retention schedule

The following general records retention schedule includes some of the records common in most university office and departments.

If your set of records is not displayed below, contact University Archives for advice on organizing and retaining records.

Series Description Disposition Notes
Accreditation Accreditation committee records, correspondence, and supporting documents necessary for accreditation including final self-study report submitted to accrediting agency Retain until superseded by newer accreditation. Transfer to Archives for review  
Annual Reports Unit-wide report on accomplishments and upcoming projects Retain 2 years. Transfer to Archives  
Book Orders Listing of books to order for upcoming course Retain 1 year then destroy  
Committee Minutes Record of discussion and actions taken by committee Retain 2 years. Transfer to Archives Approved and finalized minutes only
Correspondence, Routine Communications related to regular services or information requested Retain 2 years then destroy  
Course Syllabi Description of course goals, assignments, and schedule for semester Retain 5 years after course is last offered as described Official course descriptions retained in university catalog
Curriculum Planning and Room Assignments Schedule of courses and instructors to rooms Retain 2 years then destroy  
Equipment Inventories List of equipment stored within department Retain until superseded by more current inventory  
Financial Records Check requests, account statements, procard and travel card statements, reimbursements, intramural vouchers, scholarship statements, etc. Retain until end of fiscal year + 2 years then destroy Office of Controller maintains official copy.  ISU Foundation maintains official copy for grants and contracts.
Grade Books Record of grades given for assignments, papers, exams, and final grade assigned to student Retain 2 years after end of semester then destroy Office of Registration and Records maintains official copy
Grants and Contracts Correspondence, reports, financial records, client records and/or supporting records for administration and audit of grant or contract Retain 3 years after submission of final report Office of Sponsored Programs maintains official copy of grant administration records.  ISU Foundation maintains official financial records.  Retention may be longer dependent on the granting agency's requirements
Payroll Timesheet recaps, timesheets Retain current fiscal year + 2 years then destroy Payroll Office maintains official copy
Personnel Files, Faculty Application, correspondence, appointment letters, evaluations, tenure evaluations, etc. Retain indefinitely Provost and VP for Academic Affairs maintains official copy of faculty personnel files
Personnel Files, Staff Employee files for bi-weekly and monthly staff containing application, correspondence, evaluations, and certifications received, recommendations, etc. Destroy when employee is no longer employed by department Human Resources maintains official copy of staff personnel files
Personnel Files, Student Employee file for student worker containing application, correspondence, evaluations, letters of recommendation, etc. Retain 5 years after student is no longer employed by department then destroy  
Photographs Images of ISU events, people, and campus Retain 1 year. Transfer to Archives for review Identify the event/person(s) and when the photograph was taken
Publications Any publication issued by ISU units to be circulated to students, staff, faculty and/or the public such as alumni magazines, brochures of services, newsletters, etc. Retain 2 years. Transfer to Archives  
Scholarly Publication, article Scholarly article by student or faculty accepted for publication Transfer a copy to Sycamore Scholars  
Scholarly Publication, book Scholarly book by student or faculty accepted for publication Contact Library Special Collections so a copy can be purchased  
Scholarly Publication, dissertations and theses Accepted dissertation or thesis for student graduation Copy transferred to Sycamore Scholars by College of Graduate and Professional Studies  
Scholarships, awarded Application and supporting letters for scholarship, correspondence, account statement of award money Retain 5 years after student's last attendance at ISU then destroy  
Scholarships, not awarded Application and supporting letters for scholarship Retain 1 year after notification of no award then destroy  
Scholarship Program Files Documentation of fund establishment, correspondence with donor, scholarship requirements/guidelines, list of recipients, etc. Retain 6 years after last scholarship awarded. Transfer to Archives for review  
Search Committee Records, hired Selected application for employment and committee notes assessing applicant Merge application and other pertinent information into personnel file  
Search Committee Records, not hired Application for employment and committee notes assessing applicant Retain 3 years then destroy  
Student Assignments and Exams Student work submitted for grade in class If not returned to student, retain 1 year after end of semester then destroy  
Student Records Department advising records, prerequisite forms, exception to policy requests, disciplinary actions, correspondence, transcripts, DARS reports, etc. Retain 5 years after student's last attendance at ISU then destroy Official grades and degrees awarded are maintained by Office of Registration and Records