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RM Home > Records Retention Schedules: Overview >

General Records Retention Schedules

General records retention schedules relate to records that are commonly encountered throughout the University. These schedules apply to all University offices and should be adopted immediately. Visit Using General Schedules for implementation guidance.

View general schedules in alphabetical order below (excluding restricted-access general schedules for Athletics Department Records), or view by category.

Academic Course Change Form
Academic Grade Change Form
Academic Program Reviews
Academic Transcript
Accounts Payable Records

Accounts Receivable Records
Accreditation Records
Annual Reports
Application for Admission - Non Enrolled
Applications for Faculty Employment - Non Selects

Applications for Staff Employment - Non Selects
Applications for Student Employment - Non Selects
Architectural Drawings
Audio Recordings
Audit Reports

Budget Working Papers
Bulletin of Information
Class Lists
Contracts
Course Instructor Feedback (CIF) Reports

Course Syllabi
Employee Files (Non-Student)
Equipment Manuals
Facilities Requisitions
Faculty Files

Football Ticket Allotment Records
Grade Lists
Liability Waivers
Moving Image Recordings
Official Budget

Organizational Charts
Photographs / Still Images
    - Agency ND
    - Freelance
    - In-House
    - Non-University Sources

Policies
Procard Reconciliation Envelopes
Publications
Strategic Plans
Student Employee Files

Student Files
Theses and Dissertations
Time Cards
Travel and Expense Reports
University Committee Records


Academic Course Change Form       Effective 12/2009
Form used to change a student’s academic course for one of the following reasons: discontinuance of a course, addition of a course, or change to a section or number of credit hours.

ACADEMIC COURSE CHANGE FORM

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Registrar

1 year

Destroy

Unofficial Copies

Any College or Academic Department

Up to 1 year

Destroy

Note:   
Academic course change forms should not be filed in the Student File.

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Academic Grade Change Form       Effective 12/2009
Form used to change a student’s original grade given for a course.

ACADEMIC GRADE CHANGE FORM

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Registrar

2 years

Transfer to the Archives to be processed for inclusion

Unofficial Copies

Any College or Academic Department

Colleges and academic departments may retain copies of academic grade change forms as part of the Student File.  Please see the Student Files retention schedule for additional guidance.

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Academic Program Reviews      Effective 9/2011
Academic Program Reviews, including departmental self-studies, internal and external reports, and subsequent responses, conducted by academic departments and programs, centers and institutes in cooperation with the Office of Strategic Planning.

ACADEMIC PROGRAM REVIEWS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Strategic Planning

See office-specific records retention schedule for Strategic Planning

Unofficial Copies

Any Office

As needed for reference

Destroy

Related Records:
Working papers that are created or used by an office during an Academic Program Review and that are not submitted to the Office of Strategic Planning should be transferred to the Archives within 10 years for appraisal and retention / destruction.

Program reviews conducted without involvement by the Office of Strategic Planning, together with related reports, working papers, and supporting documentation, should be transferred to the Archives within 10 years for appraisal and retention / destruction.

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Academic Transcript       Effective 12/2009
Official academic record of each student at the University. 

ACADEMIC TRANSCRIPT

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Registrar

See office-specific records retention schedule for the Registrar

Unofficial Copies

Any College or Academic Department

Colleges and academic departments may retain copies of transcripts as part of the Student File.  Please see the Student Files retention schedule for additional guidance.

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Accounts Payable Records       Effective 12/2009, Last Modified 8/2011
Records documenting an office’s routine purchases and other non-salary expenditures.  Examples include purchase orders, requisitions, journal vouchers, invoices, receipts, payment authorizations, checks, bills, and other related documentation. This schedule pertains only to Accounts Payable Records that are submitted to the Controller's Group. Other Accounts Payable Records should be retained in accordance with office-specific records retention schedules.

ACCOUNTS PAYABLE RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Controller’s Group

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy

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Accounts Receivable Records       Effective 12/2009, Last Modified 8/2011
Records documenting an office’s routine billing and collection activities.  Examples include journal vouchers, invoices, payment forms, receipts, checks, deposit slips, and other related documentation. This schedule pertains only to Accounts Receivable Records that are submitted to the Controller's Group. Other Accounts Payable Records should be retained in accordance with office-specific records retention schedules.

ACCOUNTS RECEIVABLE RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Controller’s Group

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy

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Accreditation Records      Effective 9/2011
Records that document the University's institutional accreditation process and specialized accreditation processes for colleges, schools, departments and programs within the University. These records may include self-evaluations, correspondence, reports, and other supporting documentation. 

ACCREDITATION RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office responsible for managing the accreditation process

Up to 1 year after next accreditation process is completed

Transfer to the Archives to be processed for inclusion

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

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Annual Reports       Effective 12/2009
Annual reports may be completed by any academic or business unit or by individual departments or programs.  An annual report summarizes activities and accomplishments of the office during the previous year and goals for the upcoming year. Annual reports also include those submitted by individual employees to their directors.

ANNUAL REPORTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

Time of publication

Transfer 1 copy to the Archives to be processed for inclusion

Unofficial Copies

Any Office

As needed for reference

Destroy

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Application for Admission - Non Enrolled       Effective 12/2009
Admission applications and supporting documents submitted by individuals who were not admitted to the University or who were admitted but declined their acceptance and never attended Notre Dame. 

APPLICATION FOR ADMISSION – NON ENROLLED

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Admission Offices – Undergraduate, Graduate, Law, MBA, etc.

Paper files: 2 years


Electronic files: 10 years

Destroy


Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

Notes:   
Applications for admitted students should be retained permanently as part of the Student File.   Please see the Student Files retention schedule for additional guidance.

The Archives may periodically retain a sample of non-enrolled admission files from a given office and year.

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Applications for Faculty Employment - Non Selects       Effective 12/2009
Applications and supporting documents submitted for open faculty positions.

APPLICATIONS FOR FACULTY EMPLOYMENT – NON SELECTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Academic Department

2 years

Destroy

Unofficial Copies

Committee Members

As needed for reference

Destroy

Note:
Applications for hired faculty members become part of the permanent Faculty File.  See the Faculty Files retention schedule.

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Applications for Staff Employment - Non Selects       Effective 12/2009
Applications and supporting documents submitted for open staff positions.

APPLICATIONS FOR STAFF EMPLOYMENT – NON SELECTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of Human Resources

2 years

Destroy

Unofficial Copies

Any Office

Up to 2 years

Destroy

Note:
Applications for hired staff members become part of the Employee File.  See the Employee Files (Non-Student) retention schedule.

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Applications for Student Employment – Non Selects       Effective 12/2009
Applications and supporting documents submitted for open student positions.

APPLICATIONS FOR STUDENT EMPLOYMENT – NON SELECTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Department Supervisor

2 years

Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

Note:   
Applications for hired student employees become a part of the student employee file.  See the Student Employee Files retention schedule.

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Architectural Drawings       Effective 12/2009, Last Modified 4/2010
Drawings or blueprints related to construction projects at University properties. Pertains only to Architectural Drawings received from the Office of the University Architect. Other Architectural Drawings should be retained in accordance with office-specific records retention schedules. 

ARCHITECTURAL DRAWINGS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

University Architect

See office-specific records retention schedule for the University Architect

Unofficial Copies

Any Office

As needed for reference (up to 10 years)

Destroy

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Audio Recordings      Effective 9/2011
Audio recordings in any format created by an office and used for educational, marketing, recruitment, research, or other purposes.

AUDIO RECORDINGS

Record Holder

Office Retention

Office Disposition

Master Historical
(Office of Record)

Any Office

Up to 3 years

Transfer to the Archives for appraisal and retention / destruction

Derivatives and Business Use Copies

Any Office

Duration of active business use

Destroy

Note:
Consult with the Archives to determine the format and method of transfer. Transfers should include pertinent signed contracts and releases. 

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Audit Reports       Effective 12/2009, Last Modified 9/2011
Results of internal audits performed by Audit and Advisory Services.

AUDIT REPORTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Audit and Advisory Services

See office-specific records retention schedule for Audit and Advisory Services

Unofficial Copies

Any Office

Up to 3 years

Destroy

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Budget Working Papers       Effective 12/2009
Documentation used while preparing the annual budget.  These records may include worksheets, calculations, correspondence, forms, and other related documents.

BUDGET WORKING PAPERS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of Budget and Planning

See office-specific records retention schedule for Office of Budget and Planning

Unofficial Copies

Any Office

Up to 3 years

Destroy

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Bulletin of Information       Effective 12/2009
The Bulletin of Information is an annual publication that summarizes the programs of study, academic requirements, and course offerings of all Notre Dame degree programs. A separate bulletin is published for each program.

BULLETIN OF INFORMATION

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Registrar, Graduate School, Law School, etc.

Time of publication

Transfer 2 copies to the Archives to be processed for inclusion

Unofficial Copies

Any Office

As needed for reference

Destroy

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Class Lists      Effective 9/2011
Lists generated by the Office of the Registrar and distributed to instructors and academic departments that show the students enrolled in each class. May include several iterations each semester.

CLASS LISTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Registrar

Up to 1 year

Destroy

Unofficial Copies

Any Academic Department

Up to 1 year

Destroy

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Contracts       Effective 12/2009
Binding written and signed agreements between the University and another party. Contracts require signature authority by those signing on behalf of the University. All contracts should be submitted to the University’s Office of General Counsel for review before signing on behalf of the University (unless an exception has been granted by the Office of General Counsel).

CONTRACTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

10 years after termination or expiration of contract

Transfer to the Archives for appraisal and retention / destruction

Unofficial Copies

Any Office

As needed for reference

Destroy

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Course Instructor Feedback (CIF) Reports       Effective 12/2009
Course Instructor Feedback reports are generated from evaluations by students at the end of each semester. The reports address the content of the course and the teaching style of the instructor. Results of these reports may be used during the tenure and promotion process. Because the reports are now available in electronic form only, all paper copies are Unofficial Copies.

COURSE INSTRUCTOR FEEDBACK (CIF) REPORTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Institutional Research

See office-specific records retention schedule for Institutional Research

Unofficial Copies

Any College or Academic Department

As long as relevant for the tenure and promotion process

Destroy

Note:
These reports were previously known as Teacher Course Evaluations (TCE).

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Course Syllabi       Effective 12/2009
Course syllabi are created by faculty members and may contain a course description, course objectives, course requirements and policies, lists of assignments, grading criteria, etc.

COURSE SYLLABI

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Academic Departments

Up to 5 years

Transfer to the Archives for appraisal and retention / destruction

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

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Employee Files (Non-Student)       Effective 12/2009
The official personnel record for all non-faculty University employees is held by the Office of Human Resources.  Files may include job application and resume, salary notifications, insurance and retirement information, performance reviews, corrective action materials, employee status forms, correspondence, and other related materials. 

EMPLOYEE FILES
(NON-STUDENT)

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of Human Resources

See office-specific records retention schedule for Human Resources

Unofficial Copies

Any Office

Up to 3 years after the employee has left the University or transferred to a different office

Destroy

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Equipment Manuals       Effective 12/2009
Instructional manuals for office equipment such as computers and fax machines or for capital purchases such as landscaping equipment or laboratory devices.

EQUIPMENT MANUALS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

Life of equipment

Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

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Facilities Requisitions       Effective 12/2009, Last Modified 5/2012
Work orders for on-campus maintenance, repairs, or pickup/delivery. Because Facilities Requisitions are now available in electronic form only, all paper copies are Unofficial Copies.

FACILITIES REQUISITIONS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Campus Work Control Center

See office-specific records retention schedule for Campus Work Control Center

Unofficial Copies

Any Office

Up to 1 year

Destroy

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Faculty Files       Effective 12/2009
The official faculty file is held by the Office of the Provost and includes documents such as employee status and termination forms, salary notifications, curriculum vitae, tenure and promotion information, contracts, correspondence, and other related materials. Unofficial faculty files may be held by any college or academic department and sometimes include documents that are not in the official faculty files. Unofficial faculty files must therefore be evaluated by the Archives for possible permanent retention. 

FACULTY FILES

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of the Provost

3 years after faculty member has left the University

Transfer to the Archives to be processed for inclusion

Unofficial Copies

Any College or Academic Department

Up to 3 years after the faculty member has left the University or transferred to a different unit

Transfer to the Archives for appraisal and retention / destruction

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Football Ticket Allotment Records       Effective 9/2011
Records pertaining to allotment and distribution of football tickets (and parking passes), including ticketholder names, seat locations, and payment information. Participating University administrators are required to submit distribution trackers, reconciliation forms, deadwood tickets, and season ticket summaries to Audit and Advisory Services.

FOOTBALL TICKET ALLOTMENT RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Audit and Advisory Services

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy

Note:   
Additional Football Allotment policies and procedures can be found on Audit and Advisory Services' website. Please contact Audit and Advisory Services for additional guidance.

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Grade Lists       Effective 12/2009
Official list of grades assigned to students for a particular course.  These lists are now completed in electronic form only.

GRADE LISTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Registrar

See office-specific records retention schedule for the Registrar

Unofficial Copies

Any Academic Department

Up to 4 years

Destroy

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Liability Waivers       Effective 12/2009
Forms signed by individuals prior to voluntary participation in Notre Dame events or activities that may result in injury, typically relinquishing the individual’s right to hold the University responsible for injuries.

LIABILITY WAIVERS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

3 years;
If signed by or on behalf of a minor, 3 years after the minor's 18th birthday

Destroy

Unofficial Copies

Any Office

As needed for reference

Destroy

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Moving Image Recordings       Effective 9/2011
Moving image recordings in any format created by an office and used for educational, marketing, recruitment, research, or other purposes. Includes finished programs, work tapes, production tapes, B roll, and derivatives.

MOVING IMAGE RECORDINGS

Record Holder

Office Retention

Office Disposition

Master Historical
(Office of Record)

Any Office

Up to 3 years

Transfer to the Archives for appraisal and retention / destruction

Derivatives and Business Use Copies

Any Office

Duration of active business use

Destroy

Note:
Consult with the Archives to determine the format and method of transfer. Transfers should include pertinent signed contracts and releases. 

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Official Budget       Effective 12/2009, Last Modified 4/2010
The official, signed budgets for each campus department.

OFFICIAL BUDGET

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of Budget and Planning

See office-specific records retention schedule for Office of Budget and Planning

Unofficial Copies

Any Office

Up to 5 years

Destroy

Note:   
This schedule refers to a signed paper document that is no longer produced in the budget development process. Since circa 2005 for most campus departments, official budgets reside in the University's Banner system. Offices may print reference copies from Banner and are advised to destroy such copies within 5 years.

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Organizational Charts       Effective 12/2009
Diagrams that illustrate the internal structure of Notre Dame and/or its departments.

ORGANIZATIONAL CHARTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

Time of creation

Transfer 2 copies to the Archives for appraisal and retention / destruction

Unofficial Copies

Any Office

As needed for reference

Destroy

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Photographs / Still Images

The following schedules pertain to Photographs / Still Images created or received in the course of conducting University business. These materials may be used for educational, marketing, recruitment, research, or other purposes and include negatives, prints, slides, and digital photos. Proper retention and disposition of photographs varies depending on the source of the photos and on the University's copyright ownership of the photos. Consult with the Archives for guidance on managing photographs and on transferring them to the University Archives. Transfers must include pertinent signed contracts and releases.


Photographs / Still Images: Agency ND      Effective 9/2011
Photographs created by Agency ND. These photographs may be ordered by other University offices or by members of the public.

PHOTOS: AGENCY ND

Record Holder

Office Retention

Office Disposition

Master Historical
(Office of Record)

Agency ND

See office-specific records retention schedule for Agency ND

Derivatives and Business Use Copies

Any Office

Duration of active business use

Destroy

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Photographs / Still Images: Freelance      Effective 9/2011
Photographs taken by freelance photographers on behalf of a University office. Contracts with freelance photographers should provide the University with full ownership rights to the photographs. Consult with the Office of General Counsel for more information on contracts with freelance photographers.

PHOTOS: FREELANCE

Record Holder

Office Retention

Office Disposition

Master Historical
(Office of Record)

Any Office

Up to 7 years

Transfer to the Archives for appraisal and retention / destruction

Derivatives and Business Use Copies

Any Office

Duration of active business use

Destroy

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Photographs / Still Images: In-House      Effective 9/2011
Photographs taken by staff members of an office, such as staff portraits and photographs of events the office sponsors or in which the office participates.

PHOTOS: IN-HOUSE

Record Holder

Office Retention

Office Disposition

Master Historical
(Office of Record)

Any Office

Up to 7 years

Transfer to the Archives for appraisal and retention / destruction

Derivatives and Business Use Copies

Any Office

Duration of active business use

Destroy

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Photographs / Still Images: Non-University Sources       Effective 9/2011
Photographs received from non-University sources, such as the Associated Press, the South Bend Tribune, or other outside groups or individuals, to which the University has no copyright ownership rights.

PHOTOS: NON-UNIVERSITY SOURCES

Record Holder

Office Retention

Office Disposition

Master Historical
(Office of Record)

Any Office

Up to 7 years

Transfer to the Archives for appraisal and retention / destruction

Derivatives and Business Use Copies

Any Office

Duration of active business use

Destroy

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Policies       Effective 12/2009, Last Modified 8/2010
A University policy affects or applies to the personnel or operations of more than one operating group or department.

POLICIES

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

Until superseded

Transfer to the Archives to be processed for inclusion

Unofficial Copies

Any Office

As needed for reference

Destroy

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Procard Reconciliation Envelopes       Effective 12/2009, Last Modified 8/2011
The Procard is a University credit card held by employees who are authorized to make routine purchases for their department. Envelopes include signed reconciliation statements and supporting documentation such as sales receipts, order confirmations, packing slips, etc.

PROCARD RECONCILIATION ENVELOPES

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

All Procard Holders

4 years

Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

Note:   
Additional Procard policies and procedures can be found on the Controller’s Group website.  Please contact the Controller’s Group for additional guidance.

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Publications       Effective 12/2009, Last Modified 8/2011
Any publication that is created and distributed by any Notre Dame department or program including brochures, magazines, journals, newsletters, books, reprints, articles, posters, programs, flyers, reports, etc. Materials with restricted access are not considered Publications and should be filed separately.

PUBLICATIONS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office issuing the publication

1 year

Print Publications: Transfer 2 copies to the Archives to be processed for inclusion


Electronic Publications: Transfer 1 copy to the Archives to be processed for inclusion

Unofficial Copies

Any Office

As needed for reference

Destroy

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Strategic Plans       Effective 12/2009, Last Modified 9/2011
Final versions of strategic plans at the division or college level, along with documents that support their creation.

STRATEGIC PLANS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Strategic Planning

See office-specific records retention schedule for Strategic Planning

Unofficial Copies

Any Office

As needed for reference

Destroy

Related Records:
Strategic Plans developed without involvement by the Office of Strategic Planning should be transferred to the Archives within 10 years for appraisal and retention / destruction.

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Student Employee Files       Effective 12/2009
Reference files for student employees are held by the employing department.   Files may include position description, application materials, financial information, and other employment-related materials. 

STUDENT EMPLOYEE FILES

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Department Supervisor

2 years after student has left the position

Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

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Student Files       Effective 12/2009
Files containing records that document a student’s academic career at the University.  Contents of Student Files may vary between offices, but typically they contain some combination of a student’s: application for admission to the University, academic transcript, grade change forms, forms tracking fulfillment of degree requirements, correspondence regarding academic matters, etc.  The Official Copy of a Student File is generated by the college, school, program, etc., that grants the degree for the course that the student pursued.  Unofficial Copies are generated by subordinate offices, usually the department or program, associated with the student’s major or minor.

STUDENT FILES

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Degree-Granting Academic Unit (College, School, Program, etc.)

Up to 5 years after student leaves the University

Transfer to the Archives to be processed for inclusion

Unofficial Copies

Any Academic Department

As needed for reference (up to 7 years)

Transfer to the Archives for appraisal and retention / destruction

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Theses and Dissertations       Effective 12/2009
Graduate level theses and dissertations authored by Notre Dame students in partial fulfillment of their requirements for graduation.

THESES AND DISSERTATIONS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Graduate School

Time of publication

Printed Publication: Transfer 1 copy to the Archives to be processed for inclusion


Electronic Publication: Transfer 1 copy to the Archives to be processed for inclusion

Unofficial Copies

Any Office or Individual

As needed for reference

Destroy

Notes:
Copies of graduate level theses and dissertations are submitted to the Hesburgh Libraries for use in the Library's general collection.

Undergraduate theses from certain departments or programs and select papers concerning Notre Dame and/or Catholic history may be accepted by the Archives for inclusion in the University's permanent collection of archival records. Please contact the Archivist for Records Management for additional information.

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Time Cards       Effective 12/2009
Forms completed by University employees to record the employee’s hours. Time Card information should be entered into UltraTime exactly as it appears on the Time Card and hours must be confirmed by the appropriate supervisor.

TIME CARDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Any Office

2 years

Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

Note:
If information entered into UltraTime is not identical to the Time Card, the Time Card should be retained for 5 years.

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Travel and Expense Reports       Effective 12/2009, Last Modified 8/2011
Forms submitted by University employees for reimbursement of expenses incurred while traveling for business purposes. Attachments may include receipts, credit card statements, authorization for travel, etc.

TRAVEL AND EXPENSE REPORTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Controller's Group

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy

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University Committee Records       Effective 12/2009, Last Modified 6/2012
Records held by standing or ad hoc University committees, councils, boards, task forces, and other teams or groups conducting work for the University. University committees include administrative committees appointed by central campus administrators or required under the University's Academic Articles, such as the Academic Council, Faculty Senate, Provost's Advisory Committee, Graduate Council, Faculty Board on Athletics, etc. University committees also include groups established by individual colleges, schools, or departments and those established for interdepartmental initiatives. These records may include by-laws, agendas and attachments, materials distributed at meetings, meeting minutes, reports, correspondence, and other relevant documentation.

UNIVERSITY COMMITTEE RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Committee Chair or Secretary

Up to 5 years

Transfer to the Archives for appraisal and retention / destruction

Unofficial Copies

Committee Members

As needed for reference

Destroy (see Note)

Note:
Before destroying Unofficial Copies, Committee Members are asked to contact the Archives to verify that the Archives has received copies of the materials already.

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This page was last updated August 28, 2013