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Records Retention Schedule

Academic / Student Records

Personnel and Human Resources Records

Administrative Records

Business and Financial Records

ID ​TitleDescription

Creator / Responsible Unit

Retention Period

After Retention

B1

Budget Planning and Finacial Records

Documents used to develop University budgets and monitor university financial assets including statements of state allocations, lists of accounts and account records, expenditure reports, assets acquisition reports, annual budget summaries, investments, and reports, summaries of events / ticketing reports, and summary reports of accounting, debts, and external audits.

Finance and Administrative Services or the University Units that Create the Records

5 years

​Dispose - Could this be added to the University Archives? Check here.

​B2

​Finacial Statement Reports

​Annual reports related to annual Budget and Performance Transparency Reporting.

​Finance and Administrative Services

Permanent

Transfer to Archives

​B3

Insurance Records

Documents relating to a variety of insurance policies, reports, and claims including certificates of insurance, carrier reports, policy reports, policy audits, and claims files.

​Finance and Administrative Services

​Active + 7 years

Transfer to Archives

​B4Tax Records​

​Documents related to a variety of Federal and State tax reports as well as tax exemption certification including but not limited to Employers Quarterly Federal Tax Returns, Miscellaneous Income Statements, Withholding Allowance Certificates, Request for Taxpayer Identification Number and Certificate, Wage and Tax statements, certificates of sales tax exemption, and other related Federal and State tax forms.

Finance and Administrative Services

Active + 5 years​

​Transfer to Archives

​B5

Financial Transaction Records

Documents used to execute or monitor the receipt or expenditures of any University funds or other property including but not limited to accounts payable and receivable, ticket sales details, balance sheets, banking account statements and deposit slips, bills, cash register records, check stubs, credit card records, daily logs, invoices, payment authorizations, budget revisions, price quotes, purchase orders, receipts, reconciliation files, reimbursements, requisitions, and transaction details for budgets, internal audits, and supplies.

University Units that Create the Records

​5 years

​Dispose - Could this be added to the University Archives? Check here.

​B6

Payroll Documents

Includes documents and reports that provide information about employee wages earned, leave balances, credit card (business), and other benefits accrued or expended.

Finance and Administrative Services

​4 years

​Dispose - Could this be added to the University Archives? Check here.

​B7

​Contracts

Legal agreements between the University and external entities including but not limited to services provided to the University by external entities, athletics game agreements, capital projects, catering agreements, conference agreements, equipment and maintenance agreements, event agreements, exhibit loan agreements, facility use agreements, faculty exchanges, healthcare agreements, leases, memberships and subscription agreements, non-disclosure agreements, publishing agreements, real estate agreements, software and license agreements, student placement agreements, transportation agreements, and utilities agreements.

​Finance and Administrative Services

Active + 5 years

​Dispose - Could this be added to the University Archives? Check here.

​B8

Funded Grant Records

​Documents related to approved externally-funded sponsored research projects including final proposals, supporting data and statistics for the proposal, and final reports.

Grants Accounting and Office of Research and Graduate Studies

​Active + 5 years

Final proposals and reports to Archives. For other records, dispose, but check first if they could be added to the University Archives.

​B9

Unsuccessful Grant Records

​Reports and supporting documents related to unsuccessful externally-funded sponsored research projects - NON-RECORD.

​Office of Research and Graduate Studies

As long as useful​

​Dispose - Could this be added to the University Archives? Check here.

​B10

Identification Card Records

​Documents related to the issuance, maintenance, and termination of identification cards to University students, staff, faculty, and guests.

Finance and Administrative Services

​3 years

​Dispose - Could this be added to the University Archives? Check here.

​B11

​Donor Files, Gifts, and Endowment Records

​Records related to donations, gifts, and endowments including but not limited to agreements, contact information, account reports, scholarships, and public relations materials.

Financial and Administrative Services and Advancement

The life of the donor + 10 years

Transfer to Archives​

​B12

​Unclaimed Property Records

Records related to unclaimed property and uncashed checks kept in accordance with State of Michigan law.

Financial and Administrative Services

​Permanent

Transfer to Archives

​B13

​Retirement Plan Records 


Financial and Administrative Services

​50 years

Transfer to Archives

​B14Bonds and Trusts

Legal documents regarding revenue, bonds, and trusts.


Financial and Administrative Services

​Permanent

Transfer to Archives


Law Enforcement Records

Non-Records