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University Records & Information Management

Priority Records for Non-Academic Department

The following is a list of records that non-academic departments must get correct if they generate them. While it is important to get the retention for all of your records correct, these are the records that must be retained accurately to protect individual privacy, the security of your department and the university, and preserve the historical record of the university.

**Please note that the list below does not include Vital Records. Vital records are records critical for maintaining university or department functions, and typically reside in large, university-wide information systems. Some examples include: official student transcripts, financial records held by Financial Services, and contracts from the originating office. Vital records should be digitized and have a backup stored in a different location. If your department is in charge of a Vital Record it is also a priority record.

Retention for the records below can be found on a pdf (button below). If you have any questions about these or other records please contact us at 2.6260.

Non-Academic Priority PDF

Administrative Records

  • Annual and Summary Reports
  • Meeting Minutes, Agendas, and Correspondence
  • Procedures related to safety and compliance (i.e. OSHA) or any that you have had a legal concern with before.
  • Projects and Studies

If you are an Assistant Vice President's Office or higher you will also need to retain Executive Administration Records.

Historical Records

  • Department Newsletters and Histories
  • Publications Produced by Department
  • Events - On/Off Campus activities and events

Employment Records

  • Admin, and Staff Employment Files
  • Student Employee Files
  • Recruitment Files

Financial Records

  • Deposits
  • Time Exceptions

Legal and Risk Management Records

  • Contracts and Agreements
  • Risk Management Waivers

Note that this is a general list pulled from the Department Retention Schedule worksheet, you may have 1 or 2 other record types that are of equal importance to those shown here. If you have questions about let us know! We'd be happy to talk to you about them.