Item Number |
Description of Records |
Retention Period |
Remarks |
1 |
Accreditation Materials, including copies of institutional self-study reports and accreditation reports by outside agencies. |
10 years |
Year of accreditation plus ten years. Submit to campus archivist.* |
2 |
Building Plans and Specifications |
Permanent |
Submit all non-current records to campus archivist.* |
|
Cal/OSHA |
3 |
Asbestos Monitoring |
30 years |
|
4 |
Diving |
5 years |
|
5 |
Employer's Report of Occupational Injury and Illness |
5 years |
|
6 |
Lead Monitoring |
40 years |
|
7 |
Log and Summary of Occupational Injuries and Illnesses (Form 200) |
5 years |
|
8 |
Capital Outlay Program |
See Remarks |
Until audit or four years, whichever occurs first. |
9 |
Related Legal Documents (e.g., Construction Documents, Architectural/Engineering Agreements, etc.) |
7 years |
Statute of Limitations. |
10 |
Catalogues |
Permanent |
By campus archivist.* |
11 |
Class Schedules |
Permanent |
By campus archivist.* |
12 |
Energy Consumption and Utility Records |
10 years |
Beginning with Fiscal year 1973-74. |
13 |
Enrollment Reports (Campus detailed version) |
2 years |
|
14 |
Environmental Documents (EIR, CEQA, etc.) |
2 years |
After approval. |
15 |
General Files, Minutes, and Correspondence |
See Remarks |
Review for pertinency yearly; submit to campus archivist when no longer needed in office.* |
16 |
Lost and Found Disposition Records |
1 year |
From date of disposition. |
17 |
OSHA (Federal)-Forms 101 and 200 |
See Remarks |
Retention not required of universities. |
|
POLICY AND PROCEDURE LETTERS: |
18
19 |
Issuing Office (original document)
Other Offices (copies only) |
Permanent |
By campus archivist.*
Until superseded. |
20 |
Public Relations Materials (e.g., Annual Reports, Chancellor's Comments, Fact Sheets, News Releases, etc.) |
See Remarks |
Review yearly; submit all records no longer needed to campus archivist.* |
21 |
Reports, Statistical Data, Analyses, and Studies |
See Remarks |
Review for pertinence yearly; submit to campus archivist when no longer needed in office.* |
*These records should not be destroyed without being reviewed by the campus archivist. |
