University of Illinois System

Administration Records Retention Schedule

NOTICE

The information contained on this schedule is the minimum State-required retention period for each specific category. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

 

No record should be held for more than one (1) year beyond its listed mandatory minimum retention period. If further retention is needed and there is a documented business need, please contact RIMS for a variance. However, if your records are subject to a legal hold or pending legal action, you will need to follow the retention recommended by legal counsel. RIMS should be notified of any decisions to keep records past their minimum retention.


Upon completion of the retention period for administration records they will either be deleteddestroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.


The categories of Administration Records:

Administrative Files

Administrative Files document the long-range development of University departments and programs, as well as provide insight into the daily operations of a unit such as scheduling and facilities administration.  These files include information on course offerings and reviews, annual and project reports, correspondence, program evaluation reports, departmental publications, long term planning documents, statistical data, general office documents, and documents used for reference in the general administration of the unit.

Retain for 10 years in office, then transfer to the University Archives:

  • All documents in relation to university administration

Committee and Meeting Records

Committee and Meeting Records contain documents related to work undertaken by committees, councils, and task forces organized by the University or distributed by bodies external to, but with ongoing relationships with, the University. Strategic Committees are created from University Statutes and General Rules or created by the President, Vice Presidents, Chancellors, Provosts, or Deans, such as those which are statutorily required associated with setting policies, developing budgets, responding to staffing issues, developing prioritization and contingency plans, and developing initiatives to further the teaching, research, and economic development mission of the University. Operational Committees are formed to support daily operations such as event scheduling, staff meetings, and the oversight of daily use of facilities.

All bodies subject to the Open Meetings Act are to be considered Strategic Committees for the purposes of retention, including the Board of Trustees, Faculty Senates, Student Senates, Councils of Academic Professionals, Staff Advisory Councils, and any other bodies created by university-wide elections.

Examples of Committee and Meeting Records include but are not limited to: minutes, agendas, membership lists, statements, reference files, reports, and activity summaries.

Retain for 3 years from date of creation, then obtain state approval to dispose:

  • All documents in relation to Operational Committees.

Retain for 5 years from date of creation, then transfer to the University Archives: 

  • All documents in relation to Strategic Committees.

Policy and Procedures Records

Policy and Procedures Records include University and campus-specific policy documents and administrative manuals detailing requirements or expectations in conducting day-to-day work at the University at the senior administration-level or college-level. 

Examples of Policy and Procedures records include but are not limited to: authorization for writing or revising policies, manuals, final policies, procedures, and supporting correspondence.

Retain for 3 years after being superseded in the office, then transfer to the University Archives:

  • All documents in relation to policies and procedures associated with senior administration-level or college-level units.

Accreditation Records

Accreditation Records include documentation supporting the accreditation review process by an externel governing board.

Examples of Accreditation Records include but are not limited to: evaluations, accreditation reports, memoranda, program statistics, recommendations, external reviewer reports, and supporting correspondence. 

Retain for 10 years in office, then transfer to the University Archives:

  • All documents in relation to accreditation.

Student Federal Disclosure Records

Student Federal Disclosure Records contain reports verifying compliance with disclosure requirements regarding federal and state laws related to students and higher education along with working drafts and notes. 

Examples of Student Federal Disclosure Records include but are not be limited to: athletic participation/equity in athletics (EADA) reports, college cost reports, graduation/completion/transfer-out data reports, higher education opportunity act reports, institutional information, student right to know act reports, textbook information reports, and transfer credit policy reports.

Retain for 3 years from date of completion in office, then transfer to the University Archives:

  • All documents in relation to Student Disclosure.

Family Educational Rights and Privacy Act (FERPA) Compliance Records

FERPA Compliance Records relate to a student's ability to consent to disclosure of their records and the right under FERPA to request amendment of their academic records.

Examples of FERPA Compliance Records include but are not limited to: requests for hearings, consent for records disclosure, requests for nondisclosure, and waivers.

Retain for 75 years, or upon death of the student, whichever occurs first, then obtain state approval to dispose:

  • Requests for formal hearings
  • Written consent for Records Disclosure.

Retain for 100 years, until terminated by the student, or upon death of the student, whichever occurs first, then obtain state approval to dispose:

  • Requests for Nondisclosure of Directory Information
  • Waivers of rights of Access.

Authorization and Access Controls Records

Authorization and Access Controls Records contain documents used in tracking permission to use or access University resources or services including: access to buildings, offices, laboratories, and other secured spaces or systems. 

Examples of Authorization and Access Controls Records include but are not limited to: building access authorizations, delegation of signatures, inventories of keys, key control records, lists of persons authorized to have keys, lock and key order records, lock installation records.

Retain for 2 years after expiration of authorization or access period, then obtain state approval to dispose:

  • Building access authorizations, inventories of keys, key control records, key issuance records, key reports, key inventories.

Retain for 2 years from date list is updated, then obtain state approval to dispose:

  • Lists of keys, lists of persons to have keys.

Retain for 2 years after lock has been replaced, then obtain state approval to dispose:

  • Lock and key ordering records
  • Lock installation records.

Retain for 2 years after expiration of signature authority, then obtain state approval to dispose:

  • Documents regarding delegation of signatures.

Inventory Management Records

Inventory Management Records contain documentation used in the support and management of University resources such as movable equipment and information technology resources.

Examples of Inventory Management Records include but are not limited to: equipment loan agreement forms, reports, loan history log files showing date of acquisition, description of equipment, tag number, purchase date, and cost.

Retain for 5 years from the completion of the loan, or from the removal of the item from inventory, then obtain state approval to dispose:

  • All documents regarding inventory of materials.

Publication Records

Publication Records are associated with publishing a variety of content types for different functions in support of the University and include intermediate publishing elements as well as final versions of University publications. 

Examples of Publication Records include but are not limited to: course catalogs, syllabi, event and commencement programs, original photographs or artwork, in-house printed samples, production files, editorial files, publicity materials, and student handbooks.

Retain for 3 years, then obtain state approval to dispose:

  • In-house printed samples, and production, editorial, or job files.

Retain for 1 year from date of publication, then transfer at least 1 copy to the University Archives:

  • Course Catalogs and Syllabi
  • Event and Commencement Programs
  • Publicity Materials such as newsletters, magazines, calendars, booklets, posters, fliers, etc
  • Student Handbooks.

Marketing and Events Records

Marketing and Events Records contain materials related to events held within University facilities or supported by the University, including events related to advancement office activities, performing arts, athletics, politics, and visits of dignitaries and celebrities.

Examples of Marketing and Events Records include but are not limted to: photographs, registration materials, statistics and financial summaries, production schedules, artwork, and press kits.

Retain for 3 years, then transfer to the University Archives:

  • All Marketing and Events records.

Course Schedules, Class Schedules, and Time Table Records

Course Schedules, Class Schedules, and Time Table Records include but are not limited to: final schedules with information about times and locations of course sections, credit hours per course, and faculty assigned to courses and sections, as well as supporting documentation such as work notes and rough drafts.

Retain for 2 years past the end of the academic term, then obtain state approval to dispose:

  • Course Descriptions
  • Course Scheduling Change Forms
  • Curriculum Administration Files
  • Enrollment Limits Lists
  • Supporting Documentation.

Retain for 1 year past the end of the academic term, then transfer to the University Archives:

  • Class Schedules
  • Course Schedules
  • Time Table Records.

Working Documents and Drafts

These are important University documents that do not need State approval prior to disposal. 

Examples of Working Documents and Drafts include but are not limited to: personal reference files, notes, working papers and drafts created in the course of developing final work products

Retain for 3 years from date of creation, then securely dispose of:

All working documents and drafts.

 

Primary Audience

This schedule will specifically help staff who support administrative functions such as staff from the following areas:

  • Deans' Offices
  • Directors' Offices
  • Department Heads' Offices