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  Policy Manual
  University of North Texas

    Classification
         Number: 10.10.1

   Date Issued: 9/00,12/02

SUBJECT: STATE OF TEXAS RETENTION SCHEDULE

APPLICABILITY: TOTAL UNIVERSITY

SLR 105

2. Agency Code: 752

State of Texas
Records Retention Schedule
3. Agency: University of North Texas

Recertification
  
4 Series
Item #		 5
Item#		 6 Records Series Title 7 Retention Period 8
secu
-rity		 9
arch
-ival		 10
med
-ium		 11
vit
-al		 12 Remarks
Agency Storage Total
  
1.1 1 Academic Program
Appraisal and Request		 AV AV O I O O=Electronic or paper. FINAL REPOSITORY: ARCHIVES
5.4.001 2 Accident Reports and Associated Documentation AC, CE+
5		 AC, CE+
5		 O O X AC=Case closed out. Record confidential while in litigation. Retention period by advice of legal counsel. If case is not known to be closed, retain at least 5 years following the fiscal year of claim date. When residual effects are a possibility, e.g., hazardous materials, records are kept 30 years. O=Electronic or paper. FINAL REPOSITORY: RISK MANAGEMENT.
4.7.001 3 Accounting Policies &
Procedures Manual		 US+3 US+3 O P X FINAL REPOSITORY: CONTROLLER.
4.1.001 4 Accounts Payable
Information		 FE+5 FE+5 O E Retention period based on federal requirements for
Pell Grant and other campus based programs. 34
CFR 676.19 (c). FINAL REPOSITORY:
CONTROLLER.
4.1 5 Accounts Receivable
Information		 FE+5 FE+5 O P X Retention period based on federal requirements for Pell Grant and other campus based programs. 34
CFR 676.19 (c). FINAL REPOSITORY:
CONTROLLER.
1.1 6 Accreditation Records AV AV O I O O=Electronic or paper. FINAL REPOSITORY: ARCHIVES
3.4.001 7 Accumulated Leave
Adjustment Requests		 FE+3 FE+3 O P FINAL REPOSITORY: LOCAL UNIT
1.1 8 Administrative
Schedule Changes		 1 4 5 O O O=Electronic or paper. FINAL REPOSITORY: REGISTRAR.
3.3.001 9 Affirmative Action
Plans		 1 4 5 O O 29 CFR 30.8 (e). O=Electronic or paper. FINAL REPOSITORY:
EQUITY AND DIVERSITY
10 Alumni Records AV AV O I O O=Electronic or paper. FINAL REPOSITORY: ARCHIVES.
1.1.056 11 Americans with Disabilities Act Documentation 3 3 C P 28 CFR 35.105(C). FINAL REPOSITORY: HUMAN RESOURCES.
3.1.002 12 Applications for
Employment-Hired		 AC+5 AC+5 O P AC=Termination of employment. FINAL REPOSITORY: LOCAL UNIT
3.1.001 13 Applications for
Employment-Not Hired		 3 3 O P Retention period based on advice of legal counsel. 29CFR 1602.49(a).
FINAL REPOSITORY: LOCAL UNIT.
5.2.001 14 Appraisals-Building or
Property		 AV AV O P X FINAL REPOSITORY: FISCAL.
3.3 15 Apprenticeship
Records (Internships)		 5 5 C O O=Electronic or paper. FINAL REPOSITORY: LOCAL UNIT.
16 Arrest Records AV AV O P Front page of record is open, remainder is
confidential. FINAL REPOSITORY:
UNIVERSITY POLICE
17 Athletic Conference
Records		 AV AV O I O O=Electronic or paper. FINAL REPOSITORY: ARCHIVES
2.1.010 18 Audit Trail Records AC AC O E X AC=All audit requirements have been met. FINAL REPOSITORY: LOCAL UNIT.
1.1.002 19 Audits-Internal AC+5 AC+5 O P AC=Publication or release of final audit findings. Retention period based on federal program
requirements. Business audit open, personal audit
confidential if unwarranted invasion of personal
privacy. FINAL REPOSITORY: INTERNAL
AUDIT
1.1.002 20 Audits-State Auditor AC+5 AC+5 O P AC=Publication or release of final audit findings.FINAL REPOSITORY: FISCAL
21 Authority to Inspect
Student Records		 AV AV O P X FINAL REPOSITORY: REGISTRAR.
2.1.002 22 Automated Files-
Master Files		 AC AC C E X AC=Completion of 3rd update cycle except for: a) Data file which replaces or serves in lieu of a textual record - Follow the retention period approved for the equivalent type of textual record. b) Output data file extracted from system solely to produce printed reports or other publications - Dispose of when no longer needed to create report or publication. CAUTION: Records management officers must be certain before assigning the retention period of AC to agency automated master files that the files do not fall under the exception noted in (a). FINAL REPOSITORY: COMPUTING CENTER.
2.1.001 23 Automated Files-
Processing Files		 AC AC O E X AC=Completion of 3rd update cycle except for: a) Raw data input or source file which replaces or serves as the basic source document in lieu of a textual or other source document - Follow the retention period approved for the equivalent type of textual. record or as long as administratively valuable, whichever longer. b) Routine or benchmark data file used in testing a system or program - As long as administratively valuable. c) File which facilitates processing of a particular job or system run, but which does not add to, delete from, or substantially modify information in a master file - As long as administratively valuable. FINAL REPOSITORY: COMPUTING CENTER/
LOCAL UNIT.
4.7.002 24 Bank Statements FE+5 FE+5 O P Retention period based on federal requirements for
Pell Grant and other campus based programs. 34
CFR 676.19 (c). FINAL REPOSITORY:
CONTROLLER.
2.2.011 25 Batch-Data Entry
Control Forms		 AV AV O E FINAL REPOSITORY: LOCAL UNIT
3.3.004 26 Benefit Plans US+1 US+1 O O X 29 CFR 1627.3 (b). O=Electronic or paper. FINAL REPOSITORY: HUMAN
RESOURCES.
5.3.007 27 Bid Documentation FE+3 FE+3 O O CAUTION: If a formal written contract is the result of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained for the same period as the contract. NOTE: see Contracts and Leases (5.1.001) and Building Construction Contract and Inspection Records (5.2.028). O=Electronic or paper. FINAL REPOSITORY: PHYSICAL PLANT/PURCHASING
4.1.002 28 Billing Detail FE+5 FE+5 O O O=Computer output microfiche. Retention period
based on federal requirements for Pell grant and
other campus based programs. 34 CFR 676.19 (c).
FINAL REPOSITORY: CONTROLLER.
5.5.001 29 Billing Detail-
Telecommunications		 FE+3 FE+3 O P FINAL REPOSITORY: TELECOMMUNICATIONS.
3.1 30 Biographical Records
(Vitas, etc.)		 AV AV O I O O=Electronic or paper. FINAL REPOSITORY: ARCHIVES.
1.1 31 Bonds-Bond and
Coupon Certificates of
Destruction		 PM PM O P X FINAL REPOSITORY: CONTROLLER.
1.1 32 Bonds-Current Bonds
and Bondholder
Records		 PM PM O P X FINAL REPOSITORY: CONTROLLER.
1.1 33 Bonds-Fidelity Bonds
of Employees		 5 5 O P X FINAL REPOSITORY: FISCAL
3.1.035 34 Bonds-Performance AC+4 AC+4 O P X AC=Expiration or termination of the bond according to its terms. FINAL REPOSITORY: CONTROLLER.
1.1 35 Bonds and Notes-
Cancelled and Paid,
Interest Coupons		 AV AV O P X FINAL REPOSITORY: CONTROLLER.
1.1 36 Broadcasts AV AV O I O O = video and audio tape. FINAL REPOSITORY:
ARCHIVES.
1.1 37 Budgets-Internal FE+3 FE+3 O P X FINAL REPOSITORY: CONTROLLER
5.2.028 38 Building Construction Contract and Inspection Records LA+10 LA+10 O O P X FINAL REPOSITORY: PHYSICAL PLANT
5.2.002 39 Building Construction
Project Files		 AC+10 AC+10 O I P X AC=completion of project.Texas Civil Practice and Remedies Code, 16.008-16.009.  FINAL
REPOSITORY: ARCHIVES.
5.2.003 40 Building Plans and
Specifications		 LA+4 LA+4 O I P X Retention based on legal requirements to verify
safety factors. FINAL REPOSITORY: ARCHIVES.
5.2.004 41 Building Space
Requests		 1 1 O P FINAL REPOSITORY: PROVOST.
5.2.005 42 Calibration Records (Equipment
or Instrument)		 10 10 O C FINAL REPOSITORY: LOCAL UNIT.
4.1.003 43 Cancelled Checks/Stubs/Warrants/Drafts FE+5 FE+5 O P X Retention period based on federal requirements for
Pell Grant and other campus based programs. 34
CFR 676.19 (c). FINAL REPOSITORY:
CONTROLLER.
4.7.004 44 Capital Asset Records LA+4 LA+4 O P Retention period by advice of legal counsel.
FINAL REPOSITORY: PROPERTY AND
INVENTORY CONTROL.
4.6.003 45 Cash Counts FE+3 FE+3 O P FINAL REPOSITORY: CONTROLLER
4.2.001 46 Cash Deposit Vouchers FE+3 FE+3 O P FINAL REPOSITORY: CONTROLLER
4.2.002 47 Cash Receipts FE+3 FE+3 O P X FINAL REPOSITORY: CONTROLLER
3.1 48 Certificates of Age AC+5 AC+5 O P AC=Termination of employment. FINAL REPOSITORY: LOCAL UNIT.
4.2 49 Certificates of Payment
College Work-Study
Program		 FE+5 FE+5 C P Retention period based on federal requirements for
Pell Grant and other campus based programs. 34
CFR 676.19 (c). FINAL REPOSITORY: FINANCIAL AID.
5.1.012 50 Charge Schedules -
Price List		 US+3 US+3 O O O=Electronic or paper. FINAL REPOSITORY: PURCHASING / LOCAL
UNIT
4.7.005 51 Claim Files AC+3 AC+3 O P X AC=Resolution of claim. FINAL REPOSITORY:
CONTROLLER.
1.1 52 Class Roll Summary 1 4 5 C P FINAL REPOSITORY: REGISTRAR.
1.1 53 Class Schedules
Preparation Records		 1 1 O P FINAL REPOSITORY: REGISTRAR.
54 Client Records - From
Institutes		 AV AV C P X FINAL REPOSITORY: LOCAL UNIT.
5.3 55 Commodity Code
Listing		 US+3 US+3 O O O=Electronic or paper. FINAL REPOSITORY: PURCHASING
1.1.006 56 Complaint Records AC+2 AC+2 O P AC=Final disposition of complaint. Open unless clearly unwarranted invasion of personal privacy. FINAL REPOSITORY: LOCAL UNIT.
4.7.006 57 Comptroller Statements FE+3 FE+3 O C FINAL REPOSITORY: FISCAL
2.2.012 58 Computer-Produced
Output Records		 AV AV O E X FINAL REPOSITORY: LOCAL UNIT
5.2.008 59 Computer Hardware
Maintenance Records		 LA+3 LA+3 O C FINAL REPOSITORY: COMPUTING CENTER.
2.2.004 60 Computer Job
Schedules and Reports		 3 Months 3 Months O C FINAL REPOSITORY: COMPUTING CENTER.
2.2.002 61 Computer Utilization
Records		 5 5 O C FINAL REPOSITORY: COMPUTING CENTER.
5.1.001 62 Contracts and Leases AC+5 AC+5 O P X AC=Expiration or termination of instrument according to its terms. Retention period by advice of legal counsel.FINAL REPOSITORY: PURCHASING
1.1.007 63 Correspondence,
Administrative		 3 3 O I O X Interagency factual data open, opinion and
recommendation data confidential. O=Electronic or paper. FINAL
REPOSITORY: ARCHIVES.
1.1.008 64 Correspondence,
General		 1 1 O O Interagency factual data open, opinion and
recommendation data confidential. O=Electronic or paper. FINAL
REPOSITORY: LOCAL UNIT
5.1.015 65 Correspondence, Tracking Records 1 1 O O O=Electronic or paper. FINAL REPOSITORY: LOCAL UNIT
5.1 66 Courier Authorization 2 2 O P FINAL REPOSITORY: LOCAL UNIT
1.1 67 Course Outlines and
Descriptions		 FE+1 6 FE+7 O O X O=Electronic or paper. FINAL REPOSITORY: ACADEMIC
DEPARTMENT.
3.1.026 68 Criminal History Checks AV AV C P CAUTION: Some agencies that are authorized to obtain criminal history record information from DPS are required to destroy the information after it is used for the immediate purpose for which it was obtained. See Subchapter F, Chapter 411, Government Code. FINAL REPOSITORY: HUMAN RESOURCES / POLICE
1.1 69 Curriculum Change
Records		 AV AV O I P FINAL REPOSITORY: ARCHIVES
4.2.003 70 Daily Cash Receipts
Log		 FE+3 FE+3 O P FINAL REPOSITORY: CONTROLLER.
5.2.007 71 Damage Reports FE+3 FE+3 O P X FINAL REPOSITORY: FACILITIES PLANNING.
2.1 72 Data Entry Documents AV AV O C FINAL REPOSITORY: LOCAL UNIT.
1.1.024 73 Data Processing
Planning Records -
Long and Short Range		 AC+3 AC+3 O O C X AC=Decision made to implement or not to implement result of planning process. FINAL REPOSITORY: COMPUTING CENTER.
1.1.024 74 Data Processing
Planning Records -
Reports, Studies,
Analyses		 AC+3 AC+3 O O C AC=Decision made to implement or not to implement result of planning process.FINAL REPOSITORY: COMPUTING CENTER.
5.1 75 Deeds and Easements LA LA O I P X FINAL REPOSITORY: FISCAL / ARCHIVES.
5.1.003 76 Delivery Reports 2 2 O P FINAL REPOSITORY: LOCAL UNIT.
1.1.013 77 Desk Calendars/Appointment Books CE+1 CE+1 O O CAUTION: A record of this type purchased with personal funds, but used by a state official or employee to document his or her work activities may be a state record and subject to this retention period. See Open Records Decision 635 issued in December 1995 by the Attorney General. O=Electronic or paper. FINAL REPOSITORY: LOCAL UNIT.
1.2.001 78 Destruction Sign Offs FE+3 FE+3 O P FINAL REPOSITORY: LOCAL UNIT.
4.7.007 79 Detail Chart of
Accounts		 FE+3 FE+3 O P FINAL REPOSITORY: CONTROLLER
3.2.008 80 Direct Deposit Application/Authorization US US O P X FINAL REPOSITORY: FISCAL.
1.1.010 81 Directives US+1 US+1 O P FINAL REPOSITORY: LOCAL UNIT.
5.4.013 82 Disaster Preparedness and Recovery Plans US US O O X O=Electronic or paper. FINAL REPOSITORY: LOCAL UNIT.
5.5.007 83 Disputed Call Documentation FE+3 FE+3 O P FINAL REPOSITORY: TELECOMMUNICATIONS.
3.3.031 84 EEO Reports and Supporting Documentation 3 3 O P 29 CFR 1602.30, 1602.32, 1602.39, 1602.41, 1602.48, and 1602.50. FINAL REPOSITORY: EQUITY AND DIVERSITY.
3.1.006 85 Employee Counseling Records AC+3 AC+3 C P AC=Termination of counseling. FINAL REPOSITORY: HUMAN RESOURCES / COUNSELING AND TESTING  / LOCAL UNIT.
3.2.001 86 Employee Deduction
Authorizations		 AC+4 AC+4 C P X AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner. FINAL REPOSITORY: CONTROLLER.
3.2.002 87 Employee Earning
Records		 AC+4 AC+4 O O X AC=Termination of employment. O = computer output microfiche. Retention period based on agency requirement for litigation purposes.  40TAC815.6(i)FINAL
REPOSITORY: CONTROLLER.
3.3 88 Employee
Identification		 AC+2 AC+2 O P AC=Termination of employment. FINAL REPOSITORY: HUMAN RESOURCES.
3.1.011 89 Employee Insurance Records US US C P X FINAL REPOSITORY: HUMAN RESOURCES.
3.3.026 90 Employee Listings US+3 US+3 O C FINAL REPOSITORY: HUMAN RESOURCES.
5.4.012 91 Employee Security Access Records AC+2 AC+2 C P X AC=Until superseded, date of expiration, or date of termination, whichever is sooner. FINAL REPOSITORY: UNIVERSITY POLICE.
3.3.026 92 Employees Hired
During Month		 US+3 US+3 O P FINAL REPOSITORY: HUMAN RESOURCES.
3.1.013 93 Employment Contracts AC+4 AC+4 O P X AC=Expiration or termination of the contract according to its terms. 26 CFR 516.5. FINAL REPOSITORY: PRESIDENT, PROVOST, GENERAL COUNSEL, DIRECTOR OF ATHLETICS.
3.1.029 94 Employment Eligibility, Documentation, or Verification of AC+3 AC+3 O P X AC=Termination of employment. 8CFR 274a.2. FINAL REPOSITORY: HUMAN RESOURCES.
3.1.012 95 Employment Opportunity Announcements 2 2 O O 29 CFR 1602.49 (a). O=Electronic or paper. FINAL REPOSITORY:
HUMAN RESOURCES.
3.1.014 96 Employment Selection Records (Interview Notes and Documentation) 2 2 O P X 29 CFR 1602.49 (a). FINAL REPOSITORY: LOCAL UNIT.
4.1.004 97 Encumbrance Detail FE+3 FE+3 O P FINAL REPOSITORY: CONTROLLER.
4.2.004 98 Encumbrance Vouchers FE+3 FE+3 O P FINAL REPOSITORY: CONTROLLER.
3.3.032 99 Equal Pay Records 2 2 O P X 29 CFR 1620.32(C). FINAL REPOSITORY: EQUITY AND DIVERSITY.
5.2.008 100 Equipment History File;
Equipment Service
Agreement		 LA+3 LA+3 O P FINAL REPOSITORY: LOCAL UNIT.
5.2.009 101 Equipment Inventory
Detail Report Forms		 FE+3 FE+3 O O O=Electronic or paper. FINAL REPOSITORY: PROPERTY AND
INVENTORY CONTROL.