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Archives & Regional
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East Campus
East Hall, #111
Phone: 269-387-8490
Fax: 269-387-8484
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Retention & Disposal Schedule
Retention and Disposal Schedule from the University Policy Handbook. Approved
by the Board of Trustees, March 15, 1968.
Retention and Disposal Schedule
Item Description
Normal Period of Retention
Referral (destination)
Minutes: Of staff meetings, committees or other groups functioning for the office.
3 years
Archives
Correspondence.
3 years
Archives
Reports, Annual Reports, or reports prepared on department activities.
3 years
Archives
Policies, Procedures, Regulations: Official that concern office operations.
3 years after expiration
Archives
Publications, Catalogues, Bulletins
While useful
Archives
Brochures, Books, Periodicals, Newsletters (any official publication of
the University)
Two copies of all publications are to be sent to Archives at
the time of first issue. It is the responsibility of the office to see that this
is done.
Budget Material: Office copies of records prepared for
the budget, such as Budget Allotment Summary, Personal Service Lists, Budget
Request Data, and correspondence and information relative to budget adjustments.
Audit
*Destroy
Cash Receipts: Copies of cash receipts, cash reports, payable vouchers, data
processing runs.
Audit
*Destroy
Telegraph and Telephone: Billing and payment records (including
those in special grants), records of long distance calls, etc.
Audit
*Destroy
Payroll: Attendance Record, Time Reports, Time Sheets, etc.
Audit
*Destroy
Maintenance: Requisitions and Delivery Reports for office
equipment, supplies, etc.
Audit
*Destroy
Personnel Records: Files kept on department personnel for the convenience
of the office, but not an official personnel file.
While useful
Notify Archivist for review
Student files: (Student academic file)
5 years after last activity
*Destroy
Photographs, recordings, programs, etc. prepared in the course of official
social functions or official activities
While useful
Archives
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