Records and Retention

Records Retention Manual

Accounting

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 1.1	Accounts Payable: Invoices	Bill for goods or services received	6 years	Destroy	MU Policy
RM 1.2	Accounts Payable Records	Documentation regarding amounts owed on open account for goods or services received. Includes bills for goods and services received, journals in which accounts payable and their payments are recorded (e.g., ledgers, voucher registers)	4 years	Destroy	None
RM 1.3	Accounts Receivable	Amounts due from others on open accounts as a result of providing goods or services.	4 years	Destroy -Secured	None
RM 1.4	Annuity Records	Statement of payroll deduction for employee's annuity plans.	4 years	Destroy -Secured	None
RM 1.5	Bad Debt Records	Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered.	4 years	Destroy - Secured	None
RM 1.6	Balance Sheets	A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report.	4 years	Destroy -Secured	None
RM 1.7	Cash Accounting Records	Includes documentation regarding the disbursement and receipts of cash. Includes Cash Book (record of cash transactions showing running balance); Cash Disbursement Journals (special journal used exclusively to record disbursements of cash); Cash Journal (journal of cash received); Cash Register Tapes and Receipts.	4 years	Destroy -Secured	None
RM 1.8	Chart of Accounts	A list of accounts used by organization with each account usually assigned a number or code	5 years	Destroy	MU Policy
RM 1.9	Cost Accounting	Record analyzing cost for producing certain items or performing certain tasks.	6 years	Destroy	MU Policy
RM 1.10	Credit Card Receipts: Other than P-Card	Credit card receipts created through the sales of goods and services by the university. Destroy media containing cardholder data when it is no longer needed for business or legal reasons and requirements of credit card companies.	4 years	Destroy -Secured	MU Policy
RM 1.11	Expenditure Report	Periodic reports of expenditures, usually by department or account.	4 years	Destroy -Secured	None
RM 1.12	Fixed Assets Records	Inventory and other information maintained on capitalized assets (structures, site improvements, machinery and equipment, information systems, furniture and fixtures, and vehicles).	Active Plus 6 years	Destroy	None
RM 1.13	General Ledgers.	A book containing a summary or detail of all transactions affecting the accounts of an institution.	6 years	Destroy -Secured	Review for historical value and transfer to Institutional Archives
RM 1.14	Invoices	Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment.	4 years	Destroy -Secured	None
RM 1.15	Journals	The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions.	4 years	Destroy -Secured	None
RM 1.16	Payroll	Special pay for faculty.	Active plus 15 years	Destroy -Secured	MU Policy
RM 1.17	Payroll Records	Payroll documentation including checks, payroll deduction authorizations, (all forms used to authorize deductions); change reports (bi-weekly listings of payroll adjustments through personnel concerning full-or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, removals.) Arranged by pay period.	4 years	Destroy -Secured	None
RM 1.18	Payroll Audits	Audit of bi-weekly and monthly payroll of classified and unclassified staff.	Current year plus 1 years	Destroy	None
RM 1.19	Petty Cash Records	N/A	4 years	Destroy -Secured	None
RM 1.20	Plant Funds: CAS State Contract Encumbrances	N/A	6 years	Destroy -Secured	None
RM 1.21	Plant Funds: CAS Voided State Warrants	N/A	4 years	Destroy -Secured	None
RM 1.22	Plant Funds: OAKS State Vouchers	N/A	6 years	Destroy -Secured	None
RM 1.23	Procurement Card (P-Card) Documentation	Including: statements from bank regarding P-Card use, transaction forms, and other supporting documentation.	5 years	Destroy -Secured	Original receipts retained in department of card owner. Alternatively, the receipt may be kept electronically MU Policy
RM 1.24	Requisitions	Forms used to order goods and services.	4 years	Destroy	None
RM 1.25	Royalty Payments	N/A	4 years	Destroy -Secured	None
RM 1.26	Student Accounting Records	Documentation on individual students' paid/unpaid accounts; records of canceled registrations, including amount owed and reason; correspondence; account activity record; insurance records; tuition remission records.	4 years	Destroy -Secured	None
RM 1.27	Student Accounting Records: Dorm Contracts	Actual agreement and Release Files between students and residence halls governing room and board and fee. Includes application, correspondence, meal plan authorizations, and record of decision reached concerning request to break contracts.	Active plus 8 years	Destroy -Secured	Contracts, external
RM 1.28	Student Accounting Records: Financial Aid	Includes documentation of award amounts disbursed (name, type, amount of award); canceled checks/stubs, check journals showing payments for financial aid made to students; Accounting Billing Letters (concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money).	4 years	Destroy -Secured	None
RM 1.29	Student Accounting Records: Insurance Records	Record of students enrolled in university or college health program.	4 years	Destroy -Secured	None
RM 1.30	Subsidiary Ledgers	A book of accounts of an institution.	4 years	Destroy -Secured	None
RM 1.31	Tax Documentation: State of Ohio Sales Tax	N/A	6 years	Destroy -Secured	None
RM 1.32	Tax Documentation: State of Ohio Excise Tax	N/A	6 years	Destroy -Secured	None
RM 1.33	Tax Documentation: City of Oxford Bed Tax	N/A	6 years	Destroy -Secured	None
RM 1.34	Tax Documentation: Payroll TDEPS 941s	N/A	6 years	Destroy -Secured	None
RM 1.35	Tax Documentation: MU990T	N/A	6 years	Destroy -Secured	None
RM 1.36	Tax Documentation: Federal Tax Returns	N/A	6 years	Destroy -Secured	None
RM 1.37	Tax Documentation: Financial OBOR Report	N/A	20 years	Destroy -Secured	None
RM 1.38	Tax Documentation: Financial IPEDS Report	N/A	20 years	Destroy -Secured	None
RM 1.39	Telephone Expense Records	Periodic reports of long distance and local phone charges.	4 years	Destroy -Secured	None
RM 1.40	Travel Reimbursement Records	Documentation of expenses incurred on official institutional travel.	4 years	Destroy -Secured	None
RM 1.41	Unemployment Insurance Payments	N/A	4 years	Destroy -Secured	None
RM 1.42	Vending Commission Income Records	Record of money received as commission on vending contracts.	4 years	Destroy -Secured	None
RM 1.43	Vouchers	A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction.	6 years	Destroy	MU Policy
RM 1.44	Workers Compensation Payments	N/A	4 years	Destroy -Secured	None

Education and Student

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 2.1	Academic Grievance Files	Files documenting grievances of students against faculty members.	Active plus 6 years	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 2.2	Admissions: Applicant Flow Data File	Statistical information, percentages dealing with race, religion, sex, etc.	6 years	Destroy	None
RM 2.3	Admissions (Applicants who do Matriculate): Advanced Placement Records	Forms and records supporting consideration for advanced placement in course(s) where no credit is granted.	Active plus 1 year	Destroy -Secured	None
RM 2.4	Admissions (Applicants who do Matriculate): Applications for Admission or Readmission	Forms requesting admission or readmission to the institution.	Active plus 1 year	Destroy -Secured	None
RM 2.5	Admissions (Applicants who do Matriculate): Correspondence	Forms requesting admission or readmission to the institution.	Active plus 1 year	Destroy -Secured	None
RM 2.6	Admissions (Applicants who do Matriculate):Entrance Examination and Placement Test Reports	Standardized test scores related to admission to the institution and placement test scores.	Active plus 1 year	Destroy -Secured	None
RM 2.7	Admissions (Applicants who do Matriculate):Letters of Recommendation	Letters of reference supporting application to the institution.	Active plus 1 year	Destroy -Secured	None
RM 2.8	Admissions (Applicants who do Matriculate):Medical Records	Medical records related to application to the institution.	Active plus 1 year	Destroy -Secured	None
RM 2.9	Admissions (Applicants who do Matriculate):Medical Records of Registered Students	Student counseling records case notes.	Active plus 7 years	Destroy -Secured	MU Policy
RM 2.10	Admissions (Applicants who do Matriculate):Personalized Recruitment Materials	Student-specific letters related to encouraging potential students to attend the institution.	Active plus 3 years	Destroy -Secured	VA regulations require that all recruitment materials be retained for 3 years.
RM 2.11	Admissions (Applicants who do Matriculate):Portfolios	N/A	Active	Return to Student	Retain until the admission determination is made and the student is advised of the admission decision. MU Policy.
RM 2.12	Admissions (Applicants who do Matriculate):Transcripts from High School	N/A	Active Plus 1 year	Destroy -Secured	Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.13	Admissions (Applicants who do Matriculate):Transcripts from Other Institutions of Higher Learning	Records of courses take at other post-secondary institutions and documents supporting prior learning, including credit for military training.	Active plus 1 year	Destroy -Secured	Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.14	Admissions (Applicants who do Matriculate):Transfer Credit Evaluations	N/A	Active plus 1 year	Destroy -Secured	None
RM 2.15	Admissions (Applicants who do not Matriculate): Acceptance Letters	Student-specific correspondence relating to admission and enrollment at the institution.	Active plus 1 year	Destroy -Secured	None
RM 2.16	Admissions (Applicants who do not Matriculate):Acceptance Letters	Letters notifying students of acceptance or non-acceptance to the institution.	1 year	Destroy -Secured	None
RM 2.17	Admissions (Applicants who do not Matriculate): Access to See Letters of Recommendation Waiver	Student waivers for rights of access to see Letters of Recommendation for Admission.	Active plus 3 years	Destroy -Secured	None
RM 2.18	Admissions (Applicants who do not Matriculate):Advanced Placements Records	Forms and records supporting consideration for advanced placement in course(s) where no credit is granted.	1 year	Destroy -Secured	None
RM 2.19	Admissions (Applicants who do not Matriculate):Applications for Admission or Readmission	Forms requesting admission or readmission to the institution.	1 year	Destroy -Secured	None
RM 2.20	Admissions (Applicants who do not Matriculate): Correspondence	Forms requesting admission or readmission to the institution.	1 year	Destroy -Secured	None
RM 2.21	Admissions (Applicants who do not Matriculate): Entrance Examination and Placement Test Reports	Standardized test scores related to admission to the institution and placement test scores.	1 years	Destroy -Secured	None
RM 2.22	Admissions (Applicants who do not Matriculate): Foreign Students Forms	I-20 and other Forms	Active plus 3 years	Destroy -Secured	Since many items included in foreign student's records are to be retained for at least 5 years, it is recommended that Immigration and Naturalization Service documentation also be retained 5 years.
RM 2.23	Admissions (Applicants who do not Matriculate): Letters of Recommendation	Letters of reference supporting application to the institution.	1 year	Destroy -Secured	None
RM 2.24	Admissions (Applicants who do not Matriculate): Medical Records	Medical records related to application to the institution.	1 year	Destroy -Secured	None
RM 2.25	Admissions (Applicants who do not Matriculate):Personalized Recruitment Materials	Student-specific letters related to encouraging potential students to attend the institution.	Active plus 3 years	Destroy -Secured	VA regulations require that all recruitment materials be retained for 3 years.
RM 2.26	Admissions (Applicants who do not Matriculate):Portfolios	N/A	Active	Destroy -Secured	Retain until the admission determination is made and the student is advised of the admission decision. MU Policy.
RM 2.27	Admissions (Applicants who do not Matriculate):Transcripts from High School	N/A	1 year	Destroy -Secured	Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.28	Admissions (Applicants who do not Matriculate):Transcripts from Other Institutions of Higher Learning	Records of courses take at other post-secondary institutions and documents supporting prior learning, including credit for military training.	1 year	Destroy -Secured	Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.
RM 2.29	Admissions (Applicants who do not Matriculate): Residency Status Documents	Documents supporting determination of legal domicile (residency) for tuition purposes	6 years	Destroy -Secured	None
RM 2.30	Admissions (Graduate Student): Program Inquiries	N/A	3 years	Destroy -Secured	MU Policy
RM 2.31	Classes: Audit Authorizations	Approval form to audit a class	Active plus 3 years	Destroy -Secured	None
RM 2.32	Classes: Change of Schedule Add/Drop Form	N/A	Active plus 1 year	Destroy -Secured	None
RM 2.33	Classes: Class Schedules (Students)	List of classes student took during a given term	Active plus 1 year	Destroy -Secured	None
RM 2.34	Classes: Credit by Examination Form	N/A	Indefinitely	Permanent	None
RM 2.35	Classes: Credit/No Credit Approvals	N/A	Active plus 3 years	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives
RM 2.36	Classes: Evaluations, Class/course	Summary evaluations of course by students	6 years	Destroy -Secured	MU Policy (2012)
RM 2.37	Classes: Independent Study Permits	N/A	Active plus 3 years	Destroy -Secured	MU Policy
RM 2.38	Classes: Official Class Roster	List of students enrolled for individual classes	Active plus 3 years	Destroy -Secured	None
RM 2.39	Classes: Pass/Fail Request	N/A	Active plus 1 year	Destroy -Secured	None
RM 2.40	Classes: Registration/Enrollment Forms	N/A	Active plus 3 years	Destroy -Secured	None
RM 2.41	Classes: Syllabi	Course syllabi faculty distribute to students.	Active plus 6 years	Archival Review	Review for continuing administrative and historical value. MU Policy.
RM 2.42	Classes: Tests and Exams	The actual exam (paper copy or electronic)	Active plus 1 year	Destroy -Secured	Retain one year after end of term. MU Policy
RM 2.43	Classes: Withdrawal Authorizations	N/A	Active plus 3 years	Destroy -Secured	None
RM 2.44	Curriculum: Catalogs	Official bulletins of the institution	Indefinitely	Archival Review	Review for continuing historical value and potential transfer to institutional archives
RM 2.45	Curriculum (Continuing Education): Course Proposals not Approved	N/A	1 year	Destroy	MU Policy
RM 2.46	Curriculum (Continuing Education): Approved Course Approvals	N/A	6 year	Destroy	MU Policy
RM 2.47	Curriculum: Development Files	Files documenting approval of new programs and degrees.	Indefinitely	Archival Review	Review for continuing historical value and potential transfer to institutional Archives
RM 2.48	Curriculum (Schedule of Classes): Departmental	Department worksheets (electronic or hard copy) informing Registrar of courses department will teach each semester.	Active plus 1 year	Destroy	MU Policy
RM 2.49	Curriculum (Schedule of Classes): Institutional	Schedule of classes offered each term by the institution.	Indefinitely	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 2.50	Financial Aid: General/Non-Recipient Files	Copy of FAF for students who did not receive aid or enter the university or college	1 year	Destroy -Secured	None
RM 2.51	Financial Aid (Non U.S. Department of Education Funding): General Administrative	Annual Interim Fiscal Operations Reports. Reports to federal government on expenditures for federal programs.	Active plus 6 years	Destroy -Secured	Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.52	Financial Aid (Non U.S. Department of Education Funding): National Guard Scholarship Rosters	List of students receiving scholarships from the Ohio National Guard.	Active plus 1 year	Destroy -Secured	Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.53	Financial Aid (Non U.S. Department of Education Funding): Ohio Academic Scholarship Rosters	List of students receiving scholarships for current academic year.	Active plus 1 year	Destroy -Secured	Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.54	Financial Aid (Non U.S. Department of Education Funding): Ohio Bureau of Vocational Rehabilitation Grants Files	Record of awards by state agency for handicapped students.	Active plus 6 years	Destroy -Secured	None
RM 2.55	Financial Aid(Non U.S. Department of Education Funding): Ohio Instructional Grants- Files	Record submitted by student for payment of fees. Eventually sent to OBOR for payment.	Active plus 1 year	Destroy -Secured	Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.56	Financial Aid (Non U.S. Department of Education Funding): Ohio Instructional Grants- Rosters	Lists of students receiving grants for current academic year	Active plus 6 year	Destroy -Secured	None
RM 2.57	Financial Aid (Non U.S. Department of Education Funding): Student Files	Files on recipients: FAF's & FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession & nursing loan files, scholarships, National Merit Scholarships, graduate assistants, sponsored student accounts.	Active plus 6 years	Destroy -Secured	None
RM 2.58	Financial Aid (Non U.S. Department of Education Funding): Work-Study Student Files	Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program.	Active plus 6 years	Destroy -Secured	None
RM 2.59	Financial Aid (U.S. Department of Education Funding): Federal Loan Check Registers	Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans.	Active plus 3 years	Destroy -Secured	None
RM 2.60	Financial Aid (U.S. Department of Education Funding): General Administrative	Annual Interim Fiscal Operations Reports. Reports to federal government on expenditures for federal programs.	Active plus 3 years	Archival Review	Review for continuing administrative or historical value and potential transfer to institutional Archives.
RM 2.61	Financial Aid (U.S. Department of Education): Student Files	Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, Statement of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored student accounts.	Active plus 3 years	Destroy -Secured	None
RM 2.62	Financial Aid (U.S. Department of Education): Work-Study Student Files	Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program.	Active plus 3 years	Destroy -Secured	None
RM 2.63	Grades: Change of Forms (Updated Documents)	N/A	Indefinitely	Permanent	None
RM 2.64	Grades: Faculty Grade Book (Paper or Electronic)	Used for storing and computing assessment grades for exams, quizzes, presentations, or other student grades.	Active plus 6 years	Destroy -Secured	MU Policy
RM 2.65	Grades: Faculty Grade Report (Grade or Narrative)	Copy of grade reports as submitted to registrar by faculty.	Indefinitely	Permanent	None
RM 2.66	Grades: Grade Reports (Registrar's Copies)	Copy of grade report as sent to student. Grade or narrative.	Active plus 1 year	Destroy -Secured	None
RM 2.67	Grades: Grade Statistics	N/A	Indefinitely	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 2.68	Graduation: Applications for Graduation	N/A	Active plus 1 year	Destroy -Secured	None
RM 2.69	Graduation: Commencement Programs	N/A	Indefinitely	Archival Review	Review for administrative and historical value and potential transfer to institutional Archives
RM 2.70	Graduation: Graduation Authorizations	Documents certifying completion of degree requirements	Active plus 1 year	Destroy -Secured	None
RM 2.71	Graduation: Graduation Lists	N/A	Indefinitely	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives
RM 2.72	Head Start	Documents of Head start meetings and grantee level matters	Active plus 5 years	Destroy -Secured	None
RM 2.73	IPEDS Report	Integrated Post-secondary Education Data System	Indefinitely	Destroy -Secured	None
RM 2.74	OBOR Report	Ohio Board of Regents	Active plus 1 year	Indefinitely	Permanent
RM 2.75	Placement Files	Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained.	Active plus 1 year	Destroy -Secured	None
RM 2.76	Requests: Disclosures of Personally Identifiable Information	None	Active plus 3 years	Destroy -Secured	None
RM 2.77	Requests: Health Insurance Waivers	Signed waiver indicating student's acceptance or waiver of university student health insurance.	1 year	Destroy -Secured	None
RM 2.78	Requests: Student Requests for Nondisclosure of Directory Information	N/A	Active plus 3 years	Destroy -Secured	None
RM 2.79	Research: Graduate Students	No external funding or intellectual property.	Active plus 6 year	Destroy -Secured	MU Policy
RM 2.80	Research: Grant Files (Awarded)	Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations.	Active plus 6 years	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives
RM 2.81	Research: Grant Files (Awarded-State Only)	Files containing proposal, budgets, accounting information on grants received by faculty members from state agencies.	Active plus 6 year	Destroy -Secured	MU Policy
RM 2.82	Research: Grants Files (Discovery Center)	Includes project files, grant model school research files, budget, program files.	Active plus 7 year	Archival review	Review for continuing administrative and historical value and potential transfer to institutional Archives. MU Policy
RM 2.83	Research: Grant Files (Not Awarded)	Applications and proposals by faculty for grants that were not funded.	1 year	Destroy -Secured	None
RM 2.84	Research: Research Protocol Committee Files	Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms.	Active plus 10 year	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 2.85	Research: Research Protocol Records	Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file.	Active plus 3 year	Destroy -Secured	None
RM 2.86	Statistics: Degree	N/A	Indefinite	Permanent	None
RM 2.87	Statistics: Enrollment	N/A	Indefinite	Archival Review	None
RM 2.88	Statistics: Racial/Ethnic	N/A	Indefinite	Permanent	None
RM 2.89	Student Disciplinary Files	Files maintained by student affairs on students who have been accused of disciplinary violations.	See Miami University Student Handbook Code of Student Conduct, Disciplinary Records.	Destroy -Secured	MU Policy
RM 2.90	Student Records: Academic Records	Record of academic work pursued, including: grades, competency assessments, etc.	Indefinite	Permanent	None
RM 2.91	Student Records (Academic Records): Graduate Students	N/A	Indefinite	Permanent within Department or Unit	MU Policy
RM 2.92	Student Records: College or Departmental Office Files	Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled.	Active plus 1 year	Destroy -Secured	None
RM 2.93	Student Records: Continuing Education	Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs.	Active plus 3 years	Destroy -Secured	None
RM 2.94	Student Records: Correspondence	Student-specific correspondence (other than admissions)	Active plus 1 year	Destroy -Secured	None
RM 2.95	Student Records: Program Requirement Modification	Change of major forms; degree requirement waiver or substitution authorization.	Active plus 1 year	Destroy -Secured	MU Policy
RM 2.96	Student Records: Transcript Requests (other than student requested)	N/A	Active plus 3 years	Destroy -Secured	None
RM 2.97	Student Records: Veterans Administration Records and Correspondence	N/A	Active plus 3 years	Destroy -Secured	None
RM 2.98	Tuition and Fee Schedule	Listing of fee charges for each term by an institution	Indefinite	Archival Review	None
RM 2.99	Requests: Student's Written Consent for Records Disclosure	N/A	Active plus 3 years	Destroy- Secured	None
RM 2.100	Matriculated Students: Residency Application and Supporting Documentation	N/A	Active plus 6 years	Destroy - Secured	None

Environmental

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 3.1	Environmental Monitoring Records	N/A	5 years	Destroy -Secured	None
RM 3.2	Radioactive Materials: Transportation Records	DOT Transfer record; Authorization for shipment of RAM; and Off-site transfers.	Indefinite	Permanent	None
RM 3.3	Radioactive Materials: Waste Records	RAM use cards, specific use, and disposal information	Active plus 3 years	Destroy	None
RM 3.4	Space Utilization Request Forms	None	10 years	Destroy	MU Policy

Finance

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 4.1	Annual Financial Report	Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and student service areas. May include audit report.	10 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives. MU Policy.
RM 4.2	Audit Report: External	Final report of state or independent auditor.	4 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives. MU Policy.
RM 4.3	Audit Report: Internal	Final report internal auditor.	4 years	Destroy -Secured	None
RM 4.4	Bank Deposits	Record of deposits in banking institutions	4 years	Destroy -Secured	None
RM 4.5	Bank Reconciliations	Explanation of differences between bank statement balance and actual balance.	4 years	Destroy -Secured	None
RM 4.6	Bank Statements	Periodic statement of bank balances.	4 years	Destroy -Secured	None
RM 4.7	Bids (Accepted)	For purchases	Active plus 6 years	Destroy	None
RM 4.8	Bids (Rejected)	For purchases	3 years	Destroy	None
RM 4.9	Bond Registers	Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc.	Active plus 6 years	Destroy -Secured	None
RM 4.10	Budget (Institutional)	Final, approved, yearly budget for institution, usually in printed form.	Active plus 1 year	Destroy	Review for continuing historical value and potential transfer to institutional Archives
RM 4.11	Budget-Planning Documents	Budget requests, including program plans for coming year, usually by cost center.	Active plus 1 year	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 4.12	Budget Transfers	N/A	Active plus 4 years	Destroy	MU Policy
RM 4.13	Canceled Checks	Checks deposited by remote capture are retained in a secure location for a period of 14 days at which time they are destroyed. Banking industry standard.	4 years	Destroy -Secured	None
RM 4.14	Check Register	Book or original entry for all cash disbursements paid by check.	4 years	Destroy	None
RM 4.15	Delivery Slips	Documents sent with purchased goods indicating item(s) shipped.	3 years	Destroy	None
RM 4.16	Endowment Fund Reports (Annual)	Annual report of funds received and expended by endowment accounts. May be in form of report to donors.	Active plus 6 years	Destroy -Secured	Review for continuing historical value and potential transfer to institutional Archives.
RM 4.17	Endowment Fund Reports (Periodic)	Periodic report of funds collected or expended by endowment accounts.	Active plus 6 years	Destroy -Secured	None
RM 4.18	Purchase Orders	Purchasing Office's copy of order to a supplier authorizing purchase of goods.	Active plus 6 years	Destroy	None

General Administrative

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 5.1	Accreditation Files	University, college or department files documenting accreditation review by accrediting agencies.	4 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 5.2	Bookstore Management Documentation	Including buy-back records, cash drawer sign-out sheets, cashier balancing forms, charge forms, mark-up/mark-down sheets, merchandise return records, and special orders.	4 years	Destroy -Secured	None
RM 5.3	Input Documents	Copies of records or forms designed and used solely for the data input and control.	Until Superseded	Destroy -Secured	None
RM 5.4	NCAA Compliance Records	N/A	7 years	Destroy -Secured	MU Policy (2014)
RM 5.5	Organizational Charts	N/A	Active plus 10 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 5.6	Preschool Program: Attendance Records	Preschool attendance and emergency sheets	Active plus 6 years	Destroy -Secured	None
RM 5.7	Preschool Program: Children's Files	Includes screening evaluation forms, contracts, parental and developmental information, reports from outside agencies, examples of student work, health records from physicians, and information from Social Services Coordinator.	Indefinite	Permanent	None
RM 5.8	Print Center Work Orders	Signed Print Center work orders (internal documents). All information is captured in PrintSmith job ticketing system database. Signature only for receiving final product.	Active plus 1 year	Destroy	None
RM 5.9	Program Review Files	All documents associated with the review cycle of academic departments/programs.	Indefinite	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 5.10	Records Destruction Documentation	N/A	10 years	Destroy -Secured	None
RM 5.11	Subject Files: General Administrative	Files of correspondence, reports, memoranda, etc., documenting activities of general administrative offices [Note: excludes President, Vice-President, Director, Dean, or Chair and other upper level administrative offices].	3 years	Destroy	MU Policy
RM 5.12	Subject Files: President, Vice President, Director, Dean, or Chair	Files of correspondence, reports, memoranda, etc., documenting activities of these upper level administrative offices.	3 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 5.13	Surplus Property Documentation	N/A	Active plus 6 years	Destroy	None
RM 5.14	Transient Records	All informal and/or temporary messages (including but not limited to those stored in e-mail and voice mail, including .way audio files) and all notes and all drafts used in the production of public records by any Miami University employee. Transient material also includes anonymous, unsigned and/or unsolicited written or electronic materials, including but not limited to anonymous student complaints, anonymous writings from individuals inside or outside the institution and voice mail messages. This includes tape recordings of University Senate and Board of Trustees meetings.	Retain until no longer of administrative value	Destroy	In order to prevent accidental deletion, voice mail is retained on the University server for a period of 30 days. Voice mail content that may be identified as a record should be moved to a medium that supports recordkeeping, e.g. email. MU Policy.
RM 5.15	University Government Files	Files of minutes of boards, committees, and other governance groups documenting official actions of governing bodies.	3 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.

Human Resources

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 6.1	Affirmative Action: Complaint Files	Record of staff or student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically.	Active plus 6 years	Destroy -Secured	None
RM 6.2	Affirmative Action: EE-06 Report [EEOC]	Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees.	6 years	Destroy -Secured	None
RM 6.3	Affirmative Action: Plan Files	Procedures and regulations to be followed, work force analysis, goals, timetables, statistics.	6 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 6.4	Affirmative Action: Position Applicant Files	Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Personnel Office. Under these headings, files are arranged alphabetically by department or office.	6 years	Destroy -Secured	None
RM 6.5	Classified Staff Report	Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range/step, suspensions, terminations, etc.	1 year	Destroy -Secured	None
RM 6.6	Classified Staff Report: Categorical Summary	Listing of civil service employees categorized by race and sex.	6 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 6.7	Classified Staff Report: Surveys, Wage, and Fringe Benefits	Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs	3 years	Destroy -Secured	None
RM 6.8	Classified Staff Report: Suspension Files	Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation.	5 years	Destroy -Secured	None
RM 6.9	Classified Staff Report: Union Dues Membership List	Copy of bi-weekly listing of university or college employees paying dues to unions, including pertinent personal data, classification, and department.	4 years	Destroy -Secured	None
RM 6.10	Collective Bargaining Agreements	N/A	Active plus 6 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives
RM 6.11	Department Assistance File (Classified)	Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions.	1 year	Destroy	None
RM 6.12	Employment(Classified Staff): Applicant Card Files	Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions.	3 years	Destroy -Secured	MU Policy
RM 6.13	Employment (Classified Staff): Application Files	Includes application form, resume, test results, referral and interview data.	3 years	Destroy -Secured	MU Policy
RM 6.14	Canceled Position Files	Application forms, correspondence sent and received concerning positions that have been canceled.	3 years	Destroy	MU Policy
RM 6.15	Certification Files (Classified Staff)	Record of employees who have attained certification in their classification. May include log book and printouts.	Active plus 3 years	Destroy -Secured	None
RM 6.16	Employment (Classified Staff): Personal Requisitions	Departmental request placed whenever a position within the department becomes vacant	3 years	Destroy	None
RM 6.17	Employment (Classified Staff): Selection Criteria Form	Form providing an explanation to why a person was or was not hired for a university or college position	3 years	Destroy -Secured	None
RM 6.18	Employment (Faculty): Application Files (non-hires)	Contains application, correspondence, resumes, etc. from applicants for positions	3 years	Destroy -Secured	None
RM 6.19	Reserved for future use	N/A	N/A	N/A	None
RM 6.20	Employment (Faculty): Declinations Files	Contracts, recommendations, letters of people who have declined positions	3 years	Destroy -Secured	None
RM 6.21	Employment (Faculty): Disciplinary Files	Findings should go in personnel file and follow retention	Active plus 15 years	Destroy -Secured	MU Policy (2007)
RM 6.22	Employment Faculty: Employee Benefits Records	Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes.	Active plus 15 years	Destroy -Secured	None
RM 6.23	Employment (Faculty): Promotion and Tenure Files	Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file.	Active plus 10 years	Destroy -Secured	Review for continuing administrative or historical value and potential transfer to institutional Archives. MU Policy.
RM 6.24	Employment (Faculty): Search Committee	Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms.	3 years	Destroy	MU Policy
RM 6.25	Employment (Graduate Assistants): Enrollment Report	N/A	2 years	Destroy	MU Policy
RM 6.26	Employment (Graduate Assistants): Letters of Offer	N/A	3 years	Destroy -Secured	MU Policy
RM 6.27	Employment (Residence Hall Advisor): Not Selected	Files on candidates not selected as residence hall advisors	3 years	Destroy	None
RM 6.28	Employment (Residence Hall Advisor): Selected	Files on candidates selected for employment as residence hall advisors.	Active plus 6 years	Destroy	None
RM 6.29	Employment (Unclassified Staff): Applicant Files	Resumes on file	3 years	Destroy -Secured	MU Policy
RM 6.30	Employment (Unclassified Staff): Recruitment/Search Files	Staff search files. May contain position authorization forms, job descriptions, minutes, applicants's credentials, search chronology, authorization to hire forms, correspondence.	3 years	Destroy	None
RM 6.31	Employment (Unclassified Staff): Employee Benefits Records	Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes.	Active plus 15 years	Destroy	None
RM 6.32	Employment: Student Summer Contracts	Flyers for on-and-off campus employment opportunities	Active	Destroy -Secured	None
RM 6.33	Employment: Verification	N/A	Active plus 1 year	Destroy -Secured	MU Policy
RM 6.34	Employment Forms: 1099	Federal form used to report salaries, wages, and tips of temporary employees	6 years	Destroy -Secured	None
RM 6.35	Employment Forms: I-9s	Federal employment eligibility verification for employees	After employment terminates: Hire date plus 3 years or last work date plus one year (whichever is greater).	Destroy -Secured	Originals maintained in a single discrete location. MU Policy
RM 6.36	Employment Forms: Payroll Deduction Authorizations	All forms used to authorize deduction for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc.	Active plus 6 years	Destroy -Secured	None
RM 6.37	Employment Forms: W-2	Federal form reporting salaries, wages, and tips for each employee to the IRS	6 years	Destroy -Secured	None
RM 6.38	Employment Forms: W-4	Forms completed by employee showing federal tax withholding exemptions	Active plus 6 years	Destroy -Secured	None
RM 6.39	Faculty Employment Reports: Activity and Service	Records for the academic year and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department.	Active plus 6 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 6.40	Employment Forms: Index System	Cards or other reference list for all active and inactive faculty	Active plus 6 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives
RM 6.41	Garnishment Documentation	Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases.	Active plus 3 years	Destroy -Secured	None
RM 6.42	Hazardous Materials: Exposure Documentation	Radioactive materials. Files of monthly reports of persons exposure to Radioactive Materials. Incident Reports; report of Radioactive Materials Incident.	Indefinite	Permanent	None
RM 6.43	Hazardous Materials: Radioactive Materials Safety Workers	Includes training records, exposure records, applications and authorizations, documents of authorized Users Lab; Specific RW Training/Interview; Emergency Notification. And Declaration of Pregnancy Forms.	Indefinitely	Permanent	None
RM 6.44	Hazardous Materials: Radioactive Materials Authorized Users	Includes applications for non-human use of RM; Statement of prior Training and Experience; Authorization for Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM.	Indefinitely	Permanent	None
RM 6.45	Layoff Documentation: Classified Staff	File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included.	5 years	Destroy -Secured	None
RM 6.46	Leave Record: Classified & Unclassified Staff	Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued.	5 years	Destroy -Secured	None
RM 6.47	Leave Record: Faculty	Vacation and sick leave earned and used.	Active plus 6 years	Destroy	None
RM 6.48	Ohio Board of Regents Annual FTE Report	Annual print-out by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents.	1 year	Archival Review	Review for continuing administrative or historical value and potential transfer to the institutional Archives
RM 6.49	Performance Evaluations: Classified Staff	File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluation.	5 years years	Destroy	None
RM 6.50	Performance Evaluations: Reclassification Files	Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation.	5 years	Destroy -Secured	None
RM 6.51	Faculty: Promotion and Tenure Policy	Copy of departmental guidelines, policies, procedures, notices of guidelines, administrative memos, lists of eligible faculty.	10 years	Archival Review	Review for continuing administrative or historical value and possible transfer to institutional archives.
RM 6.52	Faculty: Teaching Evaluations	Student evaluations of teacher's performance. Used for reappointment, promotion, and tenure.	6 years	Destroy -Secured	MU Policy (2012)
RM 6.53	Performance Evaluations-Unclassified Staff	File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations.	6 years	Destroy -Secured	None
RM 6.54	Performance Evaluations-Unclassified Staff, Reclassification Files	Records of university or college employee reclassification with accompanying job audit reviews, audit appeals, positions description questionnaires, correspondence, and final decision documentation.	5 years	Destroy -Secured	None
RM 6.55	Personnel Files: Labor Condition Application File	Records of employee requests made to the Department of Labor.	Active plus 1 years	Destroy	None
RM 6.56	Personnel Files: Classified Staff	Employment record maintained for full-time and part-time classified employees. Files may contain application, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand.	Active plus 15 years	Archival Review	Review for continuing administrative value. MU Policy.
RM 6.57	Personnel Files: Classified Staff, Card File	File Card coordinate to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc.	Active plus 15 years	Destroy -Secured	Review for continuing administrative value. MU Policy.
RM 6.58	Personnel Files: Classified Staff, Summer Employment	Record of employees with alternate, summer job responsibilities usually in dining halls, union, health center, residence halls, and custodial.	5 years	Destroy	Review for continuing administrative value. MU Policy.
RM 6.59	Personnel Files: Employee Benefits Records	Records imaged at separation and attached to employee in Banner, insurance changes, dependent documents for tuition waiver, retirement, annuities, beneficiary changes.	Active plus 15 years	Destroy	None
RM 6.60	Personnel Files: Faculty	Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, evaluation forms, STRS forms.	Active plus 15 years	Archival Review	Review for continuing administrative value. MU Policy.
RM 6.61	Personnel Files: Job Enrichment Records (Leaving Miami)	N/A	Active plus 2 years	Destroy	None
RM 6.62	Personnel Files: Job Enrichment Records (Retirement)	N/A	Immediate	Destroy	None
RM 6.63	Personnel Files: Student Employees	Active and inactive files. Student authorization forms, State and Federal withholdings, PERS, steps increases, termination notices, reclassification forms, exemptions	Active plus 6 years	Destroy	Review for continuing administrative value
RM 6.64	Personnel Files: Student Employees (Summary Report)	Stipend list, updated social security number reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earning report, time cards by sequence number.	1 year	Destroy	None
RM 6.65	Personnel Files: Unclassified Staff	Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate.	Active plus 15 years	Destroy	Review for continuing administrative value. MU Policy
RM 6.66	Position Descriptions: Classified Staff	Master file of classified job descriptions. Retained for pay-range classification purposes.	Active	Destroy	None
RM 6.67	Position Descriptions: Faculty	Description of current positions.	Active	Destroy	None
RM 6.68	Position Descriptions: General	None	3 years	Destroy	None
RM 6.69	Position Descriptions: Student Job Cards	Job descriptions for campus and off-campus positions which have been filled or are no longer offered	Active	Destroy	None
RM 6.70	Position Vacancy Announcement	Job descriptions for each university or college position posted	6 years	Destroy	None
RM 6.71	Public Employees Retirement Systems (PERS) File: Classified Staff	Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included.	Active plus 6 years	Destroy -Secured	None
RM 6.72	Public Retirement Systems (PERS) File: Unclassified Staff	Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included	Active plus 6 years	Destroy -Secured	None
RM 6.73	Public Employees Retirement Systems (PERS) Log: Classified Staff	Record of university or college classified employees and their date of retirement and address	Active plus 6 years	Destroy -Secured	None
RM 6.74	Public Employees Retirement Systems (PERS) Log: Unclassified Staff	Record of university or college classified employees and their date of retirement and address	Active plus 6 years	Destroy-Secured	None
RM 6.75	State Classification File (Classified Staff)	Lists of classification by pay range as directed by the State Department of Administrative Services	Until superseded	Destroy -Secured	None
RM 6.76	Super Bill Files	Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims.	4 years	Destroy -Secured	None
RM 6.77	Time Cards	Record of hours worked by student employees	5 years	Destroy -Secured	None
RM 6.78	Time Cards: Kronos edits (Classified Staff)	Changes made to employees KRONOS timecard by supervisor. Retained by department.	3 years	Destroy -Secured	MU Policy
RM 6.79	Student Employees	Record of hours worked by student employees	5 years	Destroy -Secured	None
RM 6.80	Training Documentation (Classified Staff): Civil Service Examinations File	Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing.	Active	Destroy	None
RM 6.81	On-the Job Training Records	Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc.	Active plus 3 years	Destroy	None
RM 6.82	Training Courses	Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit	1 year	Destroy	None
RM 6.83	Unemployment Compensation: Log	N/A	Until superseded	Destroy	None
RM 6.84	Unemployment Compensation: Documentation	Consolidated file listing all employees (classified, contract, and faculty) for whom an unemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution, and amount of unemployment compensation paid.	Active plus 6 years	Destroy	None
RM 6.85	University Medical Records	Review for continuing administrative or historical value and potential transfer to institutional Archives.	Active plus 15 years	Destroy	MU Policy
RM 6.86	Raw Data for the Evaluations of Administrators	Review for continuing administrative or historical value and potential transfer to institutional Archives.	3 years from the date of the final evaluation report	Secured Destroy	MU Policy

Information Technology

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 7.1	Information Systems: Audit Trail Files	Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle.	3 Cycles	Destroy	None
RM 7.2	Information Systems: Back-up Files	Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction.	3 Cycles	Destroy	None
RM 7.3	Information Systems: Computer Run Scheduling Records	Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.	Until Superseded	Destroy	None
RM 7.4	Information Systems: Computer Usage: Chargeback Billing Records	Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers, and bills.	4 years	Destroy -Secured	None
RM 7.5	Information Systems; Computer Usage: Files	Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files data entry logs, and records of individual computer program usage.	3 Cycles years	Destroy	None
RM 7.6	Information Systems: Computer Usage Files: Summary	Summary reports created to document computer usage	Until Superseded	Destroy	None
RM 7.7	Data Documentation and Data Directory Records	Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of the data elements, user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications.	Active plus 3 years	Archival Review	Review for continuing historical value if not all data migrated or destroyed.
RM 7.8	Information Systems: Disaster Preparedness and Recovery Plans	Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster.	Active plus 3 years	Destroy	None
RM 7.9	Information Systems: Hardware and Software Conversion Plans	Records relating to the replacement of equipment or computer operating systems.	Active plus 3 years	Destroy	None
RM 7.10	Information Systems: Hardware Documentation	Records documenting the use, operation, and maintenance of the university's data processing equipment including operating manuals. Hardware/operating system requirements, hardware configurations, and equipment control systems.	Active plus 3 years	Destroy	None
RM 7.11	Information Systems: Help Desk Logs and Reports	Records used to document request for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes.	1 year	Destroy	None
RM 7.12	Information Resources Management and Data Processing Services Plans	University IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provisions, or related areas. Review for continuing historical value and potential transfer to institutional Archives.	Active plus 3 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives
RM 7.13	Information Systems: Maintenance Contract Files	Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda.	Active plus 6 years	Destroy -Secured	None
RM 7.14	Information Systems: Network Usage Reports	Summary reports and other records created to document computer usage for reporting or other purposes.	Active plus 3 years	Destroy	None
RM 7.15	Information Systems: Operating Procedure	Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.	Active plus 3 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives
RM 7.16	Information Systems: Policies	Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.	Active plus 10 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives
RM 7.17	Information Systems: Procurement Records: Hardware and Software	Records used in the procurement of system hardware and software including requests for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line.	Active plus 6 years	Destroy -Secured	None
RM 7.18	Information Systems: Procurement Records: Services	Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents.	4 years	Destroy -Secured	None
RM 7.19	Information Systems: Security Camera Tapes	Digital images are to be retained for a minimum of thirty days after which time they may be destroyed or recorded over.	Until Superseded	Destroy	Retention of digital images captured for research purposes is governed by OARS in consultation with the University's record manager. MU Policy.
RM 7.20	Information Systems: Software Documentation	Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs.	Active plus 3 years	Archival Review	Review for continuing historical value if not all data migrated or destroyed
RM 7.21	Information Systems: Tape Library Control Records	Records used to control disposition of magnetic media in a tape library.	Until Superseded	Destroy -Secured	None
RM 7.22	Information Systems: Test Database and Files	Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.	Active plus 3 years	Destroy	None
RM 7.23	Information Systems: Users Access Records	Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files.	Active plus 3 years	Destroy -Secured	None

Legal

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 8.1	General Contracts/Agreements/MOUs	N/A	Active plus 10 years	Archival review	Review for continuing obligations. MU Policy
RM 8.2	EthicsPoint® System Reports	N/A	Retain until no longer useful but not longer than 4 years from the date of the closing of the report.	Delete	MU Policy
RM 8.3	Patents	If Miami University or an industry that funded the research pursues patent; maintain lifetime of patent plus length of time to issue patent (usually 20 years).	Lifetime of the Patent	Destroy	Review for continuing administrative and historical value and potential transfer to institutional Archives. MU Policy.
RM 8.4	Non-Patent Research	Research with potential for intellectual property; but no immediate patent.	Active plus 6 years	Destroy	None
RM 8.5	Public Records Requests	N/A	2 years or 1 year following final judgment if related to request	Destroy	None
RM 8.6	Trademark Registration	N/A	Active plus 6 years	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 8.7	Litigation	N/A	1 year following final action	Destroy	None
RM 8.8	Legal Invoices	N/A	1 year	Destroy	None
RM 8.9	Immigration: Permanent residency file		Active plus 5 years	Destroy	None
RM 8.10	Immigration : Nonimmigrant Filings	employment sponsored filings	1 year following end of employment or 1 year after employee obtains permanent residency.	Destroy	None
RM 8.11	Assumption of Risk Forms and Liability Waivers/ Releases	Assumption of risk forms, waiver/release forms, and participation forms for University sponsored camps, other similar documents that are required to be signed by participants engaging in on-campus programs or University-sponsored programs occurring off-campus	Active plus 4 years or, if the document or program involves a minor, then retain for active plus 2 years after the child turns 18 years of age. The minumum retention is 4 years in the event that the minor is older than 16.	Destroy	None

Plant Operations and Maintenance

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 9.1	Construction Projects	Project Request and Program Statement. A request from the University community to initiate a project.	Active plus 10 years	Archive Review	Review for continuing historical value and potential transfer to institutional Archives
RM 9.2	Elevator Certifications	N/A	Active plus 3 years	Destroy	None
RM 9.3	Laboratory Inspection Reports	Periodic inspections of laboratories.	Active plus 3 years	Destroy	None
RM 9.4	Real Estate Records	Copies of deeds, leases, purchase agreements, appraisals, etc. documenting real property purchased or leased by the institution. Original deed maintained by the Auditor of State.	Active plus 5 years	Archival Review	Review for continuing historical value and potential transfer to institutional Archives.
RM 9.5	Residence Halls: Change in Meal Plans	Records of changes on board contracts	Active plus 5 years	Destroy -Secured	None
RM 9.6	Residence Halls: HUD Reports	Annual reports filed with the federal government concerning operation of residence halls.	6 years	Archival Review	Review for continuing administrative and historical value and potential transfer to institutional Archives.
RM 9.7	Publicity: Advertising	N/A	5 years	Archival Review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.8	Publicity: New Releases	N/A	Indefinite	Permanent	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.9	Publicity: Newsletters	N/A	Indefinite	Archival Review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.10	Publicity: Photographs	N/A	Indefinite	Archival Review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.11	Publicity: Recruitment Materials	Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution.	5 years	Archival Review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.12	Publicity: View books	Document utilized for Recruitment	5 years	Archival review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.13	Blueprints	The As-Built construction drawings	Life of Building plus 6 years	Archival review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.14	Child Care Licensing Files	Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License.	Active plus 5 years	Destroy -Secured	None
RM 9.15	Construction Projects: Construction Designs and Specifications	Written requirements and standards for materials, construction systems and workmanship as applied to the work and certain administrative details applicable thereto, including: Analysis of site impact and volumetric formation, circulation patterns and infrastructural servicing to illustrate client and architects' design vision in a definitive way; Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Forms, Contract and Attachments, Bond Bulletins, Show Drawings, Change Orders, Change Order Procedure and Pricing Guidelines and Standard Conditions of the Contract Assignments, if any (General and Special); Geotechnical and material testing and reports to insure strength of materials, compaction and construction acceptability.	Active plus 10 years	Archival review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.16	Construction Projects: Design Review Committee	Minutes, agendas, correspondence and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master Plan.	Active plus 10 years	Archival review	Review for continuing historical value and potential transfer to Institutional Archives.
RM 9.17	Construction Projects: Environmental Impact Assessment	Used to determine potential environmental concerns existing at site prior to demolition and construction.	Life of Building plus 6 years	Archival review	Review for continuing historical value and potential transfer to Institutional Archives.

Security and Police

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 10.1	Arrest/Booking Reports	Cumulative information file for each adult arrested. May include copies from incident report files, investigation reports, property records, witness statements, signed Miranda rights, and any accompanying documentation.	Active plus 30 years. Retain until person is known to be dead or presumed dead at age eighty-five.	Destroy	None
RM 10.2	Juvenile Arrest/Booking Reports	Cumulative information file on each juvenile arrested. May include copies from incident files, investigation reports, property records, witness statements, signed Miranda rights, and any accompanying documentation. Note: Juvenile Records must be kept separate and apart from adult arrest records.	Active plus 30 years. Retain until person is known to be dead or presumed dead at age eighty-five.	Destroy	None
RM 10.3	Incident/Case Reports: Criminal Incidents	Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B.	Retain until expiration of statute of limitations, see appendix C, then destroy.	Destroy	None
RM 10.4	Incident/Case Reports: Non-Criminal Incidents	Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B.	Retain 7 years and then destroy	Destroy	None
RM 10.5	Incident/Case Reports: Motor Vehicle Accidents	Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B.	Retain 7 years and then destroy (if not covered under other categories)	Destroy	None
RM 10.6	Incident/Case Reports: Accidental or Unexplained Death	Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B.	Retain permanently	Permanent	None
RM 10.7	Incident Reports: Missing Persons, Unsolved	Includes paper and electronic reports of incidents or requests for service related to officer's actions, referrals, and subsequent investigation. Records Management System (RMS) software is Report Exec Enterprise, see appendix B.	Retain permanently	Permanent	None
RM 10.8	Evidence	Includes photographs, audio recordings, video recordings, contraband, and other objects, items, or documents collected in connection with the commission of a criminal offense.	: Retain at least until disposition of criminal case or expiration of statute of limitations, then destroy, return to owner, or convert for departmental use in accordance with applicable laws.	Destroy	None
RM 10.9	Video Record of Booking Room	N/A	Retain thirty (30) days and then destroy, unless it has evidentiary value.	Destroy	None
RM 10.10	Video record of campus events	N/A	Retain thirty (30) days and then destroy, unless it has evidentiary value.	Destroy	None
RM 10.11	Video Record of Building Cameras	N/A	Retain 7 days and then destroy unless it has evidentiary value	Destroy	None
RM 10.12	Video record of cruiser camera	N/A	Retain for 30 days, and then destroy, unless it has evidentiary value.	Destroy	None
RM 10.13	Video record of body camera	N/A	Retain for 7 days, and then destroy, unless it has evidentiary value.	Destroy	None
RM 10.14	Property Cards	Sequential numbered cards that describe stored property.	Retain 2 years after property disposal, and then destroy.	Destroy	None
RM 10.15	Master Property Card Log Book	Sequential listing of stored property.	Retain 30 years	Destroy	None
RM 10.16	CAD Record	Computer Aided Dispatch- Dispatching program to track calls for service. The CAD record is sequential number records that identify the complainant's name, the time the call was received, time dispatched, the officer's arrival time, clearing time and disposition. Dispatching software is Report Exec Dispatch. See Appendix B. Replaces CR cards which are no longer actively produced.	Retain 7 years and then destroy.	Destroy	None
RM 10.17	Fingerprint Waivers and Results	Waivers and results of civilian criminal background checks.	Retain 4 years, and then destroy.	Destroy	None
RM 10.18	Dispatch Audio Record	A taped recording of phone calls and radio transmissions made and received by the dispatch office.	Retain 1 year, and then destroy.	Destroy	None
RM 10.19	L.E.A.D.S. Computer Printouts	Printed information from L.E.A.D.S. computer terminal. Does not require Certificate of Records Disposal.	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	None
RM 10.20	Ride Along Waivers	Signed waivers from individual seeking to accompany any officer of the department while on duty.	Retain 2 years then destroy.	Destroy	None
RM 10.21	Public Records Request Information	Retain 2 years, or 1 year following final judgement if related to request, and then destroy	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	None
RM 10.22	Vehicle Lockout Service Waiver	Signed by motorists requiring this service	Retain 2 years and then destroy.	Destroy	None
RM 10.23	Sealed Records	Juvenile or Adult arrest records ordered sealed by a court order. See Appendix A.	Retain until person is known dead or presumed dead at age eight-five (85) and then destroy.	Destroy	None
RM 10.24	Court Issued Payment of Fines and Fees	Fines imposed by the court on individuals from alcohol and drug related cases (PSF700 and PSF701).	Retain 10 years and then destroy	Destroy	None
RM 10.25	Citizen Complaints	Complaints and investigation into complaints	Retain 10 years and then destroy.	Destroy	None
RM 10.26	Lost and Found Records	Records of lost item and found item reports	Retain 3 years and then destroy.	Destroy	None
RM 10.27	Expungements	File of court orders including first and final notifications from the court to the police department ordering the expungement of particular arrest files and records.	Destroy with case/arrest files indicated in expungement order. See Appendix A.	Destroy	None
RM 10.28	Work Schedules	Schedule of days assigned to work or training. Does not require Certificate of Records Disposal.	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	None
RM 10.29	Overtime Sign-up Form	Posted overtime opportunities with officers' choice initialed. Does not require Certificate of Records Disposal.	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	None
RM 10.30	Campus Security (Clery) Act Reports and Uniform Crime Reports	Reports of Miami University activity produced in compliance with federal programs.	Retain 7 years and then destroy.	Destroy	None
RM 10.31	Information Reports	A summary of daily incidents that generate a report. Also called "Crime and Fire Log".	Retain 7 years and then destroy.	Destroy	None
RM 10.32	Documents and Reports from Other Agencies	N/A	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	Does not require a Certificate of Disposal
RM 10.33	Transient Material	All informal and/or temporary messages (including but not limited to those stored in e-mail and voice mail) and all notes and all drafts used in the production of public records by any Miami University employee. Transient material also includes anonymous, unsigned and/or unsolicited written or electronic materials, including but not limited to anonymous student complaints, anonymous writings from individuals inside or outside the institution and voice mail messages.	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	Does not require a Certificate of Disposal
RM 10.34	Miscellaneous Documents	Includes, but not limited to: correspondence, publications, memoranda, inventories, and reports of summary data other than Campus Security Act and Uniform Crime reports.	Retain until no longer of administrative, legal, or fiscal value, and then destroy.	Destroy	Does not require a Certificate of Disposal
RM 10.35	Court Property Disposal Order	N/A	Retain 5 years	Destroy	None
RM 10.36	Traffic Citations	Excluding escalating offenses of DUS and OVi/DUI.	CY + 7	Destroy	None
RM 10.37	Juvenile Holding Log	Log for temporarily holding juveniles at PSC before they are transported to a juvenile holding facility or released to a parent or guardian	Retain 5 years	Destroy	None
RM 10.38	BAc Alcohol Testing Records	N/A	ACT+3	Destroy	None

Transportation and Parking

Retention ID #	Retention Type	Document Description	Retention	Disposition	Special Notes
RM 11.1	Motor Vehicle Records	Includes title, insurance, and maintenance documentation.	Active plus 6 years	Destroy -Secured	None
RM 11.2	Permit Applications	Permit Applications. Application for parking permit/decal-non-fee.	1 year	Destroy -Secured	None
RM 11.3	Paid Tickets	N/A	4 years	Destroy -Secured	None
RM 11.4	Retrieval of Vehicle Registration (RoVR)	Provides missing customer information for vehicles and/or citations imported through an update process that creates the appropriate data relationships among customers, citations, and vehicles.	Active plus 1 year	Destroy -Secured	MU Policy
RM 11.5	Unpaid Tickets	N/A	4 years	Destroy -Secured	None
RM 11.6	Vehicle Immobilization Record	Form completed by parking technician/staff to document the placement of an immobilizing device/boot on a vehicle.	Active plus 1 year	Destroy -Secured	MU Policy

University Advancement

Retention ID #	Retention Type	Document Description	Cross -Referenced Retention	Disposition	Special Notes
RM 12.1	Governance Files	Files of minutes of boards, committees and other governance groups	RM 5.15	Destroy -Secured	None
RM 12.2	General Contracts/Agreements	Affiliation Agreements	RM 8.1	Destroy -Secured	None
RM 12.3	General Administrative Documents	Files of correspondence, reports, and memoranda	RM 5.11	Destroy -Secured	None
RM 12.4	Transient Records	All informal and/or temporary messages (including email)	RM 5.14	Destroy -Secured	None
RM 12.5	Board Policies	Defined pinciples/procedures adopted by the full board	Permanent	Destroy -Secured	None
RM 12.6	Tax Documentation: 990	N/A	RM 1.35	Destroy -Secured	None
RM 12.7	Travel Reimbursement Records	Documentation of expenses incurred on official institutional travel	RM 1.40	Destroy -Secured	None
RM 12.8	Invoices	Bills for goods or services	RM 1.1	Destroy -Secured	None
RM 12.9	IRS Determination Letter	N/A	6 years	Destroy -Secured	None
RM 12.10	Annual Financial Report	Consolidated year-end report of financial situation showing assets and liabilities	RM 4.1	Destroy -Secured	None
RM 12.11	Audit Report - External	Final report of state or independent auditor	RM 4.2	Destroy -Secured	None
RM 12.12	Audit Report - Internal	Final report internal auditor	RM 4.3	Destroy -Secured	None
RM 12.13	Bank Deposits	Record of deposits in banking institutions	RM 4.4	Destroy -Secured	None
RM 12.14	Bank Statements	Periodic statement of bank balances	RM 4.6	Destroy -Secured	None
RM 12.15	Budget	Final, approved, yearly budget	RM 4.10	Destroy -Secured	None
RM 12.16	Endowment Fund Reports	Annual report of funds received and expended to donors	RM 4.16	Destroy -Secured	None
RM 12.17	Purchase Orders	Purchasing Office's copy of order to a supplier authorizing purchase	RM 4.18	Destroy -Secured	None
RM 12.18	Legal Invoices	N/A	RM 8.8	Destroy -Secured	None
RM 12.19	Gift Agreements with Donors	N/A	Permanent	Destroy -Secured	None
RM 12.20	Donor Real Estate Documents	N/A	RM 9.4	Destroy -Secured	None
RM 12.21	Documentation Signed by Donor	N/A	RM 8.1	Destroy -Secured	None
RM 12.22	Donor Files and Records	N/A	RM 8.1	Destroy -Secured	None
RM 12.23	Donor Testamentary and Estate Planning Documents	N/A	RM 9.4	Destroy -Secured	None