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Includes fiscal, performance, academic, athletic, and compliance audits.1ACFY+10 - After Current Fiscal Year Plus 10 YearsLandfill/Delete backupsJUNE 2010 ACFY010405BUDGETyThis record series contains the approved annual and/or biennial budget and other schedules used for budget monitoring. /ACFY+6 - After Current Fiscal Year Plus 6 YearsArchivesJUNE 2014 ACFY010406"PROPOSED BUDGET AND WORKING PAPERS{This record series contains documentation created during preparation and submittal of the annual/biennial budget process. 010501%RECEIPTS AND CASH TRANSACTION RECORDSPThis record series contains information that provides a verification of payments received for goods or services provided by the department for transactions not related to grants. May include journal tapes from a cash register, cash receipt books, receipts, mail logs, departmental deposits cash daily activity, commission records, etc. /ACFY+3 - After Current Fiscal Year Plus 3 YearsJUNE 2017 ACFY010602BANKING RECORDSThis record series contains records relating to deposits of cash, checks, check registers, cancelled checks, etc. with a financial institution or approved off-campus center.Shredder011001BOND ISSUE BOOKSThis series contains records related to bonds issued, including all legal documents regarding the bond issue. It also provides a historical record of the transactions. LB+6 - Life of Bond Plus 6 Years 2013 LB+6011002MONTHLY FINANCIAL REPORTSThis record series contains monthly reporting of financial transactions. Includes revenue and expense reports, fund summary, fund summary transaction reports, and reconciliation to these reports. 011003'ANNUAL FINANCIAL STATEMENTS AND REPORTSThis series contains the Annual Financial Reports and the Annual Financial Statements for the college/university. The Audited Financial Statement may be completed by the State Auditor's Office or another third-party auditing agency. 011004PAID BONDS AND COUPONS-This series contains paid bonds and coupons. 011005SALES TAX RETURNSThis record series contains information that documents sales tax collection for college/university services provided to other outside entities. /ACFY+4 - After Current Fiscal Year Plus 4 YearsJUNE 2016 ACFY011006FUNDRAISING RECORDSsThis record series contains information that documents efforts to raise money and other contributions through contact with alumni and other contributors. This record series may include requests for fund-raising; approvals and priorities; solicitations; and related documentation, reports and correspondence. Active ceases with the completion of the fund-raising campaign. WA+3 - While Active Plus 3 Years 2016 WA+3011007GIFTS/DONATIONSThis record series contains the documentation of tangible and intangible donations given to the university. It includes information that documents potential or realized private or corporate funding. This record series may include certificates of gifts, donor records, letters and agreements of gifts; copies of bequest instruments and wills from individuals or estates, and related documentation, reports and correspondence. *Retain in the office while active, then send to the State Archives or University Archives. PERM - PermanentPERM011201INVENTORY - MAJOR EQUIPMENTeThis record series contains property inventories of major equipment owned by the college/university. 011202(INVENTORY - MINOR EQUIPMENT AND SUPPLIESiThis record series contains inventories of minor equipment and supplies owned by the college/university. 011203INVENTORY - UNIVERSITY STORESThis record series contains information on inventories held by college/university stores, such as dining services, facilities, etc.011205SURPLUS PROPERTY DISPOSALThis record series contains records of sales or disposal of surplus property owned by the colleges/university. Includes valuations, bills of sale, and receipts. 10 years2009011206(MEDICAL EQUIPMENT AND SUPPLIES CHECKLISTRThis record series contains the content inventories of various types of medical equipment such as crash carts, defibrillators, trauma kits, fire blankets, stop the bleed kits. The checklist or inventory may include an inventory listing, date inventory was completed, and signature of the person responsible for conducting the inventory. 011302CHART OF ACCOUNTSaThis record series contains records relating to creation and changes to the chart of accounts. 011303GENERAL LEDGER/JOURNAL ENTRIESfThis record series contains general ledger and journal entries showing annual financial transactions. 011502ACCOUNTS PAYABLE`This record series contains records documenting expenditures and purchases from entitles outside of the college/university. This includes billings, invoices, request for payments, refund/disbursements, vouchers, check copies, cancelled checks, registers, journal entries, adjusting memos, etc. that show creation and payment of financial obligations. 011503ACCOUNTS PAYABLE REPORTINGbThis record series contains reports generated for review or balancing of accounts payable system. 1 months1 MO011504INTER-DEPARTMENTAL BILLINGThis record series contains records documenting activities and charges owed by internal college/university departments and functions to other departments.011505!RECEIPTS/CASH TRANSACTION RECORDSThis record series contains information that provides a verification of payments received for goods or services provided by the department. May include journal tapes from a cash register, cash receipt books, receipts, mail logs, departmental deposits, cash daily activity, etc.011506%CREDIT CARD TRANSACTION DOCUMENTATIONcThis records series contains credit card slips/sales receipts which document any transaction in which a credit card is used. PCI Data Security Standards require this information to be locked in a secure location and the information must be kept for a minimum of 18 months. These slips MUST not contain the CVC code, which must be shredded immediately. 011507PURCHASE ORDERS/REQUISITIONSlThis record series contains records of purchases requested or authorized by college/university departments. 011603EMPLOYEE PAYROLL FILES9This record series contains information related to payroll information of an individual employee, including but not limited to: employee benefits (i.e. tuition rate reductions, flex benefits, retirement benefits, etc.), deduction forms (i.e. university meal plan deductions, Payroll Deducted Parking), health insurance forms, tax forms (W-2s, W-4s), and other information related to employee payroll (garnishments, federal wage levies, notices from collection agencies, child support, court documents, etc.). This also includes notices of appointment and one-time pays.011604PAYROLL REPORTSmThis record series contains forms and reports dealing with worker's compensation, insurance, labor distribution, and similar reports and deductions. This also includes Payroll reconciliation reports, abstracts, banking reports, salary and fringe reports, flex benefits, and TIAA/CREF reporting. These reports are used by the office for administrative purposes only./ACFY+5 - After Current Fiscal Year Plus 5 YearsJUNE 2015 ACFY011605 TAX REPORTINGWThis series contains reporting and supporting documentation used by institutions when providing Information Returns directly to the Internal Revenue Service. IRS Information Returns include 1042s, 1098 series, 1099 series, etc. Supporting documentation includes W-9s, W-8 series, and any other documentation supporting the report to the IRS. 13 years2006011606COMPENSATION RECORDSThis record series contains information that documents overtime hours earned for compensation purposes and compensatory hours u< sed or requested. Does not include overtime hours paid monetarily on the regular hourly reporting form.011607"STUDENT EMPLOYMENT PAYROLL REPORTSThis record series contains various reports concerning student employees. This includes workstudy and institutional positions. Included in this series would be record of earnings reports.011804ACCOUNTS RECEIVABLE9This record series contains a record of charges to customers for any goods or services rendered or collected by the institution. May include journal entries and adjusting memos, work orders, and subsidiary records reflecting customer charges for goods or services and payments or credits applied to the account. 011805ACCOUNTS RECEIVABLE REPORTINGLThis record series contains various reports concerning accounts receivable. 011806DELINQUENT ACCOUNTS/COLLECTIONSThis record series contains records associated with attempts to collect delinquent debts. Includes records associated with collection efforts using outside agencies and legal processes. )ACM+6 - After Conditions Met Plus 6 Years 2013 ACM+6011807 TICKET SALESThis record series contains records relating to event or ticket sales activity. This includes event and ticket sales for the athletic department, performing arts, or other activities sponsored by the college/university. Records may include stock orders; ticket type reports; stock purchase records; box office balance sheets; printing and control records; season ticket sales listings; voided tickets, mail order receipts and orders; third party and telephone sales records; ticketmaster reports; complimentary ticket distribution records; merchandise and concession inventory records; deposits and correspondence relating to ticket sales. 012201RESIDENCY APPLICATIONeThis record series contains residency applications from students in order to calculate tuition rates.020101ADMISSION APPLICATIONSThis record series contains the applications prospective students fill out in order to attend the college/university. This includes applications for collaborative and dual credit enrollment. If accepted, move to Academic Records - Non-Permanent (020403).020102!ADMISSION APPLICATIONS - NO MONEYThis record series contains applications received over the internet or mailed without the processing fee enclosed. This includes applications for collaborative and dual credit enrollments. If payment is received, move to Admission Applications.020103GRADUATE ADMISSION APPLICATIONSThis record series contains correspondence, applications, transcripts, equivalency diploma, residency affidavit, and re-admission forms of students. If accepted, move to Academic Records-Non-Permanent.020201CONTINUING EDUCATION UNITSThis record series contains applications, rosters, setup and approval forms, and a description of the CEU activities for the courses approved by Continuing Education.020202*INSTRUCTIONAL DEVELOPMENT FUNDING REQUESTSgThis record series contains information on funding requests from faculty for instructional development.020203ACADEMIC ADMINISTRATIVE RECORDSThis record series contains information that documents the daily administrative responsibilities of colleges, departments, or schools concerning their respective academic programs. This includes graduate, undergraduate, and continuing education courses for university credit. This series includes rosters/class lists, course files, enrollment statistics, registration reports, degree/graduation lists and registration forms, and other related documents. Archives, Confidential020205EDUCATIONAL CATALOG RECORDSThis record series contains a record of institutional policies and procedures, program requirements, and course offerings. Information in the individual catalogs includes academic policies and procedures, program names and descriptions, course names and descriptions, credits offered per course, and related programs and course information. This series may include copies of undergraduate, graduate, and summer catalogs, and the time schedule of classes. UD - Updated/updateUD020206"PROGRAM AND COURSE REQUEST RECORDSThis record series contains information that documents the requested approval, and the implementation of undergraduate, graduate, professional degree programs, Continuing Education Programs, and any other reorganizations or changes to established programs. This may include curriculum action documentation, working papers, final reports, related course descriptions, outlines, syllabus/syllabi, sample examinations, text book lists, etc. "UD+3 - Updated/update Plus 3 Years 2016 UD+3020207,STUDENT EVALUATIONS OF COURSE AND INSTRUCTORThis record series contains a summary report of the evaluations done on advisors, instructors, and courses, including all numerical and narrative responses from individual evaluations. Following the delivery of the summary report, the raw data has no retention value and can be destroyed in accordance with the individual institution's procedure. Departmental office may maintain a copy of the instructor evaluation summaries in the faculty personnel file. 020208CLASS SCHEDULING RECORDSThis record series contains documentation for the development of class schedules by academic departments for inclusion in the final time schedule of classes and final exam schedule. This includes IVN classes.020209ARTICULATION AGREEMENTSThis record series contains information on agreements between the college/university and other colleges or universities for the transfer of course credit.020301DISBURSEMENT RECORDSThis record series contains signatures of students who have received financial aid disbursements, scholarship checks, and other credits to student's accounts. This includes the form signed to authorize checks to be mailed to the student. )ACM+3 - After Conditions Met Plus 3 Years 2016 ACM+3020302FINANCIAL AID RECORDSThis record series contains records of students financial information in accordance with their attendance at the university. This may include program of study enrollment status and duration, award letters, applications for financial aid, and admission records.020303FINANCIAL AID REPORTSyThis record series contains the operations reports and grant and scholarship reports of the Student Financial Aid Office.020304/SATISFACTORY PROGRESS FINANCIAL AID ELIGIBILITY1This record series contains information on students who fail to meet the criteria to receive Federal financial assistance. This may include student letters of appeals; letters and worksheets from Student Financial Aid Office; and decision of Appeals Board (i.e. meeting minutes and letters to students). 020305#NATIONAL STUDENT LOAN CLEARINGHOUSEYThis record series contains a report stating the academic enrollment status of students. 020306PROMISSORY NOTESaThis record series contains students' promissory notes from federal, state, and university loans.(AFP+3 - After Final Payment Plus 3 Years 2016 AFP+3020401RELEASE OF INFORMATIONThis record series contains documentation allowing the college/university to release student information to a third party. This may include disciplinary, financial, or academic records, along with any other information specified by the particular form signed by the student.020402SPORTS INFORMATIONThis record series contains information on the current and past athletes who have competed for the college/university. This may include pictures, press releases, newspaper articles, and other related documentation. This record series also contains a summary of individual games and competitions, including sport name, opponent name, date, event location, final score, player names and positions, and time played per athlete, etc. WA - While ActiveWA020403 ACADEMIC RECORDS - NON-PERMANENTDThis record series contains information on student academic history that is not retained on a permanent basis. Records include, but are not limited to, transfer transcripts, applications for admission, letters of recommendation, receipts for application fee, p< etitions, name and social security number changes, dismissal and reinstatement records, student death records, withdrawals, degree audit files, and other information and forms relating to a student's academic record. This includes information on undergraduate, graduate, professional, and continuing education students. :ALA+5 - After Last Activity/After Last Action Plus 5 Years 2014 ALA+5020404ACADEMIC RECORDS - PERMANENT/This record series contains information on student academic history that is retained on a permanent basis. This includes academic records, grade rosters, FERPA related forms/information, and change of grade forms. This pertains to undergraduate, graduate, and continuing education (for-credit) students.020406NON-DEGREE STUDENT FILESThis record series contains information on students enrolled in undergraduate or graduate classes, but are not enrolled in an undergraduate or graduate school program. WA+5 - While Active Plus 5 Years 2014 WA+5020407STUDY ABROAD STUDENT FILESiThis record series contains information on students who are studying at universities in other countries. CY+5 - Current Year Plus 5 Years 2014 CY+5020408 ADVISEMENT This record series contains information on students' academic files. This may include copies of high school and college transcripts, advisement meeting notes, master time table, dean's list information, and other things relating to the student's academic standing. 020409CAREER COUNSELINGThis record series contains information about the career counseling of students. This is for academic or career counseling only. /ACFY+7 - After Current Fiscal Year Plus 7 YearsJUNE 2013 ACFY020410STUDENT COURSE WORK!This record series contains records of the exams, homework, papers, and projects completed by students that the instructor does not return to the student after grading or review. This includes, but is not limited to, internship summaries, term papers, quizzes, tests, and minor projects. .ACFY+1 - After Current Fiscal Year Plus 1 YearJUNE 2019 ACFY020411!GENERAL CREDENTIAL OR CO-OP FILESHThis record series contains information on the methods students use to market themselves to future employers. This may include resumes, unofficial transcripts, release forms, information cards, and online homework assignments for students registered at Career Services. Active ceases with graduation or last date of attendance. WA+6 - While Active Plus 6 Years 2013 WA+6020412INTERNATIONAL STUDENT FILESThis record series contains information on all international students. This may include I-20's and other immigration information.020414ROTC CADET FILES - DA 201 This record series contains information related to a cadet enrolled in the Army ROTC program. Documentation may include DoD Enlisted Documents, DA 597/597-3 ROTC contracts, SGLV 8286 (life insurance forms), Orders, DD 93, ROTC CC 137/136, Physical Fitness cards, Cadet Command Form 139-R, DA 3449-9 Medical Record containing DD 2005 (Privacy Act Statement), Report of Medical Examination, Report of Medical History, and any other pertinent information. Active ceases with graduation or disenrollment from the ROTC Program. WA+4 - While Active Plus 4 Years 2015 WA+4020415SPECIAL CIRCUMSTANCES-This record series contains information on decisions made by the Dean of Students on students' special circumstances cases. This may include withdrawals after deadlines, exceptions to the refund schedule, notes from personal meetings, medical documentation, legal information, and the final decision. 020416!STUDENT TEACHER (CREDENTIAL) FILEThis series contains the evaluations of students who participated in student teaching. This may include teacher evaluations, certifications, and letters of reference. Active ceases with the last update to the file (update may include adding new letters of reference, adding unofficial transcripts, updating personal data, or having the file sent to a prospective employer or graduate school admissions committee)."WA+25 - While Active Plus 25 Years 1994 WA+25020417SUMMARY REPORTSThis record series contains reports pertaining to the academic situations of students. This series may include Admission Status reports. 020418 TRANSCRIPTSThis record series contains transcripts created by Continuing Education documenting the completion of professional development classes overseen by the Continuing Education Department. These are not for university credit.020419COUNSELING CLIENT FILESThis record series contains information on personal history, case notes, release information, intake assessments, and record of any contact that is made with the client. This does not include any academic counseling. WA+7 - While Active Plus 7 Years 2012 WA+7020420DISABILITY FILESThis record series contains student disability documentation. This may include requests for accommodation, correspondence, and notes from meetings with disabled students.020501ATHLETIC RECRUITMENTThis record series contains information on prospective athletic students and for what sports they are being recruited. This may include high school transcripts, test scores, etc. CY+1 - Current Year Plus 1 Year 2018 CY+1020502 FAIR CARDSYThis record series contains information on students who have visited job or career fairs.020503 VISIT CARDSjThis record series contains information on prospective students that have visited the college/university. 020601GRADE BOOK (CLASS RECORD)This record series contains a record of grades, kept by the professor, received by each student in an academic course. This includes both electronic and paper varieties.020602#GENERAL EDUCATION DEVELOPMENT (GED)iThis record series contains GED tests and scores for everyone who has taken it at the college/university.020603GRADE REPORT FORMSkThis record series contains grade sheets used to record grades for each student taking courses for credit. 020605:STANDARDIZED ACADEMIC TESTS FROM CERTIFIED TESTING CENTERSThis record series contains information on people who have taken academic standardized tests from Certified Testing Centers located on NDUS campuses. This includes test rosters, administrative paperwork, and the version taken. Examples include the Nelson Denny Reading test and the TOEFL Tests. This record series does not pertain to campus-based courses or campus-based instruction. If the student enrolls in the university, move the record to student files. CY+2 - Current Year Plus 2 Years 2017 CY+2020606 STANDARDIZED PSYCHOLOGICAL TESTS5This record series contains information on the people who have taken standardized psychological tests from Certified Testing Centers located on NDUS campuses. This includes test rosters, administrative paperwork, and the version taken. This record series does not apply to campus faculty or academic testing. 020609#TRANSFER EVALUATION AND TEST SCORESSThis record series contains transfer evaluation memos and test scores including AP, CLEP, IB, DANTES score sheets for non-matriculated students (they become part of Academic Records for matriculated students) from Certified Testing Centers located on NDUS campuses. This record series does not apply to campus faculty or academic testing. 020610NATIONAL BOARD EXAM RECORDSNThis record series contains national board exams, correspondence, and results.020701ACCREDITATION RECORDSThis record series contains information that documents the process and status of the accreditation of the college/university itself, and individual colleges, schools, departments, and programs. Included are self-study records, response letters, letter of re-accreditation, lists of accredited schools, revisions, etc. Includes documents supporting the process and status of becoming accredited and/or activities associated with confirming the accreditation status of the school.ACM - After Conditions MetACM020702PROGRAM EVALUATIONS^This record series contains evaluations of each undergraduate and graduate academic program. Current 1 Pre< viousCR1P140109PROFESSIONAL ORGANIZATIONSsThis record series contains various information from professional organizations to which an employee is a member. 180102AFFIRMITIVE ACTIONiThis record series contains reports dealing with affirmative action requirements made by the government. 6 years2013190101EMPLOYEE HEALTH RECORDSThis record series contains general health information on all employees. This may include current shot information and blood tests required by OSHA. 'AT+30 - After Termination Plus 30 Years 1989 AT+30190102PATIENT MEDICAL RECORDSThis record series contains patient medical information. May include diagnosis, treatments, medications, doctor appointments, test results, X-Rays, X-Ray cards, patient histories, and patient charts. 190103DRUG AND ALCOHOL EVALUATIONSThis record series contains drug and alcohol evaluations that may be either court mandated, requested by students for counseling reasons, or for accident reports. This includes the Counseling Center's evaluations. 220110AGENDAS AND MINUTESThis record series contains agendas, minutes, notes, and reports that record the actions and transactions taken by college/university departments, divisions, committees, councils, and similar groups.220111EXECUTIVE SESSION RECORDINGS[This series contains recordings used within the scope of an executive session of a meeting. 6 months6 MO220313BYLAWS3This record series contains bylaws for committees. 220314,STUDENT PERFORMANCE/ACADEMIC STDS COMMITTEESThis record series contains minutes for the Student Performance and Recognition Committee and the Academic Standards Committee. These committees deal with student awards and grievances. Active ceases when issue has been resolved.260101BIOGRAPHICAL RECORDSThis record series contains biographical data for institutional faculty, staff, and other significant people. The records are used for public information releases and referenced by the institutional staff to provide responses to inquiries. This series may include but is not limited to: biographical sketches, vitae, photographs, personal history sheets, newspaper clippings, retirement notices, and obituaries. Active ceases when no longer needed administratively.260102PUBLIC RELATIONS MATERIALSThis record series contains press releases, newspaper clippings, promotional materials, brochures, bulletins, and other related items for college/university publicity. 260103 HONORS/AWARDS^This record series contains a historical record of any honors and/or awards given to students.260403NEWSLETTERS/PUBLICATIONShThis record series contains information on specific events, summary of events, current happenings, etc. 260701AUDIO/VISUAL PRESENTATIONSThis record series contains digital photographs, film, and photographic proofs and negatives of college/university activities, and presentations for internal and/or external presentation.300103CONTRACTS/LEASES/AGREEMENTSThis record series contains legal documents, correspondence, and reports related to the negotiation, fulfillment, and termination of a contract, lease, or agreement.!AE+6 - After Expired Plus 6 Years 2013 AE+6300301LIABILITY WAIVERSThis series contains liability waivers signed by individuals who participate in an activity or program offered by the college or university to acknowledge the risks involved with their participation. This would include registration and personal information on K-12 participants or potential participants of outreach programs planned by an NDUS institution or one of its departments. 300701BIDSThis record series contains requests for proposals and documentation related to bids submitted for prospective goods and services, including prime contracts. 350101#TRAINING - PROFESSIONAL DEVELOPMENTThis record series contains information on the various professional development courses offered by the university specifically for college/university staff and faculty. This includes sign up and completion lists and general information on the class. This does not include transcripts.350102)TRAINING MATERIALS - SAFETY AND EQUIPMENThThis series contains information and materials on safety and environmental training developed or provided by the college/university. May include course listings, schedules, training program materials, administrative records, sign-in sheets and reference materials. Includes classes for lead, asbestos, hazardous wastes/materials, defensive driving and others. 350501'RETREATS/WORKSHOPS/SEMINARS/CONFERENCESThis record series contains documents pertaining to the organization and planning of a retreat, workshop, camp, clinic, seminar or conference.430101EQUIPMENT INFORMATION[This record series contains repair reports, maintenance, manuals, warranties, and licenses.&LOE+6 - Life of Equipment Plus 6 Years 2013 LOE+6430301 LOG BOOKSThis record series contains information on the times and usage of college/university owned equipment as well as access to computer secured areas and also may include shuttle bus records.430302 TELEPHONE LOGThis record series contains a listing of telephone calls made by college/university personnel and residents. Logs include individual date, time, caller, originating telephone number, recipient telephone number and length of call.430303NETWORK FLOW DATAThis record series contains documents including extremely high volume captures of network traffic such as session initiation, IP addresses, port numbers, and packet content. The data is used for forensic investigations and problem troubleshooting.430501WORK ORDERS/PROJECT REQUESTSgThis record series contains a record of requests for repair and/or maintenance of facility or property.430801SOFTWARE LICENSESnThis record series contains documents regarding the purchase of software and the software license agreements. 450103ADMINISTRATIVE CORRESPONDENCEThis record series contains documents sent or received intra-office, intra-campus, or with external organizations or individuals that contain significant information. The information may be used for fiscal or administrative purposes. 450104EXECUTIVE CORRESPONDENCEThis record series contains information sent or received intra-office, intra-campus, or with external organizations or individuals that documents significant events and the development of administrative structure for the college/university. It may also include the historical development of an office/department. This type of correspondence may include, but is not limited to, letters; memoranda; or acknowledgements sent or received.450105GENERAL CORRESPONDENCE This record series contains documents sent or received intra-office, intra-campus, or with external organizations or individuals that pertain to any communications that does not contain any significant information. The correspondence is general in routing or nature.450106REQUESTS FOR INFORMATION=This record series contains general inquiry requests such as enrollment, grade verifications, student academic standing, attendance at the institution, or general information on individual academic departments and Open Records Requests. This record series may include transcript requests and enrollment verifications.450107LETTERS OF REFERENCEaThis record series contains letters of reference written for students at the college/university. 450108 ELECTRONIC COMMUNICATION RECORDSThis series contains e-mail messages, voicemail messages, recorded telephone conversations, instant messages, text messages, etc. created or received by faculty, staff or students of the North Dakota University System.470201INSURANCE POLICIES_This record series contains information related to insurance carried by the college/university.470301INSURANCE POLICY CLAIMSvThis record series contains information on insurance claims, including billings, incident reports, and correspondence.470302WORKERS COMPENSATION CLAIMS0This series contains information which documents claims made by emp< loyees under Workers Compensation Insurance. Records typically include, but are not limited to, initial Incident Report, Worker's Claim for Injury (Form C-2), Employer's Report of Injury (Form C-2), Doctor's Report of Injury (Form C-3), Prior Injury Questionnaire (Form C-16) when indicated, workability updates, dismissal statement when appropriate, and other related correspondence. Active ceases with the termination of employment or the end of permanent disability, whichever occurs later.500401 LITIGATIONThis record series contains records related to threatened or asserted litigation or investigation. This series contains the official litigation file with any orders, pleadings, correspondence, and discovery related to litigation.&ACC+6 - After Case Closed Plus 6 Years 2013 ACC+6500402 GRIEVANCES]This record series contains information relating to the filing of grievances and records of all proceedings in the settlement of disputes on the campus of faculty, staff, and students. Internal memos, notes, research, FERPA violations, and duplicate copies may also be a part of the record series. Active ceases with the resolution of the grievance.500501LEGAL OPINIONSThis record series contains documentation from legal counsel detailing facts which result in rules, policy, or administrative procedures. Internal memos, notes, and research may be included.501201"CRIMINAL HISTORY BACKGROUND CHECKSzThis series contains any correspondence and the results of criminal history background checks for any employee or student.501401COPYRIGHT DOCUMENTSThis record series contains copyright documents belonging to the institution. Includes documentation of registration and submittals to Library of Congress.95 years1924501402PATENTS & TRADEMARKSThis series contains information related to the application process for patents/trademarks. It also includes information related to issued patents/trademarks and related documentation such as patent/trademark searches, evaluations, applications, contract reviews, contract awards, patent agreements, progress reports, and any other related documents and correspondence that provides a means of defense for a patent/trademark.5014038PATENT/TRADEMARK: INCOME/EXPENSE/INVENTOR SHARE PAYMENTSThis series contains financial records indicating patent/trademark income and expenses, the documentation of inventor share payments or distribution of funds, and other related documentation or correspondence.600203 APPLICATIONS/RECRUITMENT RECORDSGThis record series contains student job applications, and resumes, applications, letters of recommendation, and interview documentation on applicants screened for jobs at the college/university, including faculty, staff, and post-doctorate positions. The successful applicant's records are then filed with their personnel file.600204SEARCH COMMITTEEFThis record series contains a record of committee actions to publicize a position, responses from candidates, offers made, or commitments to hire. Includes correspondence, candidate evaluations, vitae, notes, etc. Records from searches for Presidents, Provosts, Vice Presidents, Deans, and Directors go to University Archives.600604 CREDENTIALSjThis record series contains information on current credentials, license and continuing education records. 600605STUDENT EMPLOYMENT RECORDS=This record series contains resumes, student's class schedule, employment registration forms, and other related correspondence on undergraduate, graduate, and medical student employees. This series documents the student employee's work history and contains records for work-study and institutional student employees. %AT+6 - After Termination Plus 6 Years 2013 AT+6600606FACULTY PERSONNEL FILESThis record series contains information that documents the faculty member's work history. It includes information such as job title, rank and education, employment background, grant work, training, and certifications. This may include copies of a request to recruit, request to appoint, initial vitae, letter of intent, letters of reference, academic records, supplements, tenure forms, yearly contracts, listing of grant work, and students' evaluations of course and instructor summary sheets. This includes both academic and clinical faculty. Note: personnel information may exist in different locations (i.e., department, provost office, etc.). 600607 I-9 FORMS]This record series contains the employee's citizenship status and other personal information.%AT+3 - After Termination Plus 3 Years 2016 AT+3600608POSITION DESCRIPTIONSThis record series contains documentation of position titles and descriptions by position number. Active ceases when the position description is updated or no longer used. 600609STAFF PERSONNEL FILESThis record series contains non-faculty personnel files which includes routine personnel forms and other employee related records. The records are used to document period of employment, position change, salary, goals, training, and certifications. 600610!DESIGNATED MEDICAL PROVIDER FORMSThis series contains forms completed by employees designating their choice of medical provider should a work-related injury occur. !UD+1 - Updated/update Plus 1 Year 2018 UD+1600611 IMMIGRATION - EMPLOYMENT RECORDSThis record series contains immigrant and non-immigrant records associated with employment at the university. This may include visas and permanent residency documents.600612CONFLICTS OF INTERESTtThis record series contains forms completed by personnel that discloses financial interest or conflicts of interest.600702CALENDAR BOOKSThis record series contains records documenting the official work schedules and appointment books kept by university personnel. 600703DEPARTMENTAL LEAVE"This record series contains a record that summarizes leave status and leave donations for each employee by department. This also includes justification and documentation regarding donation of leave, leave reports, leave donation sheets, employee leave forms, and departmental leave reports.600704TIME REPORTINGThis record series contains a record of hours worked. This includes hourly payroll reporting forms, time cards, and time slip correction forms. 601502 VOLUNTEERSThis record series contains applications, letters of reference, and a list of training with their certificates on the different volunteers that donate their time.601503(ANNUAL EMPLOYEE NOTIFICATION OF POLICIESThis record series contains documentation showing acknowledgment, through a signed and returned form, that each university employee was notified of any new policies as well as to serve as a reminder of existing policies.601504 MARKET DATATThis record series contains market salaries by position for the college/university. 650301ORGANIZATIONAL CHARTSkThis record series contains a graphical display of the organizational structure of the college/university. 650401DISPOSITION RECORDSFThis record series contains documentation of records disposed in accordance with the Records Retention Schedule and the Records Management Program. Records may include, but are not limited to, Records Disposal Request, Records Disposal Authorization, Certificate of Records Disposal, and computer-generated disposal listings. 650402RECORDS INVENTORYyThis record series contains documentation on the types of records located in college/university departments and offices. 650403RECORDS RETENTION SCHEDULEThis record series contains a listing of the types of records maintained by the college/university and the period of time after which destruction is authorized. 650501)DIRECTIVES/POLICIES/PROCEDURES/GUIDELINESXThis record series contains all college/university policies, procedures and guidelines. 650701*INFORMATION TECHNOLOGY SECURITY VIOLATIONSThis record series contains documents and findings related to incidents of possible violations of acceptable use policies and procedures for electronic communications devices for students, employees, and othe< rs. This may include records of the Acceptable Use Review Committee (AURC), incident reports, notes, equipment seizure and chain of custody forms, computer or related forensic examination results and samples, and evidence (storage media, hard drives, etc.). Active ends when case is resolved for stand-alone records. 720103REFERENCE MATERIALQThis record series contains information maintained for reference purposes only. 720301MAILING/PHONE LISTSThis record series contains a record of addresses for information requests and mailing purposes. It also includes phone lists for departments at the college/university which are used to update phone directories. 750106EMPLOYEE EXPOSURE FILEThis series contains records and reports of employee exposure to hazardous materials, chemicals or harmful physical agents. Includes incident reports, investigation files, medical surveillance, treatment and related records. 750107INCIDENT REPORTS - EMPLOYEESIThis series contains records and reports of accidents or incidents incurred by an employee of the college/university, as well as any follow-up investigation documentation. This does not include formal claims made against the college/university. If formal claim is made, transfer records to the Workers Compensation Claim Files. 3 years2016750108 INCIDENT REPORTS - NON-EMPLOYEES,This record series contains reports of any accidents or incidents incurred by non-employees or visitors, as well as any follow-up investigation documentation. This does not include formal claims made against the college/university. If a formal claim is made, transfer records to the Litigation Files.750201BUILDING ACCESS RECORDSThis record series contains documentation of requests for keys, electronic door access and/or card access. Documentation can include requisition, inventory and discontinuation of the access device. 750202IDENTIFICATION CARD INFORMATIONThis record series contains applications from anyone applying for a college/university issued ID card. This includes faculty, staff, and students. 750203#TRAFFIC/GENERAL VEHICLE INFORMATIONThis record series contains information on vehicles registered for any faculty, staff, student, or guest parking on campus. This includes any parking tickets received and any tickets appealed. 7502049COMPUTER SYSTEM OR APPLICATION PRIVILEGED ACCESS REQUESTS(This record series contains requests for elevated or privileged access to computers, applications, or information technology systems. This series may include new requests for elevated or privileged access, changes to elevated or privileged access, or termination of elevated or privileged access.%AT+4 - After Termination Plus 4 Years 2015 AT+4750205TELEPHONE PASSWORDSThis record series contains information on the authorization codes given to university personnel for use in making long-distance phone calls. This also includes student's code information. 750206 SYSTEM LOGSEThis record series contains automatically created and purged log files of access, administrative system events (i.e. in computers, routers, data switches, and other electronic devices), and network or local application transactions of the server, routers, data switches, and other electronic devices (i.e. web server logs). 750207CLERY ACT (CAMPUS SECURITY)This record series contains crime logs, campus security reports, registered sex offenders (students, faculty, staff), and other documents relating to the Clery Act. CY+6 - Current Year Plus 6 Years 2013 CY+6750208&VIDEO RECORDINGS FROM SECURITY CAMERASJThis series contains video recordings from security cameras across campus.750301SAFETY INSPECTIONS*This series contains records relating to inspections of fire equipment, testing of fire extinguishers, and records of fire drills conducted on university grounds or facilities; asbestos; environmental regulations; X- Ray registration; and survey meters. Includes mitigation records of deficiencies. CY+3 - Current Year Plus 3 Years 2016 CY+3750401 ENVIRONMENTAL REGULATION RECORDSThis record series contains documentation that is required to be kept by environmental regulatory agencies, such as the Environmental Protection Agency (EPA) or the North Dakota State Health Department. This includes, but is not limited to, Air Pollution Control Title V Permit to Operate; quarterly, semi-annual, and annual reports and other related supporting documentation or correspondence under Title V of the Clean Air Act. 750402GENERAL SAFETY INFORMATIONBThis record series contains information related to safety issues. 750403HAZARDOUS WASTE FORMSThis record series contains the requests to pick up and/or dispose of hazardous waste. It also tracks the movement of chemicals and wastes coming into and going out of the college/university. 750404SAFETY DATA SHEETSkThis record series contains information and safe handling procedures for toxic and/or hazardous chemicals. "WA+30 - While Active Plus 30 Years 1989 WA+30750405PREVENTATIVE ERGONOMIC FILESThis record series contains information that documents the assistance given to employees to prevent repetitive musculoskeletal injuries. Records typically include, but are not limited to, ergonomic worksheets; changes made at the time of assessment; recommendations; and other related correspondence. If file becomes a workers compensation claim, transfer to the Workers Compensation Claim File. $AT+1 - After Termination Plus 1 Year 2018 AT+17504062RISK MANAGEMENT QUALITY ASSURANCE RECORDS (HEALTH)This series contains records related to participation in the Risk Management program by clinics, pharmacies, and other medical related services. These records may include copies of incident reports, supporting documentation, quality review, quality assurance records, quality assurance training records, Risk Management Fund Loss, Summary Reports, minutes from Loss Control Committee/Risk Management Committee or other related meetings, and other reports related to the risk management.800101DEPARTMENTAL FILESbThis record series contains information on each of the different departments on campus, including graduate and undergraduate programs. It includes information on history, documentation on restructuring, trends and other statistics, enrollment numbers, academic program information etc. It does not include organizational charts or financial information. 800206ELECTRICAL (WIRING) FILES[This record series contains FCC applications, mock inspection files, and wiring documents. 5 years2014800207'FEDERAL COMMUNICATIONS COMMISSION FILESuThis record series contains documentation required by the FCC for licensing. This may include maps, agreements, etc. 800208FEE DEVELOPMENT RECORDSThis record series includes any information regarding the development and approval of any fee that affects student's tuition/fees or faculty/staff fees. Fees such as Course Fees, Program Fees, Processing Fees, Parking Fees, etc. It may include the fee request form, backup documentation, letter to the President asking for approval, letter to the department with the final decision, and any correspondence.800324EVENTSThis record series contains information on events that are planned by a department, such as graduation, homecoming, recognition ceremony for staff personnel, show records, etc.800325PRINTING REQUESTS/SERVICEThis record series contains information furnished in order for printing centers to carry out a printing job. This may include samples of the job, correspondence etc. This does not include billing information. 800327POST DOCTORATESzThis record series contains requests to recruit, request to appoint, and any other information concerning post doctorates.800328CIRCULATION RECORDSThis record series contains information that documents the borrowing of library materials by qualified patrons. This series may include the name of the borrower, the titles of materials borrowed, the due date, overdue information, and related correspondence and documentation.< 800329COLLECTION RECORDSGThis record series contains information that documents the acquisition or transfer of materials or information. This series may include information on the collection itself, inventory lists, database reports, payment information, cancellation information and related correspondence and documentation concerning the collections.800330"EXHIBIT RECORDS/SHELF LIST RECORDS This record series contains information that documents the display and use of materials held by the library. This series includes advertisements for the exhibit, layout and design, photographs of the exhibit, exhibit ideas, and related documentation and correspondence about the exhibit. 800331INTER-LIBRARY LOAN RECORDSThis record series contains information that documents the borrowing/lending inter-library loan process for college/university materials. This series may include requests, borrower/lender approvals, transaction slips, and related correspondence.800332ADULT CITATION FILESdThis record series contains information on all infractions by adults cited by the police department.800333ADULT COMPLAINT FILESThis record series contains information on all complaints filed at the campus police department, including investigative and evidence information.800334JUVENILE FILESThis record series contains complaints against juvenile subjects and citation files in which the person cited was a juvenile. 800335 PRESCRIPTIONSGThis record series contains the prescriptions received by the pharmacy.7 years2012800336IMMUNIZATION RECORDSThis record series contains proof of immunization information regarding MMR and TB testing, as required for admission. This series also contains immunization reports from mass immunization clinics, such as meningitis and influenza.800337CAREER SERVICE EMPLOYER FILESThis record series contains job descriptions, Equal Employment Opportunity statement, and correspondence with companies advertising or recruiting through Career Services. 800338CONDUCT VIOLATION RECORDS4This record series contains reports of student violations of the Code of Student Life. Records may include, but are not limited to, incident reports, housing violations on or off-campus, hearing documentation, if applicable, correspondence, and other supporting documentation used to deal with the violation.800339HOUSINGThis record series contains information regarding student's on-campus housing. This may include applications for housing, refrigerator and loft contracts, linen and key forms, meal plan contracts, payment verification, and information on room's condition before and after occupancy. 800340VETERAN'S FILESThis record series contains information on the students receiving military benefits through their attendance at the college/university.800341#WELLNESS CENTER PARTICIPANT RECORDSThis record series contains records regarding people utilizing the services of the Wellness Center. Records include, but are not limited to, new member form, liability waiver, and fitness evaluations. 800342ARCHIVAL COLLECTION RECORDSYThis record series contains information that documents the acquisition or transfer of archival materials or information. This series may include information on the collection itself, inventory lists, database reports, payment information, cancellation information and related correspondence and documentation concerning the archival collections.800345PROJECT DOCUMENTATIONThis record series contains all the records stored in the project repository. These could include historical documents such as business cases, charters, plans, schedules, and reports. It may also include other products of project management such as meeting minutes, scope changes, deliverable/project acceptance, risk logs, issue logs, quality related documents, budgets, variance reports, recovery plans, project status reports, copies of RFI/RFP and contracts (including all attachments/addendums), and relevant e-mail communications.3APC+3 - After Project Completed/Closed Plus 3 Years 2016 APC+3800346RESEARCH PROTOCOLSThis record series contains information that documents the review of research protocols that go before university compliance committees. This may include, but not be limited to, those research protocols that go before the Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC) or the Institutional Biosafety Committee (IBC). Records may include a copy of relevant portions of a funded research proposal, the actual protocol submitted to the appropriate committee, and other related correspondence. 800703'BUILDING/CONSTRUCTION/PLANT IMPROVEMENTThis record series contains information on the college's/university's buildings. This may include construction, contracts, change orders, architecture plans, additions, plant improvements, and correspondence.,LOB+3 - Life of Bridge/Building Plus 3 Years 2016 LOB+3800704ENGINEERING DESIGN RECORDSThis record series contains drawings, blueprints, specifications, standards, and other technical data. Active ceases with disposition of property.800901TECHNICAL REPORTSRecord series contains technical/progress reports submitted to sponsoring agencies and publications. This includes any support documentation that a grant or contract has been fulfilled.800902EFFORT REPORTINGkThis record series contains information on the distribution of effort for employees paid by grant funding. 800903GRANT PROPOSALSThis record series contains grants, contracts, and fellowships that have been applied for, but the college/university has not received notice whether the proposals have been awarded or not awarded. For proposals that are awarded, transfer to the Grants/Contracts record series. For the proposals that are not awarded, return to the Principal Investigator (PI) or the originating department and that party will then become the office of record and must retain until the retention requirement has been fulfilled.800904 GRANT REPORTSThis record series contains information reported on various grants and the status of each. This includes lobbying certification disclosure reports and presidential reports. 800905GRANTS/CONTRACTSRThis record series contains grants or contracts that have been awarded for which the university provided research, instruction, or other services to a sponsor or third party. This may include award letter/notice, proposal, correspondence, equipment inventory (final), final report, etc., This record series may also contain fellowships. 2AFRS+6 - After Final Report Submitted Plus 6 Years 2013 AFRS+6800906FINANCIAL SUMMARY REPORTSThis record series contains a record of monthly grant financial transactions. This may include Principal Investigator summary reports, detailed transaction reports, etc.801101ATHLETIC AID ELIGIBILITYThis record series contains record of verification by intercollegiate athletics of student athletes' academic progress to the NCAA. These records include computer generated academic progress reports.801102ATHLETIC COMPLIANCEThis record series contains documents used to comply with athletic guidelines and NCAA requirements, including eligibility, housing releases, and drug tests of students. 801103NARCOTICS INVENTORYThis record series contains an inventory of all Federally controlled prescriptions. It also includes an inventory of narcotics used in the Pharmacy Lab courses for instructional purposes. 801201TEXTBOOK ORDER RECORDSThis record series contains information that documents what books were ordered for the various courses taught in the department./ACFY+2 - After Current Fiscal Year Plus 2 YearsJUNE 2018 ACFY850301TRAVEL RECORDSThis record series contains general information concerning any travel arrangements for personnel. Financial records are included in accounts payable.900107INDIRECT COST STUDYzThis record series contains information documenting the indirect cost rate that is negotiated with the federal government.900108<SURVEYSThis series contains surveys and supporting documentation. Survey results or final reports derived from surveys shall adhere to the RCN 900207 Reports/Plans.#AFRS - After Final Report SubmittedAFRS900206ANNUAL REPORTSjThis record series contains a summary of departmental, college/university, or division activities by year.900207 REPORTS/PLANSThis record series contains adhoc reports, progress reports, final reports, strategic plans, disaster plans, or other reports/plans not associated with another project or service. For departmental annual reports, use Annual Reports record series. 2AFRS+3 - After Final Report Submitted Plus 3 Years 2016 AFRS+3900208 SPACE REPORTSUThis record series contains information related to the allocation of physical space. 900209 CHAMPIONSHIP COMPETITION REPORTSThis record series contains a listing of all the activities the teams do while attending a championship tournament. This is used for reporting to the NCAA.900210GENDER EQUITY REPORTSZThis record series documents the progress made by gender equity in sports over the years. 900211POLICE INCIDENT REPORTSGThis record series contains incident reports written by campus police. &ACC+7 - After Case Closed Plus 7 Years 2012 ACC+7900212STUDENT HEALTH REPORTSRecord series contains reports generated by student health containing statistical information and trends. Also includes the supporting and preparation documents, such as the other medical ledgers. 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Yd@ YeA Yf YkB Yhh Z]C ZHD ZKE ZJF Z> ZEG ZDD [bH [cI [dJ [e [f [k [hh \]K \HL \KM \J \> \E \DD ]bN ]cO ]dP ]e ]f ]k ]hh ^]Q ^HR ^KS ^JT ^> ^EU ^DD _bV _cW _dX _e _f _k _hhDlbbbbbbbbb^bbbbbbb^bbbbbbbbbbbbb`abcdefghijklmnopqrstuvwxyz{|}~ `]Y `HZ `K[ `J `> `E `DD ab\ ac] ad^ ae3 af ak4 ahh b]_ bH` bKa bJ b> bE bDD cbb ccc cdd ce cf ck chh d]e dHf dKg dJ d> dE dDD ebh eci edj ee ef ek ehh f]k fHl fKm fJn f> fEo fDD gbp gcq gdr ge gf gk ghh h]s hHt hKu hJ h> hE hDD ibv icw idx ie if ik ihh j]y jHz jK{ jJ j> jE jDD kb| kc} kd~ ke kf kk khh l] lH lK lJ l> lE lDD mb mc md me mf mk mhh n] nH nK nJ n> nE nDD ob oc od oe of ok ohh p] pH pK pJ p> pE pDD qb qc qd qen qf qko qhh r] rH rK rJ r> rE rDD sb sc sd se sf sk shh t] tH tK tJ t> tE tDD ub uc ud ue uf uk uhh v] vH vK vJ v> vE vDD wb wc wd we4 wf wk5 whh x] xH xK xJ8x> xE9 xDD yb yc yd ye yf yk yhh z] zH zK zJ z> zE zDD {b {c {d {e {f {k {hh |] |H |K |J |> |E |DD }b }c }d }e }f }k }hh ~] ~H ~K ~J ~> ~E ~DD b c d e f k hhDlbbbbbbbbbbbbbbbbbbbbbbbb^bbbbbb ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J3 > E4 DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J3 > E4 DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e& f k' hh ] H K J > E DD b c d e f k hh ] H K J3 > E4 DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ]  H  K  J > E DD b  c  d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d eF f kG hh ] H K J > E DD b  c! d" e f k hh ]# H$ K% J3 > E4 DD b& c' d( e f k hhDlbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb ]) H* K+ J > E DD b, c- d. e/ f k0 hh ]1 H2 K3 J > E DD b4 c5 d6 e f k hh ]7 H8 K9 J: > E; DD b< c= d> e f k hh ]? H@ KA JB > EC DD bD cE dF e f k hh ]G HH KI J > E DD bJ cK dL e8f k9 hh ]M HN KO JP > EQ DD bR cS dT eU f kV hh ]W HX KY J > E DD bZ c[ d\ e3 f k4 hh ]] H^ K_ J` > Ea DD bb cc dd e f k hh ]e Hf Kg J > E DD bh ci dj e f k hh ]k Hl Km J > E DD bn co dp e f k hh ]q Hr Ks J > E DD bt cu dv e f k hh ]w Hx Ky J > E DD bz c{ d| e f k hh ]} H~ K J4 > E5 DD b c d e4 f k5 hh ] H K J4 > E5 DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hhDlbbbbbbbbb^bbbbbbbbbbbbbbbbbbbbb ] H K J3 > E4 DD b c d e f k hh ] H K J8> E9 DD b c d e f k hh ] H K J3 > E4 DD b c d e f k hh ] H K J3 > E4 DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh ] H K J > E DD b c d e f k hh l m n oB p qC DD:n bb^bbbbbbbbbbbbbbbbbbbbbbb><dDdBA ggD  Oh+'0p08 P \hErdman, Shari@eY@@] ՜.+,0HP X`hp x  Record Series'Record Series'!Print_Area  Worksheets Named RangesCompObjl F Microsoft Excel 2003 WorksheetBiff8Excel.Sheet.89q