Sac State University Policy Manual

University Records Disposition Schedule - General Administrative

Policy Administrator: Vice President for Administration
Authority:
Effective Date: March 29, 2001
Updated:
Index Cross-References:
Policy File Number: UMR15054.htm

RECORDS DISPOSITION SCHEDULE

Schedule No. 4- GENERAL ADMINISTRATIVE RECORDS (May 1986)

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Until superseded.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.