and electronic reports of incidents or requests for service related to officer’s actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. Retain permanently Permanent None
RM 10.7 Incident Reports: Missing Persons, Unsolved Includes paper and electronic reports of incidents or requests for service related to officer’s actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B. Retain permanently Permanent None
RM 10.8 Evidence Includes photographs, audio recordings, video recordings, contraband, and other objects, items, or documents collected in connection with the commission of a criminal offense. : Retain at least until disposition of criminal case or expiration of statute of limitations, then destroy, return to owner, or convert for departmental use in accordance with applicable laws. Destroy None
RM 10.9 Video Record of Booking Room N/A Retain thirty (30) days and then destroy, unless it has evidentiary value. Destroy None
RM 10.10 Video record of campus events N/A Retain thirty (30) days and then destroy, unless it has evidentiary value. Destroy None
RM 10.11 Video Record of Building Cameras N/A Retain 7 days and then destroy unless it has evidentiary value Destroy None
RM 10.12 Video record of cruiser camera N/A Retain for 30 days, and then destroy, unless it has evidentiary value. Destroy None
RM 10.13 Video record of body camera N/A Retain for 7 days, and then destroy, unless it has evidentiary value. Destroy None
RM 10.14 Property Cards Sequential numbered cards that describe stored property. Retain 2 years after property disposal, and then destroy. Destroy None
RM 10.15 Master Property Card Log Book Sequential listing of stored property. Retain 30 years Destroy None
RM 10.16 CAD Record Computer Aided Dispatch- Dispatching program to track calls for service. The CAD record is sequential number records that identify the complainant’s name, the time the call was received, time dispatched, the officer’s arrival time, clearing time and disposition. Dispatching software is Report Exec Dispatch. See Appendix B. Replaces CR cards which are no longer actively produced. Retain 7 years and then destroy. Destroy None
RM 10.17 Fingerprint Waivers and Results Waivers and results of civilian criminal background checks. Retain 4 years, and then destroy. Destroy None
RM 10.18 Dispatch Audio Record A taped recording of phone calls and radio transmissions made and received by the dispatch office. Retain 1 year, and then destroy. Destroy None
RM 10.19 L.E.A.D.S. Computer Printouts Printed information from L.E.A.D.S. computer terminal. Does not require Certificate of Records Disposal. Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy None
RM 10.20 Ride Along Waivers Signed waivers from individual seeking to accompany any officer of the department while on duty. Retain 2 years then destroy. Destroy None
RM 10.21 Public Records Request Information Retain 2 years, or 1 year following final judgement if related to request, and then destroy Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy None
RM 10.22 Vehicle Lockout Service Waiver Signed by motorists requiring this service Retain 2 years and then destroy. Destroy None
RM 10.23 Sealed Records Juvenile or Adult arrest records ordered sealed by a court order. See Appendix A. Retain until person is known dead or presumed dead at age eight-five (85) and then destroy. Destroy None
RM 10.24 Court Issued Payment of Fines and Fees Fines imposed by the court on individuals from alcohol and drug related cases (PSF700 and PSF701). Retain 10 years and then destroy Destroy None
RM 10.25 Citizen Complaints Complaints and investigation into complaints Retain10 years and then destroy. Destroy None
RM 10.26 Lost and Found Records Records of lost item and found item reports Retain 3 years and then destroy. Destroy None
RM 10.27 Expungements File of court orders including first and final notifications from the court to the police department ordering the expungement of particular arrest files and records. Destroy with case/arrest files indicated in expungement order. See Appendix A. Destroy None
RM 10.28 Work Schedules Schedule of days assigned to work or training. Does not require Certificate of Records Disposal. Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy None
RM 10.29 Overtime Sign-up Form Posted overtime opportunities with officers’ choice initialed. Does not require Certificate of Records Disposal. Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy None
RM 10.30 Campus Security (Clery) Act Reports and Uniform Crime Reports Reports of Miami University activity produced in compliance with federal programs. Retain 7 years and then destroy. Destroy None
RM 10.31 Information Reports A summary of daily incidents that generate a report. Also called “Crime and Fire Log”. Retain 7 years and then destroy. Destroy None
RM 10.32 Documents and Reports from Other Agencies N/A Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy Does not require a Certificate of Disposal
RM 10.33 Transient Material All informal and/or temporary messages (including but not limited to those stored in e-mail and voice mail) and all notes and all drafts used in the production of public records by any Miami University employee. Transient material also includes anonymous, unsigned and/or unsolicited written or electronic materials, including but not limited to anonymous student complaints, anonymous writings from individuals inside or outside the institution and voice mail messages. Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy Does not require a Certificate of Disposal
RM 10.34 Miscellaneous Documents Includes, but not limited to: correspondence, publications, memoranda, inventories, and reports of summary data other than Campus Security Act and Uniform Crime reports. Retain until no longer of administrative, legal, or fiscal value, and then destroy. Destroy Does not require a Certificate of Disposal
RM 10.35 Court Property Disposal Order N/A Retain 5 years Destroy None

Transportation and Parking

 

Retention ID # Retention Type Document Description Retention Disposition Special Notes
RM 11.1 Motor Vehicle Records Includes title, insurance, and maintenance documentation. Active plus 6 years Destroy -Secured None
RM 11.2 Permit Applications Permit Applications. Application for parking permit/decal-non-fee. 1 year Destroy -Secured None
RM 11.3 Paid Tickets N/A 4 years Destroy -Secured None
RM 11.4 Retrieval of Vehicle Registration (RoVR) Provides missing customer information for vehicles and/or citations imported through an update process that creates the appropriate data relationships among customers, citations, and vehicles. Active plus 1 year Destroy -Secured MU Policy
RM 11.5 Unpaid Tickets N/A 4 years Destroy -Secured None
RM 11.6 Vehicle Immobilization Record Form completed by parking technician/staff to document the placement of an immobilizing device/boot on a vehicle. Active plus 1 year Destroy -Secured MU Policy
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