USG Records Retention Schedules
CATEGORY: Administration
Total: 35 Sorted by title. Showing 25 per page.
Meeting Records
Number: 0472-02-026
Description: This series documents the meetings of the faculty and/or staff of a department or office that sets policy and procedures for the unit. Specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs.
Retention: Minutes, agendas, and reports: PERMANENT; All other record: 5 years.
News Release Records
Number: 0472-02-027
Description: This series documents newsworthy events of the institution. This series may include but is not limited to news releases issued by institution news and communications units arranged by topic and/or date of issue and brief descriptions of scholarship awards offered by institution.
Retention: Releases pertaining to significant events and policy matters: PERMANENT; Routine releases: 10 years.
Official Calendar of Events
Number: 0472-02-028
Description: This series documents when and where institution events take place.
Retention: PERMANENT.
Policies and Procedures
Number: 0472-02-029
Description: This series includes the approved policies and procedures of the institution.
Retention: PERMANENT.
Professional Membership Records
Number: 0472-02-030
Description: This series documents institutional-paid memberships and activities in professional organizations. These records may include but are not limited to: applications for membership; certifications of membership; and documentation of activities.
Retention: 5 years.
Radio and Television License Records
Number: 0472-02-031
Description: This series provides a record of licensing of university campus radio stations and television channels (including distance education) with the Federal Communications Commission. Records may include: FCC applications, licenses, and contracts.
Retention: 10 years after expiration of license.
Records of the Individual Regents
Number: 0472-02-032
Description: This series documents the activities of the individual regents.
Retention: PERMANENT.
Signature Authorizations
Number: 0472-02-033
Description: This series documents the certification of the institution's employees who are authorized to sign fiscal and contractual documents. These documents serve as an aid for management control over expenditures. This series may include but is not limited to: authorization date; name; sample signature; position data; remarks; and conditions.
Retention: 7 years after authorization expires.
Student Organization Records
Number: 0472-02-034
Description: This series documents the history, development, and policies of student organizations. Records may include but are not limited to: annual review forms; minutes; constitutions and bylaws; committee, subcommittee, and task-force records; student government bill and resolution files; budgets; handbooks; officer and member rosters; scrapbooks; newspaper clippings; published and unpublished historical sketches; publications; organizational charts; and photographs.
Retention: Charters; minutes; by-laws; student government bill and resolution files; budgets; handbooks; rosters; scrapbooks; photographs; publications; historical sketches; organizational charts; and other historic records: PERMANENT; All other records: 10 years.
Vehicle Use Authorization and Request Records
Number: 0472-02-035
Description: This series documents permission for employees to use their private automobiles for official use and authorization of non-employees and students to use state-owned cars. Records may include but are not limited to: private vehicle safety certification forms; private vehicle certificate lists; and driver authorizations for students and non-employees.
Retention: 5 years after superseded or obsolete.