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Schedule (RDAs)

The University uses state law and official policy to determine retention periods for records. Each record is assigned a Records Disposition Authorization (RDA) number that is used to classify them. These have been assembled into a schedule and divided by university area for ease of use and can be found below.

Items should be kept as an active record for the period marked "retention" in the schedule. After the active record period is over, it should be handled according to its assigned "disposition" below. Items marked permanent become an inactive record but must still be retained after their "retention" period. Items marked permanent for both retention and disposition are permanent records of the university and must be kept in perpetuity. All employees are responsible for ensuring that records are managed in accordance with university policy and in compliance with applicable federal and state laws.

Academic Affairs | Executive | External Affairs | Finance and Administration | Student Affairs

Academic Affairs

Record Description Retention Disposition RDA #
Accreditation Records:
Self-studies, reports, guides, correspondence, related documentation
Permanent* SW-U18
Animal Care Records:
Vaccination files, health files, livestock requests, animal procurement
5 years after end of fiscal year of record Destroy SW-U16
Annual and Other Reports:
Final report including annual, biennial, regular or special reports
Permanent* SW38
Annual Reports:
Working paper documents related to annual reports
5 years after report publication Destroy SW15
Audit Records:
External
5 years after end of fiscal year of record Permanent* SW-U01
Committee, Board, Commission, Faculty Senate, Staff Senate, and Council Records:
Including but not limited to memorandums, official correspondence, final reports, official policies, current and obsolete directives, minutes/accounts of proceedings, agendas, copies of reports, announcements
5 years after end of fiscal year of record Permanent*
(Transfer to University Archives)
SW-U01
Human Resources: Volunteer and Intern Records
Records for accepted volunteers and interns, screening documents, background check data, applications, consent forms, liability forms, training records, training completion, disciplinary actions, performance evaluations
30 years after end of calendar year of record Destroy SW33
Publications:
Printed materials and publications which have permanent administrative, physical, historical, or legal value such as brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, catalogs, bulletins, schedule of classes, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution)
Permanent* SW-U05
Research Records:
Correspondence, project descriptions, final reports or deliverables, data, applications, contracts, invoices, asset documentation, monitoring documentation, evaluations, photographs, closeout documents, and related documentation
10 years Destroy SW-U07
Student Records: Student Education Records
Academic Records (narrative evaluations, competency assessments), change of grade records; financial aid transcripts, class lists (original grade sheets), graduation lists, transcripts, statistical data (enrollment, grades, racial/ethnic), degree confirmation, student disciplinary files resulting in suspension or expulsion
Permanent* SW-U02
Student Records: Student Admissions Application – Denied Cancelled, Admitted Non-Enrolled
Records include but not limited to: documents or records related to student application for admission. Examples: application, standardized test scores, letters of recommendation, personal statements, medical records, high school and college transcripts, appeals, and other supporting documentation.
1 year after end of application term or any appeal process Destroy SW-U10
Student Records:
Class documents (tests, exams, homework, projects)
1 year after record is created or final grade is assigned, whichever is longer, unless needed for an administrative proceeding or litigation Destroy SW16
Student Records: Student Information Records
Records include, but not limited to office or department files, credit by exam forms, graduation authorizations, accepted applications for admission or readmission, placement records, registration system receipts, tuition and fee charges, athletic department files, disciplinary records not resulting in expulsion, advising information, student employee documents.
5 years after end of academic year of record Destroy SW-U06
Student Records: Applications for Student Aid – Not Selected
Scholarship applications-not selected for academic and/or merit-based scholarships (application, notification letter, type of award, amount, related documentation)
1 year after end of the award period Destroy SW-U11
Student Records: Applications for Student Aid – Selected
Scholarship applications- selected for academic and/or merit-based scholarships (application, notification letter, type of award, amount, related documentation)
5 years after end of the award period Destroy SW-U12
Syllabi
1 year after end of academic year Permanent*
(Transfer to University Archives to be placed in ASPIRE)

*The retention period for items listed as "Permanent" is the amount of time the University must retain the record prior to transferring the record to the University Archives or retaining the record in permanent storage.

Executive

Record Description Retention Disposition RDA #
Agency Executive Subject Files:
Documents relating to agency heads (Constitutional Officers, Commissioners, & Executive Directors) in the transaction of official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives
5 years after end of fiscal year of record Permanent* SW08
Annual and Other Reports:
Final report including annual, biennial, regular or special reports
Permanent* SW38
Athletic Records:
Including but not limited to NCAA eligibility and related files, student patient files, academic second opportunity applications
11 years after student leaves university Destroy SW-U04
Audit Records:
Internal
10 years after end of fiscal year of record Destroy SW11
College/University Boards, Commissions, and University/System Chief Executive Documents:
Records include but not limited to: documents or records related to meetings of Boards, Commissions, Councils, and Committees. Documents relating to the University/System Chief Executive in the transaction of the official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives, minutes/accounts of proceedings, agenda, copies of reports, and announcements.
5 years after end of fiscal year of record Permanent* SW-U01
Facilities:
Deeds, leases, capital agreements, capital project closeout files, other historical property documents
10 years after end of fiscal year Permanent* SW-U08
Financial: Credit Card and Purchasing Card Documents
Documents relating to issuing and using of credit cards, new card applications, cardholder agreement forms, approver signed agreement forms, account maintenance forms, training tests, security forms, transaction logs, exception logs, fiscal officer's memos, account statements, receipts
5 years after end of fiscal year of record Destroy SW23
Financial: Fiscal Administrative Documents
Receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, balance sheets
5 years after end of fiscal year of record Destroy SW20
Office of Legal Affairs:
This Record series covers records generated and/or received by the University as a result of litigation where the University is the party. Record series includes but is not limited to memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, discovery, attorney work papers, exhibits, pleasdings, settlement documents, and transcripts.
7 years Destroy 11226
Original Captured Media:
Finished products of video, audio and digital images captured and produced of official agency business created and used by the employees of the agency.
5 years after end of calendar year Permanent* SW36
Student Records: Student Information Records
Records include, but not limited to office or department files, credit by exam forms, graduation authorizations, accepted applications for admission or readmission, placement records, registration system receipts, tuition and fee charges, athletic department files, disciplinary records not resulting in expulsion, advising information, student employee documents.
5 years after end of academic year of record Destroy SW-U06
Temporary Captured Media:
Video, audio and still photography captured and produced by agency employees for the use of the agency and which do not meet quality standards (blurry, out of focus, etc.) are temporary and to be removed at the discretion of the creator and/or staff.
Files are cut off when no longer of administrative value to the division Destroy SW37
President’s Papers:
Documents relating to the university president in the transaction of the official business, official correspondence, memorandums, final reports, official policies, current & obsolete directives, announcements
5 years after record becomes obsolete Permanent* SW-U01
Publications:
Printed materials and publications which have permanent administrative, physical, historical, or legal value such as brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, catalogs, bulletins, schedule of classes, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution
Permanent* SW-U05

*The retention period for items listed as "Permanent" is the amount of time the University must retain the record prior to transferring the record to the University Archives or retaining the record in permanent storage.

External Affairs

Record Description Retention Disposition RDA #
Annual and Other Reports:
Final report including annual, biennial, regular or special reports
Permanent* SW38
College/University Boards, Commissions, and University/System Chief Executive Documents:
Records include but not limited to: documents or records related to meetings of Boards, Commissions, Councils, and Committees. Documents relating to the University/System Chief Executive in the transaction of the official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives, minutes/accounts of proceedings, agenda, copies of reports, and announcements.
5 years after end of fiscal year of record Permanent* SW-U01
Financial: Alumni Development Files/Donor Gifts and Contributions/Endowment and Living Trust Agreements
Current and Historical Data Including (1) Alumni Development Files: alumni information. solicitation, pledge and contributions data, and all related documents. (2) Donor Gifts and Contributions: Donor Recognition Committee, Donor Director of Private Giving, Fund Raising Report, Philanthropy Awards, and all related documents. (3) Endowment and Living Trust Agreements, and all related documents.
5 years after end of fiscal year of record Permanent* SW-U03
Financial: Credit Card and Purchasing Card Documents
Documents relating to issuing and using of credit cards, new card applications, cardholder agreement forms, approver signed agreement forms, account maintenance forms, training tests, security forms, transaction logs, exception logs, fiscal officer's memos, account statements, receipts
5 years after end of fiscal year of record Destroy SW23
Financial: Fiscal Administrative Documents
Receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, balance sheets
5 years after end of fiscal year of record Destroy SW20
Intellectual Property Records:
Including, but not limited to trademark, copyright and patent Records, correspondence, forms, documents and materials relating to application for and granting of same
Permanent* SW-U05
Publications:
Printed materials and publications which have permanent administrative, physical, historical, or legal value such as brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, catalogs, bulletins, schedule of classes, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution
Permanent* SW-U05

*The retention period for items listed as "Permanent" is the amount of time the University must retain the record prior to transferring the record to the University Archives or retaining the record in permanent storage.

Finance and Administration

Record Description Retention Disposition RDA #
Annual and Other Reports:
Annual and Other Reports:
Permanent* SW38
Facilities:
Deeds, leases, capital agreements, capital project closeout files, other historical property documents
10 years after end of fiscal year Permanent* SW-U08
Facilities:
Documents related to non-closeout capital projects including amendments, supplements, estimates, change orders, schedules, pay applications, RFPs, bid documents, certificates of insurance and substantial completion
10 years after completion of project Destroy SW-U17
Financial: Fiscal Administrative Documents
Receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, balance sheets
5 years after end of fiscal year of record Destroy SW20
Financial: Accounting Reports
Documents relating to accounts receivables, deposits with supporting documentation, data and documents relating to monthly accounting reports
5 years after end of fiscal year of record Destroy SW01
SW02
Financial: Contracts and RFP Documents
Documents relating to contracts including final contract, Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluations, statements of work, correspondence, deliverable documentation, change order documentation, final submitted bids that were not awarded the contract, other related documents
6 years after contract ends Destroy SW12
SW27
Financial: Credit Card and Purchasing Card Documents
Documents relating to issuing and using of credit cards, new card applications, cardholder agreement forms, approver signed agreement forms, account maintenance forms, training tests, security forms, transaction logs, exception logs, fiscal officer's memos, account statements, receipts
5 years after end of fiscal year of record Destroy SW23
Financial: Travel Authorization Files
Documents relating to requests and authorizations for in-state and out-of-state travel and related correspondence including cost estimates for travel
5 years after end of fiscal year of record Destroy SW07
Hazardous Material Records:
Documentation of hazardous materials purchased, shipped, stored, or utilized, inventories, shipping papers, safety documentation, utilization logs / registers, Federal or state compliance documentation (EPA, OSHA, TDEC, etc.), disposal documentation, correspondence
5 years after end of fiscal year of record Destroy SW24
Human Resources: Personnel Files
Official personnel files for each employee, containing at least documentation of employee's payroll history
65 years after separation Destroy SW-U09
Human Resources: Employee Applications (not selected) and Affirmative Action
Application documents for full-time, part-time, temporary, and unpaid positions such as internships, hiring information, job registers, resumes of candidates not selected for the position, Affirmative Action Program records and any supporting documentation related to recruitment, selection, and advancement of employees that may be used to show compliance with federal Affirmative Action rules and regulations
5 years after end of calendar year job is filled Destroy SW28
SW29
Human Resources: Volunteer and Intern Records
Records for accepted volunteers and interns, screening documents, background check data, applications, consent forms, liability forms, training records, training completion, disciplinary actions, performance evaluations
30 years after end of calendar year of record Destroy SW33
Incident Report Records:
Documentation for incidents / accidents occurring on university property, involving university personnel or members of the general public, or involving university owned materials
10 years after end of calendar year of record or termination of litigation, whichever is later Destroy SW26
Internal Investigation Records:
Records of investigation resulting from a complaint from the public and/or internally against an employee of the university, correspondence, photographs, interviews, criminal report, medical files, university employee's files, decisions, orders, disciplinary actions, collateral documentation received for the investigation
10 years after investigation ends or termination of litigation, whichever is later Destroy SW30
Public Safety Records: University Police Reports
Records that include reports, supporting documentation, information on the scene of the incident, and correspondence. These records pertain to minor offenses such as traffic citations, parking tickets, etc.
5 years after closure of incident or investigation Destroy SW-U19
Public Safety Records: University Police Case Files
Reports documenting incidents involving campus police. Records include, but are not limited to: documents detailing incidents/offenses and accidents that occur on university property. Reports may contain case number, type of report, date, time, complainant or victim, address, and details of report.
10 years after completion of report, adjudication, or transfer of reports to local authority Destroy SW-U20
Public Safety Records: University Police Index Records
Records used for reference and statistical purposes. The records series includes long term cases and historical files. Information includes arrest records, arrests/citations/investigations statistical data, capital case files, identification files, missing persons files, and supplementary reports. The agency may utilize this RDA for case files or reports of a special interest or historical nature.
Upon completion of report, adjudication, or transfer of reports to local authority Permanent* SW-U21
Policies and Procedures
5 years after record becomes obsolete Permanent* SW-U01
Publications:
Printed materials and publications which have permanent administrative, physical, historical, or legal value such as brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, catalogs, bulletins, schedule of classes, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution
Permanent* SW-U05

*The retention period for items listed as "Permanent" is the amount of time the University must retain the record prior to transferring the record to the University Archives or retaining the record in permanent storage.

Student Affairs

Record Description Retention Disposition RDA #
Annual and Other Reports:
Final report including annual, biennial, regular or special reports
Permanent* SW38
Child Care Facility Records:
Including but not limited to visit reports, license certificates, inspection reports, immunization records, meal reports, observation reports
5 years after end of fiscal year of record Destroy SW-U14
College/University Boards, Commissions, and University/System Chief Executive Documents:
Records include but not limited to: documents or records related to meetings of Boards, Commissions, Councils, and Committees. Documents relating to the University/System Chief Executive in the transaction of the official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives, minutes/accounts of proceedings, agenda, copies of reports, and announcements.
5 years after end of fiscal year of record Permanent* SW-U01
Financial: Credit Card and Purchasing Card Documents
Documents relating to issuing and using of credit cards, new card applications, cardholder agreement forms, approver signed agreement forms, account maintenance forms, training tests, security forms, transaction logs, exception logs, fiscal officer's memos, account statements, receipts
5 years after end of fiscal year of record Destroy SW23
Financial: Fiscal Administrative Documents
Receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, balance sheets
5 years after end of fiscal year of record Destroy SW20
Health Services Records:
Patient files, billing information, clinic notes, medical history, evaluations, immunization files
10 years after end of fiscal year of record Destroy SW-U15
Publications:
Printed materials and publications which have permanent administrative, physical, historical, or legal value such as brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, catalogs, bulletins, schedule of classes, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution)
Permanent* SW-U05
Student Records:
Medical records (immunizations, disclosures, forms, medical information)
10 years after end of fiscal year of record Destroy SW-U13
Student Records: Student Information Records
Records include, but not limited to office or department files, credit by exam forms, graduation authorizations, accepted applications for admission or readmission, placement records, registration system receipts, tuition and fee charges, athletic department files, disciplinary records not resulting in expulsion, advising information, student employee documents.
5 years after end of academic year of record Destroy SW-U06

*The retention period for items listed as "Permanent" is the amount of time the University must retain the record prior to transferring the record to the University Archives or retaining the record in permanent storage.