Administrative Records

ID	Title	Description	Creator / Responsible Unit	Retention Period	After Retention
A1	General Administration Records	Records that document the long-range development of the University, departments, and programs as well as providing insight into the daily operations of university units. Records include Academic program records, administrative files, SO appointment books/calendars, project files and reports, long-range plans, memos (of importance), statistical and data files, strategic plans, and other such documents.	University Units that Create the Records	7 years	Transfer to Archives
A2	Committee and Meeting Records	Documents related to non-confidential or non-privileged work undertaken by committees, councils, and task-forces organized by the University or external to and reporting to the University.	University Units that Create the Records	7 years	Transfer to Archives
A3	Policies and Procedures Records	These records include University and campus-specific policy documents and administrative procedure manuals detailing requirements or expectations in conducting day-to-day work at the University.	Office of General Counsel	Superseded + 1 year	Transfer to Archives
A4	Accreditation Records	Records documenting the accreditation review process of various external governing boards including evidence, recommendations, self-studies, program reviews, meeting minutes, and reports.	SOs, Deans of Academic Units	10 years	Transfer to Archives
A5	Federal Disclosure and Compliance Documents	Reports verifying compliance with disclosure requirements regarding federal and state laws related to students and higher education.	SOs, Deans, Athletics, Office of Research Compliance, General Counsel, ORGS	Permanent	Transfer to Archives
A6	FERPA Compliance Records	Includes requests for nondisclosure of directory information, requests for formal hearings, waivers for rights of access, and written consent for records disclosure.	SOs, Registrar	100 years	Dispose - Could this be added to the University Archives? Check here.
A7	Authorizations and Access Controls Records	Documents used in tracking permission to use or access University resources including building access permissions, IT security access permissions, and documents related to the distribution of keys and access codes.	University Units that Create the Records	2 years	Dispose - Could this be added to the University Archives? Check here.
A8	Inventory Management Records	Documents used in support and management of University resources such as moveable equipment, IT materials, and other inventory property of the University.	University Units that Create the Records	Active + 4 years	Dispose - Could this be added to the University Archives? Check here.
A9	Publications	Final versions of University and University-unit publications including Bulletins, event and commencement programs, newsletters, calendars, advertisements, postcards, brochures, and other publicity material.	UComm, University Units that Create the Records	Immediate Transfer to Archives	Transfer to Archives
A10	Marketing and Events Records	Materials related to events held in University facilities or sponsored by the University in any facility such as Advancement activities, athletics, performing arts, and campus invitees. Materials include media files, publicity files, correspondence, schedules, and other administrative records.	University Units that Create the Records	3 years	Transfer to Archives
A11	Course Schedules and Class Schedules	Information about courses on offer at the University that is not documented in the Bulletins such as section numbers, schedules, enrollment limits, and other information.	Registrar, University Units that Create the Records	Permanent	Transfer to Archives
A12	Working Documents and Drafts	Important University documents used in carrying out business including but not limited to policy creation, curricula, facilities administration, accreditation and program review, projects, programs, research, and personal reference, but having no long-term historical value.	University Units that Create the Records	As long as useful	Dispose
A13	Facilities Documents	Records related to the construction, maintenance, and operations of University facilities including but not limited to construction proposals, budgets, architectural plans, blueprints, and shop drawings.	SOs, Facilities Management, General Counsel	Life of the Facility	Transfer to Archives
A14	Environmental Health and Safety Documents	Materials related to operations of and compliance with environmental health and safety regulations including but not limited to documents pertaining to accident reports, environmental policies, fire alarm and suppression systems, MSDS sheets, hazardous waste, and training of staff.	Environmental Health and Safety	Active + 30 years	Dispose - Could this be added to the University Archives? Check here.
A15	Civil Rights Compliance Files	Documents pertaining to the University's compliance with Federal and State statutes regarding discrimination, harassment, and sexual misconduct.	OCRIE	In accordance with State and/or Federal Statute	Dispose - Could this be added to the University Archives? Check here.
A16	Civil Rights Complaint Case Files	Records documenting the investigations of the Office of Civil Rights and Institutional Equity into complaints of discrimination, harassment, or sexual misconduct.	OCRIE	7 years	Dispose - Could this be added to the University Archives? Check here.
A17	Volunteer Participant Records	Records related to a student’s volunteer service through University programs including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, accommodations, evaluations, waivers, mentor agreements, hold harmless agreements, notification of appointment and change of status, as well as service history documents including dates of service and positions held.	Mary Ellen Brandell Volunteer Center or Unit that Created the Record	7 years	Dispose - Could this be added to the University Archives? Check here.
A18	Informed Consent Release Forms	Completed and signed informed consent releases, also known as hold harmless waivers, release of liability, or personal injury liability waivers, in all paper and electronic formats, that are agreed to by CMU and non-CMU affiliates participating in CMU-sponsored programs including but not limited to sports activities and camps, academic camps, cultural camps, aquatic instruction, Grandparents U, events, and any program where someone signs a release of liability. These releases generally state that CMU cannot be held accountable for accidental injury or bodily harm to an individual participating in a specific program. In the case of minors, these agreements are entered into by the parent or guardian of the minor participant.	The campus unit that has created and collected the record	3 years after the completion of the program for participants 18 years or older. For minors, 3 years after participant reaches age 18.	Dispose - Could this be added to the University Archives? Check here.
A19	COVID-19 Health Screen Data and Proof of Vaccination/Testing	Individual self-reported data submitted via the COVID-19 Health Screen App, Website, or by calling the dedicated COVID-19 Health Screen hotline. Aggregate data used in reports, summaries, and for other administrative functions, is not included in this record type and is to be maintained according to the record type under which it is classified. For more information, please contact the Records Management Team.	OIT	1 year from the date that the University determines students, faculty, and staff are no longer required to complete the COVID-19 Health Screen or submit proof of vaccination/testing.	Dispose - Could this be added to the University Archives? Check here.

Updated June 23, 2022