Office of the General Counsel > Services > Records Management > Records Retention Schedule

Records Retention Schedule

DePaul’s Records Retention Schedule is an official policy document that defines standard, legally approved retention periods and disposition instructions for official records regardless of storage media. In other words, the DePaul’s Records Retention Schedule applies to official records, including paper records, electronic records, and microfilmed records. The purpose of the University Records Retention Schedule is to ensure that:

  • Official records are maintained for as long as they are needed to satisfy legal, regulatory, and operational requirements.
  • Obsolete records are disposed of in a systematic and controlled manner.
  • Records of continuing value are identified for preservation.
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Record Number Record Group Record Description Responsible Department Retention Period Retention Event Retention Authority Action
1.1 Institutional Records Articles of Incorporation, revisions and amendments Office of the Secretary Permanent N/A Send to University Archives
1.2 Institutional Records Charter, revisions and amendments Office of the Secretary Permanent N/A Send to University Archives
1.3 Institutional Records By-laws, revisions and amendments Office of the Secretary Permanent N/A Send to University Archives
1.4 Institutional Records Meeting minutes of Board of Trustees Office of the Secretary Permanent N/A Send to University Archives
1.5 Institutional Records Meeting minutes of the Members of the Corporation Office of the Secretary Permanent N/A Send to University Archives
1.6 Institutional Records Meeting minutes Staff Council Permanent N/A Send to University Archives
1.7 Institutional Records Meeting minutes Faculty Council Permanent N/A Send to University Archives
1.8 Institutional Records Meeting minutes Student Government Association Permanent N/A Send to University Archives
1.9 Institutional Records Meeting minutes Official academic and administrative councils and committees Permanent N/A Send to University Archives
1.10 Institutional Records Records of development of new centers, colleges or programs including program proposals and documentation of the history of various offices, departments, centers and programs at DePaul. All Departments Permanent N/A Send to University Archives
1.11 Institutional Records State of Illinois Annual Reports Office of the General Counsel Permanent N/A Permanently Retained
1.12 Institutional Records Course Catalogs University Registrar Permanent N/A AACRAO Guidelines Send to University Archives
1.13 Institutional Records Course Schedules University Registrar Permanent N/A AACRAO Guidelines Send to University Archives
1.14 Institutional Records Academic Bulletins University Registrar Permanent N/A AACRAO Guidelines Send to University Archives
1.15 Institutional Records Master Planning Documents Facility and Project Management Permanent N/A Send to University Archives
1.16 Institutional Records University Policies, amendments and revisions Office of the Secretary Permanent N/A Permanently Retained
1.17 Institutional Records NCA accreditation records Academic Affairs Permanent N/A Send to University Archives
1.18 Institutional Records Programmatic and Specialized accreditation records including, but not limited to, those for AACSB, ABA, ACS, APA, AALS, NASM, NCATE, NLN, and NASPAA Colleges and Professional Schools Permanent N/A Send to University Archives
1.20 Institutional Records Commencement Programs University Registrar/Academic Affairs Permanent N/A Send to University Archives
1.21 Institutional Records Official correspondence of Executive Officers, Deans, Vice Presidents and official academic and administrative councils All Departments Permanent N/A Send to University Archives
1.22 Institutional Records Annual Reports (non-budget) All Departments Permanent N/A Send to University Archives
1.23 Institutional Records Faculty Handbook Academic Affairs Permanent Send to University Archives
1.24 Institutional Records Strategic Planning Documents Academic Affairs & EVP Permanent Send to University Archives
1.25 Institutional Records Fact File Institutional Research and Market Analytics Permanent Send to University Archives
1.26 Institutional Records Undergraduate & Graduate Student Handbooks Academic Affairs/University Registrar Permanent N/A Send to University Archives
1.27 Institutional Records Neighborhood Advisory Committee (NAC) and Transportation Subcommittee Meeting Minutes Community & Government Relations Permanent N/A Send to University Archives
1.28 Institutional Records University Committee on International Programs (UCIP) Meeting Minutes Community & Government Relations Permanent N/A Send to University Archives
1.29 Institutional Records Management Standards Handbook Compliance & Risk Management Permanent N/A Send to University Archives
1.30 Institutional Records Code of Conduct Compliance & Risk Management Permanent N/A Send to University Archives
1.31 Institutional Records Records documenting community partnerships and special initiatives Various Permanent N/A Send to University Archives
1.32 Institutional Records Common Data Set (CDS) Institutional Research and Market Analytics Permanent N/A Send to University Archives
1.33 Institutional Records Records Disposal Certificates Records Management Permanent Creation of Record Permanently Retained
1.34 Institutional Records University Advisory Board Establishing Documents Sponsoring Units Permanent N/A Send to University Archives
1.35 Institutional Records University Advisory Board Membership Lists Sponsoring Units Permanent N/A Send to University Archives
1.36 Institutional Records University Advisory Board Conflict of Interest statements Sponsoring Units 4 Years Creation of Record Shred or Destroy
11.55 Miscellaneous Security Access Requests Enrollment Management 5 Years Creation of Record Shred or Destroy
2.1 Student Records Academic Action Authorizations (Dismissal, etc.) University Registrar 7 Years Creation of record University Registrar Shred or Destroy
2.2 Student Records Academic Records (including narrative evaluations, competency assessments, etc.) University Registrar Permanent AACRAO Guidelines Permanently Retained
2.3 Student Records Advanced Placement and Other Placement Tests Records/Scores (e.g. ASSET, Compass) University Registrar 5 Years Graduation or date of last attendance AACRAO Guidelines Shred or Destroy
2.4 Student Records Audit Authorizations College Offices 1 Year Creation of record AACRAO Guidelines Shred or Destroy
2.5 Student Records Changes of Course (add/drop) University Registrar 2 Years Creation of record AACRAO Guidelines/University Registrar Shred or Destroy
2.6 Student Records Change of grade forms (update documents) University Registrar 1 Year Creation of Records AACRAO Guidelines Shred or Destroy
2.7 Student Records Class lists (original grade sheets) University Registrar Permanent N/A AACRAO Guidelines Permanently Retained
2.8 Student Records Class schedules (students) University Registrar 1 Year Graduation or date of last attendance AACRAO Guidelines Shred or Destroy
2.9 Student Records Credit by examination report/scores (e.g. AP, CLEP, PEP) Admission 1 Year Graduation or date of last attendance AACRAO Guidelines Shred or Destroy
2.10 Student Records Credit/no credit approvals (audit, pass/fair, etc.) College Offices 1 Year Creation of record AACRAO Guidelines Shred or Destroy
2.11 Student Records Graduation Lists University Registrar Permanent N/A AACRAO Guidelines Send to University Archives
2.12 Student Records Paper Record of Student Name, SSN, DOB, Marital Status, Gender or Race Change Authorizations (also known as Personal Date Information Forms) University Registrar 7 Years Creation of record University Registrar Shred or Destroy
2.13 Student Records Electronic Record of Name, SSN, DOB, Marital Status, Gender or Race Change Authorizations (also known as Personal Date Information Forms) University Registrar Permanent N/A University Registrar Permanently Retained
2.14 Student Records Enrollment Change Form without Change of Grade University Registrar 2 Years Creation of Record AACRAO Guidelines/University Registrar Shred or Destroy
2.15 Student Records Pass/Fail Requests College Offices 1 Year Creation of record AACRAO Guidelines Shred or Destroy
2.16 Student Records Enrollment Change Form with Change of Grade University Registrar Permanent N/A AACRAO Guidelines Permanently Retained
2.17 Student Records Withdrawal Authorizations University Registrar Permanent N/A University Registrar Permanently Retained
2.18 Student Records Diploma Requests University Registrar Permanent N/A University Registrar Permanently Retained
2.19 Student Records Death Certificate Request for Records University Registrar Permanent N/A University Registrar Permanently Retained
2.20 Student Records Special Verification Requests University Registrar Permanent N/A University Registrar Permanently Retained
2.21 Student Records Registration Forms University Registrar 1 Year Creation of record AACRAO Guidelines Shred or Destroy
2.22 Student Records Transcript Requests University Registrar 1 Year Creation of Record Shred or Destroy
2.23 Student Records Official DePaul Transcripts University Registrar Permanent N/A AACRAO Guidelines Permanently Retained
2.24 Student Records Enrollment Verifications University Registrar 1 Year Creation of record AACRAO Guidelines Shred or Destroy
2.25 Student Records Electronic Record of Student Requests for Nondisclosure of Directory Information University Registrar 1 Year Creation of record AACRAO Guidelines Shred or Destroy
2.26 Student Records Student Requests for Nondisclosure of Directory Information University Registrar Permanent, or until rescinded by student Action by student Permanently Retained
2.27 Student Records Student Immunization Records University Registrar 5 Years Graduation or date of last attendance Shred or Destroy
2.28 Student Records Student files including curriculum sheets, evaluations, insurance documents, petitions, declarations of major, graduation audits, approvals of transfer work and any other final decision paperwork (or the appropriate equivalent of any of these documents) College Offices 5 Years Graduation or date of last attendance Shred or Destroy
2.29 Student Records Placement test records/scores (enrolled students only) Admission 5 Year Graduation or date of last attendance Shred or Destroy
2.30 Student Records Placement test records/scores (enrolled students only) Admission Office of Each Graduate or Professional School 5 Years Graduation or date of last attendance Shred or Destroy
2.31 Student Records Applications and submitted supporting documentation (incomplete, non-accepted or non-enrolled undergraduate applicants) Admission 1 Year Admissions decision Shred or Destroy
2.32 Student Records Applications and submitted supporting documentation (incomplete, non-accepted or non-enrolled graduate/professional applicants) Admission Office of Each Graduate or Professional School 1 Year Admissions decision Shred or Destroy
2.33 Student Records Applications and submitted supporting documentation (enrolled undergraduate students) Admission 5 Years Graduation or date of last attendance Shred or Destroy
2.34 Student Records Applications and submitted supporting documentation(enrolled graduate/professional students) Admission Office of Each Graduate or Professional School 5 Years Graduation or date of last attendance Shred or Destroy
2.35 Student Records Student Disciplinary Records not resulting in suspension/dismissal from the university Dean of Students 10 Years Graduation or date of last attendance Shred or Destroy
2.36 Student Records Foreign student visas and supporting documentation (F-1, J-1) International Student and Scholar Services 5 Years I-20/DS-2019 end date 8 C.F.R. S 214.3(g), 22 C.F.R. S 62.10(g) Shred or Destroy
2.37 Student Records Theses or dissertations produced as part of the degree requirement for a master's or doctoral program College Offices/Academic Units Permanent N/A Send to University Archives
2.38 Student Records Academic Integrity Violation Records Academic Affairs 10 Years Graduation or Date of Last Attendance Academic Affairs Shred or Destroy
2.39 Student Records Applications for Graduate Assistantships and supporting documentation Graduate and Professional Schools 3 Years Decision not to award or termination of assistantship Shred or Destroy
2.40 Student Records Applications and submitted supporting documentation (excluding visas and other records maintained by the International Student Office) for enrolled international students Various Admitting Units 5 Years Graduation or date of last attendance Shred or Destroy
2.41 Student Records Applications and submitted supporting documentation (incomplete, non-accepted, or non-enrolled international applicants) International Admissions 1 Year Admissions decision Shred or Destroy
2.42 Student Records Applications and submitted supporting documentation (excluding visas and other records maintained by the International Student Office) for enrolled students English Language Academy 5 Years Graduation or date of last attendance Shred or Destroy
2.43 Student Records Applications and submitted supporting documentation (incomplete, non-accepted, or non-enrolled) English Language Academy 1 Year Admissions decision Shred or Destroy
2.44 Student Records End of Term Final Grade Reports English Language Academy Permanent N/A Permanently Retained
2.45 Student Records TOEFL scores for tests administered at ELA English Language Academy Permanent N/A Permanently Retained
2.46 Student Records Pre-Registration forms and accompanying documentation English Language Academy 5 Years Date of creation Shred or Destroy
2.47 Student Records Grant applications and supporting documentation TRiO - Student Support Services & McNair/Mitchem Scholars 7 years Start of project year N/A Shred or Destroy
2.48 Student Records Student travel and activity waivers Sponsoring Department 2 Years End of event/course Office of the General Counsel Shred or Destroy
2.49 Student Records Non-Disclosure Agreements signed by students as part of course participation College Offices/Academic Units/Faculty Members 2 Years End of course Office of the General Counsel Shred or Destroy
2.50 Student Records Intake forms Career Center 2 Years End of academic year N/A Shred or Destroy
2.51 Student Records Student files, including, but not limited to: Confirmation of Participation, Applications and references, Releases, Course Registration, Emergency Contact Information, Withdrawal documents and Transcripts from program institution Study Abroad 7 Years End of academic year in which the file was created Office of the General Counsel Shred or Destroy
2.52 Student Records Scholarship Applications and Award Records Various 1 Year Student no longer receiving scholarship Shred or Destroy
2.53 Student Records Scholarship Applications - Not Awarded Various 1 Year Decision not to award Shred or Destroy
2.54 Student Records Late withdrawal appeal requests and supporting documentation Dean of Students 10 Years Graduation or date of last attendance Shred or Destroy
2.55 Student Records Residential Education Judicial Records and Incident Reports Residential Education 10 years Graduation or date of last attendance Shred or Destroy
2.56 Student Records First Year Academic Success Student Files First Year Academic Success 5 Years Student leaves the program Shred or Destroy
2.57 Student Records Student files Center for Students with Disabilities 10 years Creation of record Shred or Destroy
2.58 Student Records Nursing student files School of Nursing 10 years Graduation or date of last attendance N/A Shred or Destroy
2.59 Student Records Student disciplinary records resulting in suspension/dismissal from the university Dean of Students N/A - - Permanently Retained
2.60 Student Records Student Cohort Records TRiO - Student Support Services & Mitchem/McNair Scholars 6 Years Beginning of Cohort Year 34 CFR 74.53 Shred or Destroy
2.61 Student Records International Vincentian Scholarship Student Progress Files Mission & Values 5 Years Graduation or Date of Last Attendance Best Practices Shred or Destroy
2.62 Student Records Student Organization Registrations Office of Student Involvement Permanent N/A OGC/Best Practices Send to University Archives
2.63 Student Records Absence Notifications Dean of Students 10 Years Graduation or Date of Last Attendance Shred or Destroy
2.64 Student Records Advising notes for accepted applicants who did not enroll in classes Advising Units 1 Year Creation of Record Best Practices/OGC Shred or Destroy
2.65 Student Records FERPA Waiver Forms Dean of Students 5 Years Expiration Date on Record Shred or Destroy
2.66 Student Records BASICS program records Health Promotion & Wellness 5 Years Graduation Date or Last Date of Attendance Shred or Destroy
2.67 Student Records Sexual relationship violence reports and related documentation Health Promotion & Wellness 5 Years Graduation Date or Last Date of Attendance Shred or Destroy
2.68 Student Records Investigation Records Dean of Students 10 Years Graduation Date or Last Date of Attendance Shred or Destroy
2.69 Student Records Student Care Team Records Dean of Students Office 10 Years Graduation or Last Date of Attendance Shred or Destroy
3.1 Personnel Records Applications for staff employment and accompanying materials (resume, employment inquiries made in response to advertising or posting, selection criteria, and documents relating to the failure/refusal to hire any individual) Human Resources - Staffing 6 Years Decision not to hire or termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.2 Personnel Records Staff and student employee files, including documents relating to hiring, performance, promotion, demotion, discipline, commendation, transfer, requests for accommodation, change of status, selection for training, layoff, recall or discharge Human Resources - Operations 6 Years Termination of employment Family Medical Leave Act, 29 U.S.C. 2616; 29 USC 211(c); 29 C.F.R. 825.500 Shred or Destroy
3.3 Personnel Records Job orders submitted to employment agency Human Resources - Staffing 3 Years Shred or Destroy
3.4 Personnel Records Advertisements and/or notices relating to staff job openings, promotions, training programs, or overtime opportunities Human Resources - Staffing 3 Years Publication 42 U.S.C. 2000e; 29 CFR Part 1602 Shred or Destroy
3.5 Personnel Records Employment tests administered in connection with any personnel action Human Resources - Staffing 6 Years Decision not to hire or termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.6 Personnel Records Results of physical examination administered in connection with any personnel action Human Resources - Staffing 6 Years Decision not to hire or termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.7 Personnel Records Affirmative action plan and supporting documents and data, including applicant flow data, applicant selection criteria, and applicant rejection ratios indicating minority and sex status Office of Institutional Diversity and Equity 2 Years Creation of record 42 U.S.C. 2000e; 29 CFR Part 1602 Dispose
3.8 Personnel Records Equal Employment Opportunity (EEO)-1 Report Office of Institutional Diversity and Equity 2 Years Creation of record Shred or Destroy
3.9 Personnel Records Part time & adjunct faculty personnel files, including documents related to hiring Human Resources - Operations 6 Years Termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.10 Personnel Records Criminal Background checks for hired full, part time faculty/staff Human Resources-Staffing 3 years Decision to hire University Policy Shred or Destroy
3.11 Personnel Records Criminal background checks for non-hired faculty/staff Human Resources/ Academic Affairs N/A; Shred once decision not to hire has been made Shred or Destroy
3.12 Personnel Records Full-time faculty personnel files including application form, CV at time of hire, transcripts, letters of recommendation, description of search, requests for contract, original employment contracts, non-medical leave paperwork, and tenure status paperwork Academic Affairs 6 Years Termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.13 Personnel Records Tenure packet including college criteria, up-to-date CV, personal statement, recommendations, student representative report, student evaluation graphs, selection of student evaluation comments Academic Affairs 6 Years Termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.14 Personnel Records Applications for faculty employment and accompanying materials (including CVs, inquiries in response to posting/advertisement, selection criteria, and documents relating to the failure/refusal to hire any individual) Academic Units 6 Years Decision not to hire or termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.15 Personnel Records Annual reviews and Peer reviews College Offices/Academic Units 6 Years Termination of employment or date of last active teaching quarter/semester 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.16 Personnel Records Course/professor evaluations done by students that have not been returned to professor College Offices/Academic Units 6 Years Termination of employment Shred or Destroy
3.17 Personnel Records Employee benefts records - records indicating the benefits due or available for a particular employee Human Resources - Compensation and Benefits 6 Years Termination of employment and benefits Shred or Destroy
3.18 Personnel Records Records relating to ERISA plan descriptions, annual reports and summary annual reports Human Resources - Compensation and Benefits 6 Years Filing date Employee Retirement Income Security Act, 29 U.S.C., 1027 Dispose
3.19 Personnel Records Benefits plan documents and plan descriptions Human Resources - Compensation and Benefits Permanent N/A Employee Retirement Income Security Act, 29 U.S.C. S 1059 Permanently Retained
3.20 Personnel Records Employee leave of absence records, including leave dates, employee notices, premium payments, and disputes Human Resources - Compensation and Benefits 6 Years Termination of employment and benefits Family Medical Leave Act, 29 U.S.C., 2616; 29 C.F.R. S 825.500 Shred or Destroy
3.21 Personnel Records Occupation, rate of pay, earnings records, wage rate tables, methods of compensation, etc. Payroll Department 6 Years Termination of employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.22 Personnel Records Timesheets (hours worked, including work schedules, identification of employee's workweek, amount of straight time, amount of overtime, etc.) Payroll Department 6 Years Termination of employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.23 Personnel Records Vacation days earned and taken Payroll Department 6 Years Termination of employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.24 Personnel Records Additions to and deductions from employee wages (including explanation) Payroll Department 6 Years Termination of employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.25 Personnel Records Payroll calendar (dates of payment of each pay period) Payroll Department 6 Years Termination of employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.26 Personnel Records Security access requests Payroll Department 3 years Termination of employment Dispose
3.27 Personnel Records Federal 941, Employer's Quarterly Federal Tax Return Payroll Department 4 years Creation of record 26 CFR 31.6001-1, see also IRS publication 15 and IRS publication 583 Dispose
3.28 Personnel Records State 941 Payroll Department 4 years due date or payment of the tax (whichever is later) 26 CFR 31.6001-1, See also IRS Publication 583 and IRS Publication 15 Dispose
3.29 Personnel Records Forms W-2, W-2C Payroll Department 6 years Creation of record 29 CFR 404.7 Shred or Destroy
3.30 Personnel Records Form 1042S, Foreign Person's U.S. Source Income Subject to Withholding Payroll Department 5 years Filing date 29 CFR 404.7 Dispose
3.31 Personnel Records Federal W-4 Forms Payroll Department 6 Years Document is superseded or relationship is terminated 26 CFR 31.6001-1, IRS Publication 583, IRS Publication 15, 820 ILCS 112/20 Dispose
3.32 Personnel Records State W-4 Forms Payroll Department 6 Years Document is superseded or relationship is terminated 26 CFR 31.6001-1, See also IRS Publication 583 and IRS Publication 15, 820 ILCS 112/20 Dispose
3.33 Personnel Records International 8233, Exemption From Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual Payroll Department 4 years Document is superseded or relationship is terminated 26 CFR 31.6001-1, see also IRS publication 15 and IRS publication 583 Dispose
3.34 Personnel Records Employee wage garnishment files Payroll Department 6 Years Termination of employment 26 CFR 31.6001-1, 820 ILCS 112/20 Shred or Destroy
3.35 Personnel Records Records documenting the university's drug prevention program, biennial review, and associated materials Human Resources - Employee Relations 3 years End of the fiscal year in which the record was created Drug-Free Schools and Communities Act, 20 U.S.C. 1145g; EDGAR Part 86, Subpart B, Sec. 86.103 Shred or Destroy
3.36 Personnel Records Employee I-9 verifications Human Resources 3 years after date of hire or 1 year after termination, whichever is greater Immigration and Nationality Act, 8 U.S.C., 1324a(b)(B); 8 C.F.R., 274a.2(b)(2)(i) Shred or Destroy
3.37 Personnel Records Foreign faculty and staff permanent residency (green card) applications and supporting documentation Office of the General Counsel 5 Years Filing of PERM application 20 CFR 656.10(f) Shred or Destroy
3.38 Personnel Records Foreign faculty and staff H-1B visas and supporting documentation Office of the General Counsel 1 year after H-1B expires or is withdrawn Approval of H-1B visa 20 CFR 655.760(c) Shred or Destroy
3.39 Personnel Records Employee name change authorizations Human Resources 6 Years Termination of Employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.40 Personnel Records Employee Conflict of Interest Certificate of Compliance Form Controller's Office 4 Years Termination of employment IRS publication 1220 Shred or Destroy
3.41 Personnel Records Staff, faculty, and student employee personnel files unique from records sent to Human Resources/Academic Affairs Various 6 Years Termination of employment 42 U.S.C. 2000e; 29 CFR Part 1602, 820 ILCS 112/20 Shred or Destroy
3.42 Personnel Records Union member records not including union time cards Facility Operations 6 Years Termination of employment 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.43 Personnel Records Investigation records Office of Institutional Diversity and Equity 6 Years Separation from employment of respondent(s) or complainant(s) , whichever is longer 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.45 Personnel Records Union member time cards Facility Operations 6 Years Creation of record 29 CFR 516.5(a), 29 USC 211(c), 29 CFR 1620.32(b), 29 CFR 1627.3(a), 29 USC 626, 29 CFR 825.500, 820 ILCS 105/8, 820 ILCS 112/20 Shred or Destroy
3.46 Personnel Records Position creation records Human Resources - Compensation and Benefits 5 years Position no longer filled Office of General Counsel Shred or Destroy
3.47 Personnel Records Private Club Membership Documentation Accounts Payable 6 years Termination of employment Shred or Destroy
4.1 Financial Records Audited financial statements Financial Accounting Permanent N/A Permanently Retained
4.2 Financial Records General Ledger (including Accounts Payable subledger) Financial Accounting Permanent N/A Permanently Retained
4.3 Financial Records Records General Ledger (including Accounts Payable subledger) Financial Accounting 10 Years Creation of records Shred or Destroy
4.4 Financial Records Audit schedules, including trial balances Financial Accounting 7 Years Completion of audit Sarbanes-Oxley, 17 CFR Part 210.2-06 Dispose
4.5 Financial Records Journal entries (other than those related to taxes or grants - see respective record groups below) Financial Accounting 3 Years Creation of record Dispose
4.6 Financial Records Financial Reports, including Financial Activity, Labor Cost, Scholarship, and Gift Reports Financial Accounting Permanent N/A Permanently Retained
4.7 Financial Records Account reconciliations (general) Financial Accounting 3 Years Creation of record 805 ILCS 410/2 Dispose
4.8 Financial Records Account reconciliations for Federal Direct Loans (FDL) Financial Accounting 3 Years Close of award year 805 ILCS 410/2 Dispose
4.9 Financial Records Account reconciliations for Federal Perkins Loans (FPL) Financial Accounting 3 Years Close of award year 805 ILCS 410/2 Dispose
4.10 Financial Records Bank Statements - Cash Treasurer's Office 3 years Creation of record 805 ILCS 410/2 Shred or Destroy
4.11 Financial Records Bank Statements - Federal Direct Loans (FDL) Treasurer's Office 3 years Creation of record 805 ILCS 410/2 Shred or Destroy
4.12 Financial Records Bank Statements - School as Lender program (SAL) Treasurer's Office 3 years Creation of record 805 ILCS 410/2 Shred or Destroy
4.13 Financial Records Bank Statements - Investments Treasurer's Office 3 years End of the fiscal year 805 ILCS 410/2 Shred or Destroy
4.14 Financial Records Bank Statements - Outstanding check listings Treasurer's Office 6 years End of the fiscal year 765 ILCS 1025/11 Shred or Destroy
4.16 Financial Records Expense reports Financial Accounting 3 Years Creation of record 805 ILCS 410/2 Dispose
4.18 Financial Records Annual Budget Reports Operational Reporting Permanent N/A Retention sufficient to meet operational need may approach 15 years. Thereafter, reports may be archived to provide historical benefit to University. Permanently Retained
4.19 Financial Records Quarterly / Year End Books Operational Reporting Permanent N/A Retention sufficient to meet operational need may approach 15 years. Thereafter, reports may be archived to provide historical benefit to University. Permanently Retained
4.20 Financial Records Budget entries Operational Reporting 3 Years Creation of record Sufficient to meet operational needs Dispose
4.21 Financial Records Payment packages, including voucher requests, ACH requests, vendor invoice, vendor updates (if applicable) Accounts Payable 7 Years Beginning of calendar year in which record was created Shred or Destroy
4.22 Financial Records Wire requests Accounts Payable 7 Years Creation of record 805 ILCS 410/2 Shred or Destroy
4.23 Financial Records Check registers Accounts Payable 10 Years Creation of record 805 ILCS 410/2 Shred or Destroy
4.24 Financial Records Vendor Information Form Accounts Payable 4 Years Termination of vendor relationship IRS publication 1220 Shred or Destroy
4.25 Financial Records Form W-9 Accounts Payable 4 Years Creation of record IRS publication 1220 Shred or Destroy
4.26 Financial Records Form W-8 BEN Accounts Payable 4 Years Creation of record IRS publication 1220 Shred or Destroy
4.27 Financial Records Forms 1099, 1099-C Accounts Payable 4 Years Creation of record IRS publication 1220 Shred or Destroy
4.28 Financial Records Employee Expense Reimbursement forms, Travel Reimbursement forms, and related receipts Accounts Payable 7 Years Beginning of calendar year in which record was created University policy Shred or Destroy
4.29 Financial Records Fiscal Operations Report (FISAP) Financial Aid Permanent N/A Financial Aid Department Policy Permanently Retained
4.30 Financial Records FISAP worksheets and Source Documents Financial Aid 3 Years End of the award year in which the FISAP is submitted 34 CFR 668.24 Shred or Destroy
4.31 Financial Records Federal Student Financial Aid Records (general) Financial Aid 3 Years End of the award year in which aid was awarded and disbursed, subject to retention of the FISAP 34 CFR 668.24 (e) Shred or Destroy
4.32 Financial Records FEDERAL SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANTS (FSEOG) Financial Aid 3 Years End of the award year in which the aid was awarded and disbursed 34 CFR 668.24 (e) Shred or Destroy
4.33 Financial Records FEDERAL WORK-STUDY PROGRAM (FWS) Financial Aid 3 Years End of the award year in which the aid was awarded and used 34 CFR 668.24 (e) Shred or Destroy
4.34 Financial Records FEDERAL PERKINS LOANS (FPL)-FEDERAL CAPITAL CONTRIBUTIONS Financial Aid 3 Years End of the award year in which the aid was awarded and disbursed 34 CFR 668.24 (e) Shred or Destroy
4.35 Financial Records FEDERAL PELL GRANT PROGRAM (PELL) Financial Aid 3 Years End of the award year in which the aid was awarded and disbursed 34 CFR 668.24 (e) Shred or Destroy
4.36 Financial Records FEDERAL DIRECT STUDENT LOANS (DIRECT LOAN) Financial Aid 3 Years End of the award year in which the aid was awarded and disbursed 34 CFR 668.24 (e) Shred or Destroy
4.37 Financial Records ACADEMIC COMPETITIVENESS GRANT (ACG) Financial Aid 3 Years End of the award year in which the aid was awarded and disbursed 34 CFR 668.24 (e) Shred or Destroy
4.38 Financial Records NATIONAL SCIENCE AND MATHEMATICS ACCESS TO RETAIN TALENT GRANT (National SMART Grant) Financial Aid 3 Years End of the award year in which the aid was awarded and disbursed 34 CFR 668.24 (e) Shred or Destroy
4.39 Financial Records Federal Perkins Loans (FPL) - Repayment Records, Cancellation requests, Deferment requests Student Accounts 3 years Assignment, cancellation, or repayment of the loan 34 CFR 674.19 Shred or Destroy
4.40 Financial Records Perkins Loan Promissory Notes Student Accounts 3 Years Loan paid in full or assigned to Department of Education 34 CFR 674.19 Shred or Destroy
4.41 Financial Records Federal Direct Loans (FDL) - Borrower eligibility and participation Financial Aid 3 Years End of award year in which the student last attended 34 CFR 668.24 (e) Shred or Destroy
4.42 Financial Records Monthly UAS report Student Accounts 3 Years Assignment, cancellation, or repayment of the loan 34 CFR 674.19 Shred or Destroy
4.43 Financial Records Purchase Orders Procurement Services 7 Years Creation of Record Procurement Services Shred or Destroy
4.44 Financial Records ProCard Receipts Procurement Services 7 Years Creation of Record Procurement Services Shred or Destroy
4.45 Financial Records Payment Processing and/or Payment Reconciliation Paperwork (including receipts, credit card slips, etc) Any department that directly processes payments 3 Years Creation of Record University Policy (Payment Card Acceptance) Shred or Destroy
4.46 Financial Records Financial Assistance Voucher agreements issued from organizations to prove student tuition assistance payments. Student Financial Accounts - Third Party Billing 7 years Creation of Record N/A Dispose
4.47 Financial Records Financial Assistance Invoices issued to organizations, showing account balances and payment transactions relating to student tuition assistance payments. Student Financial Accounts - Third Party Billing 7 Years Creation of Record N/A Dispose
4.48 Financial Records Real Estate tenant invoices and correspondences Treasurer 3 years Termination of lease N/A Dispose
4.49 Financial Records Quarterly Investment Performance Reports Treasurer Permanent N/A Permanently Retained
4.50 Financial Records 403(B) reports Treasurer Permanent N/A N/A Permanently Retained
4.51 Financial Records Investment manager due diligence records Treasurer 7 years End of fiscal year in which record was created N/A Dispose
4.52 Financial Records Communications with fund managers Treasurer 7 years End of fiscal year in which record was created N/A Dispose
4.53 Financial Records SAS70 Reports Treasurer 7 years End of fiscal year in which record was created N/A Dispose
4.54 Financial Records Rebalancing decisions Treasurer 7 years End of fiscal year in which record was created N/A Dispose
4.55 Financial Records Revenue Information Reports Document Services 3 Years End of fiscal year in which record was created Internal Audit/Best Practices Shred or Destroy
4.56 Financial Records Manual Payroll Requests & Documentation Payroll 6 Years Termination of Employment OGC/Best Payroll Practices Shred or Destroy
4.57 Financial Records Prize Authorization Requests & Reporting Accounts Payable 3 Years Creation of Record Shred or Destroy
4.58 Financial Records Gift Reporting Documentation Accounts Payable 3 Years Creation of Record Shred or Destroy
4.59 Financial Records Capital Budget Request Documentation Financial Accounting 3 years Creation of Record 805 ILCS 410/2 Shred or Destroy
4.60 Financial Records Asset Transfer Documentation Financial Accounting 3 years Creation of Record 805 ILCS 410/2 Shred or Destroy
4.61 Financial Records Fixed Asset Inventories & Documentation Financial Accounting 3 years Creation of Record 805 ILCS 410/2 Shred or Destroy
4.62 Financial Records Cash Logs All Departments 3 years End of the Fiscal Year 805 ILCS 410/2 Shred or Destroy
5.1 Tax Records Federal Income Tax Exemption Letter Office of Financial Affairs - Tax Permanent N/A 26 U.S.C. 501(c)(3) Permanently Retained
5.2 Tax Records IRS Form 990 - Return of Organization Exempt from Income Tax Office of Financial Affairs - Tax Permanent N/A IRC Code Section 6501(a) Permanently Retained
5.3 Tax Records Underlying records used to prepare Form 990 Office of Financial Affairs - Tax 3 Years Filing date or due date, whichever is later IRC Code Section 6501(a) Dispose
5.4 Tax Records IRS Form 990T - Exempt Organization Business Income Tax Return Office of Financial Affairs - Tax Permanent N/A IRC Code Section 6501(a) Permanently Retained
5.5 Tax Records Underlying records used to prepare Form 990T (for tax years not generating a Net Operating Loss (NOL) Office of Financial Affairs - Tax 3 Years Filing date or due date, whichever is later IRC Code Section 6501(a), IRS Publication 536 Dispose
5.6 Tax Records Underlying records used to prepare Form 990T (for tax years generating a Net Operating Loss (NOL) Office of Financial Affairs - Tax 3 Years Use or expiration of NOL carryforward Dispose
5.7 Tax Records Illinois Form IL-990-T - Illinois Exempt Organization Income and Replacement Tax Return Office of Financial Affairs - Tax Permanent N/A ILCS 5/905(a)(1), (2) Permanently Retained
5.8 Tax Records Underlying records used to prepare Form IL-990-T Office of Financial Affairs - Tax 3 Years Filing date ILCS 5/905(a)(1), (2); Illinois regulations section 100.2330(b)(1) Dispose
5.9 Tax Records Records necessary to prepare Illinois sale and use tax returns Office of Financial Affairs - Tax 3.5 Years End of period covered by the filed return Illinois Department of Revenue Regulations, Title 86 Part 150 Sections 150.1301, 150.1305 Dispose
5.10 Tax Records Journal entries related to tax accounts Office of Financial Affairs - Tax 7 Years Dispose
5.11 Tax Records Form CA-199: State of California Fundraising Informational Return Office of Financial Affairs - Tax 3 Years Filing date Dispose
5.12 Tax Records Tax-exempt bond financing records, including bond transcripts, documents evidencing expenditures of bond proceeds, documents related to public vs. private use (e.g. management and research agreements), documents related to sources of payments or security Treasurer's Office 3 Years End of the bond issue IRS Code Section 6001;regulations section 1.148-5(d)(6)(iii)(E) Dispose
6.1 Grant and Award Records OMB Circular A-133 audit reports Restricted Accounting Permanent N/A Permanent benefit to University Permanently Retained
6.2 Grant and Award Records OMB Circular A-133 data collection form Restricted Accounting Permanent N/A Permanent benefit to University Permanently Retained
6.3 Grant and Award Records State/Local/Private audit reports including, but not limited to, Nursing Program and Family and Community Services Center audits Restricted Accounting Permanent N/A Permanent benefit to University Permanently Retained
6.4 Grant and Award Records Federal grant agreements, contracts, submitted reports, and other supporting documentation (except grants involving real property (see 6.8 below) or any agreements or contracts that fall under Record Group 9.2 or 9.42) Restricted Accounting 3 Years Close of grant OMB Circular A-133.320(g), OMB A-133.515, and OMB A-110 Dispose
6.5 Grant and Award Records State grant agreements, contracts, submitted reports, and other supporting documentation (except any agreements or contracts that fall under Record Group 9.2 or 9.42) Restricted Accounting 5 Years Close of grant 30 ILCS 500/20-65 Dispose
6.6 Grant and Award Records Local grant agreements, contracts, submitted reports, and other supporting documentation (except any agreements or contracts that fall under Record Group 9.2 or 9.42) Restricted Accounting 5 Years Close of grant Dispose
6.7 Grant and Award Records Private grant agreements, contracts, submitted reports, and other supporting documentation (except any agreements or contracts that fall under Record Group 9.2 or 9.42) Restricted Accounting 5 Years Close of grant Dispose
6.8 Grant and Award Records Agreements, contracts, submitted reports, and other supporting documentation for grants involving real property Restricted Accounting 3 Years Disposal of asset OMB Circular A-110 Dispose
6.9 Grant and Award Records FNA rate proposals and agreements Restricted Accounting 3 Years Submission of proposal OMB Circular A-110 .53 (g) Dispose
6.10 Grant and Award Records Journal entries related to grant accounts Restricted Accounting 5 Years Close of grant Dispose
6.11 Grant and Award Records Time and effort reporting Restricted Accounting 5 Years Close of grant Dispose
6.12 Grant and Award Records Subrecipient monitoring records Restricted Accounting 5 Years Close of grant Dispose
6.13 Grant and Award Records Internal Grant Proposals Faculty Development & Research 5 Years Proposal submission Dispose
7.1 Athletics / NCAA Compliance Records List of coaches permitted to contact or evaluate prospective student-athletes off campus Athletic Department 3 Years Termination of employment NCAA Bylaw (3.2.4.7) Dispose
7.2 Athletics / NCAA Compliance Records Written departmental policies related to official visits that apply to prospective student-athletes, student hosts, coaches and other athletics administrators Athletic Department Permanent N/A NCAA Bylaw 13.6.1 Institutional Policies. Dispose
7.3 Athletics / NCAA Compliance Records Student Athlete HIPAA/FERPA consent form for disclosure of health information and student records Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaw (3.2.4.9) Shred or Destroy
7.4 Athletics / NCAA Compliance Records Student Athlete Statement Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaw (3.2.4.6) Shred or Destroy
7.5 Athletics / NCAA Compliance Records International Student Athlete Eligibility Forms Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaw (14.3.5.3.1) Shred or Destroy
7.6 Athletics / NCAA Compliance Records Written certification that non-athletics related financial aid granted to a student athlete was done without regard to athletics ability. Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaws (15.5.1.1.1 E; 15.5.3.2.4.1; 15.5.3.2.4.2; 15.5.3.2.4.3) Shred or Destroy
7.7 Athletics / NCAA Compliance Records Written declaration of playing season Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaw (17.1.3) Dispose
7.8 Athletics / NCAA Compliance Records Written declaration of 8 weeks student discretionary time Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaw (17.10.6.1.1) Dispose
7.9 Athletics / NCAA Compliance Records Annual institutional eligibility certification Athletic Department Permanent N/A NCAA Bylaws (3.2.4.14; 12.10.1; 18.4.2.1(d)) Permanently Retained
7.10 Athletics / NCAA Compliance Records Drug Testing Consent Form Athletic Department 5 Years Graduation or last date of attendance NCAA Bylaw (30.5.2) Shred or Destroy
7.11 Athletics / NCAA Compliance Records Programs and Media Guides Athletic Department Permanent N/A Send to University Archives
7.12 Athletics / NCAA Compliance Records Squad lists Athletic Department Permanent N/A NCAA Bylaw (12.10.2) Send to University Archives
8.1 Donor Records Gift and Pledge Agreements Advancement/Gift Processing Permanent N/A Permanently Retained
8.2 Donor Records Donor research reports Advancement Permanent N/A Permanently Retained
8.3 Donor Records One-on-one donor correspondence Advancement Permanent N/A Permanently Retained
8.4 Donor Records Advancement Briefing Materials Advancement Permanent N/A Permanently Retained
8.5 Donor Records Stewardship Reports Advancement Permanent N/A Permanently Retained
8.6 Donor Records Development Proposals Advancement Permanent N/A Permanently Retained
8.7 Donor Records Gift Batch and other related documentation Advancement 20 Years Creation of record Shred or Destroy
8.8 Donor Records Estate and Trust Gift Documentation Planned Giving Permanent N/A IL Probate Act of 1975, 755 ILCS 5/8-1 , 735 ILCS 5/13-114 Permanently Retained
9.1 Legal, Risk Management, and Occupational Health and Safety Records Subpoenas, legal requests for information and documentation of university's response Office of the General Counsel 5 Years Close of fiscal year in which subpoena or request was issued 735 ILCS 5/13-205 Shred or Destroy
9.2 Legal, Risk Management, and Occupational Health and Safety Records Contracts subject to mandatory review by the Office of the General Counsel Office of the General Counsel 10 Years Termination of contract 735 ILCS 5/13-206; University Policy Shred or Destroy
9.3 Legal, Risk Management, and Occupational Health and Safety Records General Legal Documents Office of the General Counsel 5 Years Creation of Record 735 ILCS 5/13-205 Shred or Destroy
9.4 Legal, Risk Management, and Occupational Health and Safety Records Final disposition of litigation matters Office of the General Counsel Permanent N/A 735 ILCS 5/13-218 Permanently Retained
9.5 Legal, Risk Management, and Occupational Health and Safety Records Deeds and titles to University real estate Office of the General Counsel Permanent N/A 735 ILCS 5/13-118 Permanently Retained
9.6 Legal, Risk Management, and Occupational Health and Safety Records Public Safety Incident Reports Public Safety 7 Years Creation of Record Shred or Destroy
9.7 Legal, Risk Management, and Occupational Health and Safety Records Radio logs Public Safety 7 Years Creation of Record Shred or Destroy
9.8 Legal, Risk Management, and Occupational Health and Safety Records Accident/Illness forms Public Safety 7 Years Creation of Record Shred or Destroy
9.9 Legal, Risk Management, and Occupational Health and Safety Records Investigation records Public Safety 7 Years Creation of Record Shred or Destroy
9.10 Legal, Risk Management, and Occupational Health and Safety Records Records indicating denial of insurance coverage Risk Management 2 Years Creation of record 735 ILCS 5/13-202, 204, 205, 214.4 Dispose
9.11 Legal, Risk Management, and Occupational Health and Safety Records Records of Work Related illness and injury Environmental Health and Safety 5 Years Close of fiscal year in which the illness or injury occurred 29 CFR 1904.33 Shred or Destroy
9.12 Legal, Risk Management, and Occupational Health and Safety Records Records of employee exposure to toxic substances ; Employee Exposure and Monitoring Records Environmental Health and Safety 30 Years Creation of record 29 C.F.R. 910.1020 Shred or Destroy
9.13 Legal, Risk Management, and Occupational Health and Safety Records OSHA 300 Log and OSHA 301 Incident report Forms Risk Management 5 Years End of calendar year 29 CFR 1904.33 Shred or Destroy
9.14 Legal, Risk Management, and Occupational Health and Safety Records All insurance claims (personal injury, worker's compensation, and/or damage to real or personal property) Risk Management Permanent N/A Permanently Retained
9.15 Legal, Risk Management, and Occupational Health and Safety Records Insurance Policies Risk Management Permanent N/A Permanently Retained
9.16 Legal, Risk Management, and Occupational Health and Safety Records All Insurance Certificates Risk Management Permanent N/A Permanently Retained
9.17 Legal, Risk Management, and Occupational Health and Safety Records Property Valuations Risk Management 5 Years Creation of record Dispose
9.18 Legal, Risk Management, and Occupational Health and Safety Records All Schedules of Insurance Risk Management Permanent N/A Permanently Retained
9.19 Legal, Risk Management, and Occupational Health and Safety Records Loss Runs Risk Management 5 Years Creation of record Dispose
9.20 Legal, Risk Management, and Occupational Health and Safety Records Faculty/Staff Driver certification records including Motor Vehicle Request, Driver Training Quiz, and notification emails Environmental Health & Safety 3 Years Creation of record Shred or Destroy
9.21 Legal, Risk Management, and Occupational Health and Safety Records Student Driver certification records including Motor Vehicle Request, Driver Training Quiz, and notification emails Environmental Health & Safety 3 Years Creation of record Shred or Destroy
9.22 Legal, Risk Management, and Occupational Health and Safety Records Records identifying Asbestos-Containing Materials (ACM) in university-owned facilities Facility Operations Indefinite Transfer of ownership 29 CFR 1910.1020 Permanently Retained
9.23 Legal, Risk Management, and Occupational Health and Safety Records Records of asbestos/ACM waste disposal Facility Operations 2 Years Creation of record 40 CFR 61.150(d)(5) Dispose
9.24 Legal, Risk Management, and Occupational Health and Safety Records Records documenting periodic surveillance, cleaning activities, operation and maintenance of university-owned facilities where asbestos/ACM is known or assumed to be present Facility Operations 3 Years Creation of record 40 CFR 763.94(a) Dispose
9.25 Legal, Risk Management, and Occupational Health and Safety Records Hazardous Waste: Generator's Reclamation Agreement with vendor Environmental Health and Safety 10 Years Termination of agreement 40 CFR 262.20(e) Dispose
9.26 Legal, Risk Management, and Occupational Health and Safety Records Hazardous Waste: Generator's Manifests Environmental Health and Safety 3 Years Acceptance of waste by initial transporter 40 CFR 262.40(a), 40 CFR 262.44(a) Dispose
9.27 Legal, Risk Management, and Occupational Health and Safety Records Hazardous Waste: Generator's Determination Records Environmental Health and Safety 3 Years Transfer of waste to a TSDF 40 CFR 262.40(c), 40 CFR 262.44(a) Dispose
9.28 Legal, Risk Management, and Occupational Health and Safety Records Hazardous Waste: Generator's Biennial Reports Environmental Health and Safety 3 Years Due date of report 40 CFR 262.40(b) Dispose
9.29 Legal, Risk Management, and Occupational Health and Safety Records Hazardous Waste: Generator's (SQG) Exception Reports Environmental Health and Safety 3 Years Due date of report 40 CFR 262.44(b) Dispose
9.30 Legal, Risk Management, and Occupational Health and Safety Records Form 300, Injury and Illness Log Risk Management 5 Years Creation of record 29 CFR 1904.33 Shred or Destroy
9.31 Legal, Risk Management, and Occupational Health and Safety Records Form 300A, Summary of Work-Related Injuries and Illnesses Risk Management 5 Years Creation of record 29 CFR 1904.32; 29 CFR 1910.1020 Shred or Destroy
9.32 Legal, Risk Management, and Occupational Health and Safety Records Form 301, Injury and Illness Incident Report Risk Management 1 Year Creation of record 29 CFR 1904.33 Shred or Destroy
9.33 Legal, Risk Management, and Occupational Health and Safety Records Fatalities & Multiple Accident Reports Environmental Health and Safety 5 Years Creation of record 29 CFR 1904.33 Shred or Destroy
9.34 Legal, Risk Management, and Occupational Health and Safety Records Hazard Communication Standard - SDS, Inventories and Training Policies Environmental Health and Safety/Academic Units Indefinite End of chemical use at location 29 CFR 1910.1200(g) Dispose
9.35 Legal, Risk Management, and Occupational Health and Safety Records Employee workplace medical records Environmental Health and Safety Duration of employment + 30 Years Creation of record 29 CFR 1910.1020 Shred or Destroy
9.38 Legal, Risk Management, and Occupational Health and Safety Records NPDES Stormwater & Wastewater Discharge Permits Facility Operations 3 Years Creation of record 40 CFR 122.21(p) Dispose
9.39 Legal, Risk Management, and Occupational Health and Safety Records Building code violation compliance records Facility Operations 1 Year Violation is cleared Shred or Destroy
9.40 Legal, Risk Management, and Occupational Health and Safety Records Dispatch recordings including telephone, radio transmissions, and emergency call box voice recordings Public Safety 90 Days Date of Creation Dispose
9.41 Legal, Risk Management, and Occupational Health and Safety Records High Risk Monitoring Plans Office of Institutional Compliance Permanent N/A Permanently Retained
9.42 Legal, Risk Management, and Occupational Health and Safety Records Contracts not subject to mandatory review by the Office of the General Counsel Various 10 Years Termination of Contract 735 ILCS 5/13-206; University Policy Shred or Destroy
9.43 Legal, Risk Management, and Occupational Health and Safety Records Sex Offender Registry Public Safety 5 years Creation of Record University Policy Shred or Destroy
9.44 Legal, Risk Management, and Occupational Health and Safety Records Real estate lease agreements Office of the General Counsel 10 Years Termination of lease 735 ILCS 5/13-206 Shred or Destroy
9.46 Legal, Risk Management, and Occupational Health and Safety Records Liability waivers for events & programs (non-student) Sponsoring Department 2 years End of event/program 735 ILCS 5/13-202 Shred or Destroy
9.47 Legal, Risk Management, and Occupational Health and Safety Records Waivers for Programs Involving Minors Compliance & Risk Management Permanent Creation of Record 735 ILCS 5/13-202.2. Permanently Retained
9.48 Legal, Risk Management, and Occupational Health and Safety Records Documents related to bankruptcies, including notice of filing, notice of discharge/dismissal, and all documents related to bankruptcies in which a proof of claim has been filed. Office of the General Counsel 7 Years The later of the date on which bankruptcy was filed or date on which all payments related to proof of claim received Shred or Destroy
10.1 Medical Records Client files and treatment records Family and Community Services 20 Years Last client visit 405 ILCS 5/3-202; 210 ILCS 85.6.7(c) Shred or Destroy
10.2 Medical Records Student Athlete training/medical records (generated by third party trainer or physician) Athletic Department 10 Years Creation of record Shred or Destroy
10.3 Medical Records Student Athlete training/medical records (generated by DePaul) Athletic Department 10 Years Creation of record 210 ILCS 85.6.7(c) Shred or Destroy
10.4 Medical Records Client files and treatment records University Counseling Services 10 Years Last date of service 210 ILCS 85.6.7(c); APA Guideline 7; UCS Shred or Destroy
11.01 Miscellaneous Business cases, including technical specifications Information Services (IS) 1 Year Creation of record Dispose
11.02 Miscellaneous System change authorizations Information Services (IS) 1 Year Creation of record Dispose
11.04 Miscellaneous Clery Act Annual Security Reports Public Safety 3 Years Filing of report 20 U.S.C., 1092(f)(1)(F)., DOE Clery Handbook Dispose
11.05 Miscellaneous Escort slips Public Safety 1 Year Creation of record Shred or Destroy
11.06 Miscellaneous Integrated Post-secondary Education Data System Survey (IPEDS) Institutional Research and Market Analytics 3 Years Creation of record 29 C.F.R. 1602.48 Shred or Destroy
11.07 Miscellaneous Materials & Documents related to university building design and construction including, but not limited to, blueprints, certificates of occupancy and square footage information Facility Operations Permanent N/A 735 ILCS 5/13-214 Permanently Retained
11.08 Miscellaneous Facade inspections Facility Operations Permanent N/A Permanently Retained
11.09 Miscellaneous Elevator logs Facility Operations 1 Year Creation of Record Dispose
11.10 Miscellaneous Hot and Cold Temperature logs Facility Operations 1 Year Creation of Record Dispose
11.11 Miscellaneous Surveys of university-owned real estate Office of the General Counsel Permanent N/A Permanently Retained
11.12 Miscellaneous University artifacts and memorabilia such as fragments of buildings, banners, posters, insignia, etc. Facility Operations Permanent N/A Send to University Archives
11.13 Miscellaneous Biographical information of faculty, administrators, and staff Public Relations and Communications Permanent N/A Send to University Archives
11.14 Miscellaneous Conference Programs (events hosted at DePaul) Various Permanent N/A Send to University Archives
11.15 Miscellaneous Records Group - Audio-visual documentation of university activities, events, students, faculty, and staff with significant relevance to either the institution's or individual unit's function and mission including fully identified photographs in electronic Various Permanent N/A Send to University Archives
11.16 Miscellaneous Yearbooks University Archives Permanent N/A Send to University Archives
11.18 Miscellaneous Parking Permit Applications from students, faculty, and staff Parking Services 1 Year Expiration of permit Shred or Destroy
11.19 Miscellaneous Records relating to property loaned to Art Museum Art Museum 10 Years Deaccession of property 765 ILCS 1033 Dispose
11.20 Miscellaneous Student organization advertising materials including table tents, fliers and posters Office of Student Involvement Permanent Send to University Archives
11.21 Miscellaneous Meal Plan Forms Student Center 7 Years Creation of record Student Center Shred or Destroy
11.22 Miscellaneous Housing Agreements Housing 10 years Date of creation 735 ILCS 5/13-206 Shred or Destroy
11.23 Miscellaneous Correspondence regarding student housing (including, but not limited to, status letters, emails to and from students, correspondence to and from parents) Housing 5 Years Creation of Record Shred or Destroy
11.24 Miscellaneous Cancellation records including forms, fee waiver appeals, documentation and response letters Housing 5 Years Creation of Record Shred or Destroy
11.25 Miscellaneous Room change request forms, response letter, reassignment letter, roommate notification Housing 5 Years Creation of Record Shred or Destroy
11.26 Miscellaneous Consolidation letters Housing 5 Years Creation of Record Shred or Destroy
11.27 Miscellaneous Winter and Summer Break application letters Housing 5 Years Creation of Record Shred or Destroy
11.28 Miscellaneous Room Rates/Conference Rates Housing 5 Years Creation of Record Dispose
11.29 Miscellaneous Postage statements and summary sheets Print & Mailing Services 3 Years Creation of record Dispose
11.30 Miscellaneous Archived print jobs Print & Mailing Services 2 Years Creation of Record Dispose
11.31 Miscellaneous Case files Legal Clinics (College of Law) 10 Years Close of case Illinois Supreme Court Rule 769 Shred or Destroy
11.32 Miscellaneous Client files Family Lab (School of Education) 3 Years Client no longer eligible for program Illinois Supreme Court Rule 769 Shred or Destroy
11.33 Miscellaneous Institutional Review Board (IRB) records related to protocol review including research proposals and supporting documentation, sample and approved consent documents, recruitment materials, progress reports, reports of unanticipated problems involving risk Office of Research Protections 7 Years Completion of research 45 CFR 46.115(b), 21 CFR 56.115 Shred or Destroy
11.34 Miscellaneous Institutional Review Board (IRB) meeting minutes, list of members, IRB registration documents, Federal wide assurance (FWA) and registration documents, records of non-conducted research. Office of Research Protections 3 Years Date of Creation 45 CFR 46.115(b), 21 CFR 56.115 Shred or Destroy
11.35 Miscellaneous Institutional Review Board written policies and procedures Office of Research Protections Permanent N/A 45 CFR 46.115(b) and 21 CFR 56.115 Permanently Retained
11.36 Miscellaneous Institutional Animal Care and Use Committee (IACUC) meeting minutes, PHS Assurance, annual reports to OLAW, annual report of research facility to USDA, reports of semi-annual program evaluations and facility inspections and recommendations to institutiona Office of Research Protections 3 Years Date of creation 9 CFR 2.35(f) Shred or Destroy
11.37 Miscellaneous Institutional Animal Care and Use Committee (IACUC) records of applications and proposals for research and supporting documentation, amendments to protocols, and whether IACUC approval was given or withheld Office of Research Protections 7 Years Completion of research 9 CFR 2.35(f) Shred or Destroy
11.38 Miscellaneous Institutional Animal Care and Use Committee (IACUC) policy, procedures, guidelines, and SOPs for animal care and use. Office of Research Protections N/A 9 CFR 2.35(f) Permanently Retained
11.39 Miscellaneous Institutional Biosafety Committee (IBC) records of applications, proposals, and amendment for research and supporting documentation Office of Research Protections 10 Years Completion of research 42 CFR 73.17(c) Shred or Destroy
11.40 Miscellaneous Institutional Biosafety Committee (IBC) meeting minutes, list of members, NIH registration documents, and other administrative files Office of Research Protections 10 years Date of Creation 42 CFR 73.17(c) Shred or Destroy
11.41 Miscellaneous Institutional Biosafety Committee (IBC) policy, procedures, guidelines Office of Research Protections N/A N/A Permanently Retained
11.42 Miscellaneous Routine U: and W: Drive backups Information Services (IS) 30 Days Creation on backup media Dispose
11.43 Miscellaneous Lincoln Park Community Research Initiative Records (includes meeting minutes, postcard invitations, program booklets, photos, videos, student research projects, presentations Community and Government Relations Permanent N/A Send to University Archives
11.44 Miscellaneous Chargeable work orders Facility Operations 7 Years Creation of record Dispose
11.45 Miscellaneous Software, software agreements, software records All Departments 3 Years Software is superseded or becomes obsolete Dispose
11.46 Miscellaneous Instructor Materials in online Learning Management Systems hosted by DePaul Information Services 5 Years End of Course Faculty Instructional Technology Services Shred or Destroy
11.47 Miscellaneous Internal Audit Final Reports (includes process mapping when required) Internal Audit 10 years Report Issuance Date Shred or Destroy
11.49 Miscellaneous Service Call & Copy Run Sheets Document Services 1 Year End of fiscal year in which record was created Internal Audit/Best Practices Shred or Destroy
11.50 Miscellaneous Signed photo & audio/video releases Various 2 Years Creation of Record 735 ILCS 5/13-201 Shred or Destroy
11.51 Miscellaneous Case Files Student Legal Services 10 Years Close of Case Illinois Supreme Court Rule 769 Shred or Destroy
11.52 Miscellaneous Preventative Maintenance Forms Facility Operations 1 Year Creation of Record Shred or Destroy
11.53 Miscellaneous Identification Card Agreements Information Services 1 Year Creation of Record Shred or Destroy
11.54 Miscellaneous Telephone Call Records Information Services 2 Years Creation of Record Shred or Destroy
11.56 Miscellaneous Facility Operations Training Safety Videos Facility Operations 3 years End of fiscal year in which record was created Shred or Destroy
11.57 Miscellaneous Clery Act ASR Supporting Documentation Public Safety 7 Years Filing of Report 20 U.S.C., 1092(f)(1)(F)., DOE Clery Handbook Dispose
11.58 Miscellaneous Annual Vendor Compliance Certification (COVID-19) Various 2 Years Executive Order is Rescinded IL Executive Order 2021-20 (COVID-19 Executive Order No. 87) Shred or Destroy
11.59 Miscellaneous Scheduled lecture capture recordings and Course Online recordings Various 1 week End of academic term Dispose
12.1 Publications Newsline Public Relations and Communications Permanent Send to University Archives
12.2 Publications Expert's Guide Public Relations and Communications Permanent Send to University Archives
12.3 Publications College, School, Division and Center Newsletters Various Permanent N/A Send to University Archives
12.4 Publications Publicly available publications produced by faculty members during their tenure at DePaul, including monographs, musical compositions, set designs, and artwork Various Permanent N/A Send to University Archives
12.5 Publications Student Newspapers College of Communication Permanent N/A Send to University Archives
12.6 Publications Alumni magazines Advancement Permanent N/A Send to University Archives
12.7 Publications Alumni directories Alumni Relations Permanent N/A Send to University Archives