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 it. 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 Records documenting accreditation review, including but not limited to university, college, or department files such as self-studies, reports, guides, correspondence, questionnaires, and related documentation	Permanent*		SW-U18
Animal Care Records Records documenting animal care, including but not limited to animal procurement, vaccination records, health records, and livestock request forms	5 years after end of fiscal year of record	Destroy	SW-U16
Annual and Other Reports Publications and documents including annual, biennial, regular, or special reports	Permanent*		SW38
Annual Report Working Papers Documents related to the preparation of annual reports	5 years after report publication	Destroy	SW15
Audit Records Documents and working papers generated for audit reports	10 years after end of fiscal year of record	Permanent*	SW-11
Committee, Board, Commission, Faculty Senate, Staff Senate, and Council Records Records documenting meetings, including but not limited to official correspondence, agendas, minutes/accounts of proceedings, announcements, memorandums, final reports, official policies, and current and obsolete directives	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 applicants, including but not limited to applications, screening documents, background check data, consent forms, liability forms, training records, training completion, disciplinary actions, and 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 schedules of classes, catalogs, bulletins, brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution	Permanent*		SW-U05
Research Records Records pertaining to research conducted in an academic institution, including those created over the course of the research project, steps taken, and results, such as correspondence, project description, final reports or deliverables, data, and related documentation	10 years	Destroy	SW-U07
Student Records: Student Education Records Official academic records of students attending the institution, including but not limited to 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, commencement program, and student disciplinary files resulting in suspension or expulsion	Permanent*		SW-U02
Student Records: Student Admissions Application – Denied, Canceled, Admitted Non-Enrolled Application records for admission into the institution, including but not limited to applications, 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 such as tests, exams, homework, projects, etc.	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 that are not protected as part of the Student Education Record (RDA SW-U02), including but not limited to individual office files like gradebooks, department files, graduation authorizations, accepted applications for admission or readmission, credit by exam forms, placement records, registration system receipts, tuition and fee charges, and athletic department files	5 years after end of academic year of record	Destroy	SW-U06
Student Records: Applications for Student Aid – Not Selected Non-selected applications by students for academic and/or merit-based scholarships, including but not limited to applications and supporting documentation, notification letters, type of award, amount, appeals, and other specific requirements determined by the scholarship funding agent	1 year after end of the award period	Destroy	SW-U11
Student Records: Applications for Student Aid – Selected Selected applications by students for academic and/or merit-based scholarships, including but not limited to applications and supporting documentation, notification letters, type of award, amount, and other specific requirements determined by the scholarship funding agent	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, and executive directors) in the transaction of official business, such as official correspondence, memorandums, final reports, official policies, and current and obsolete directives	5 years after end of fiscal year of record	Permanent*	SW08
Annual and Other Reports Publications and documents including annual, biennial, regular, or special reports	Permanent*		SW38
Athletic Records Records including but not limited to National Collegiate Athletic Association (NCAA) eligibility and related files, student patient files, and academic second opportunity applications	10 years after student leaves the University	Destroy	SW-U04
Audit Records Documents and working papers generated for audit reports	10 years after end of fiscal year of record	Destroy	SW11
College/University Boards, Commissions, and University/System Chief Executive Documents Records documenting the meetings of Boards, Commissions, Councils, Committees, and the University/System Chief Executive, including but not limited to official correspondence, agendas, minutes/accounts of proceedings, announcements, memorandums, reports, official policies, and current and obsolete directives	5 years after end of fiscal year of record	Permanent*	SW-U01
Real Property / Facilities Files Facilities files, including but not limited to deeds, leases, capital agreements, capital project closeout files, and other historical property documents	10 years after end of fiscal year	Permanent*	SW-U08
Financial: Credit Card and Purchasing Card (p-card) Documents Documents relating to the issuing and using of credit cards, including but not limited to 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, and receipts	5 years after end of fiscal year of record	Destroy	SW23
Financial: Fiscal Administrative Documents Files include documents of fiscal value not covered by other RDAs, such as receipt documents, invoices, purchase orders, inventory records, payment documentation, payroll processing documentation, space assignment documentation, warranties, internal bookkeeping documentation, and 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, including but not limited to memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, discovery, attorney work papers, exhibits, pleadings, settlement documents, and transcripts	7 years	Destroy	11226
Original Captured Media Finished products of video, audio, and digital images created/captured, produced, and used for official agency business	5 years after end of calendar year	Permanent*	SW36
Student Records: Student Information Records Records that are not protected as part of the Student Education Record (RDA SW-U02), including but not limited to individual office files like gradebooks, department files, graduation authorizations, accepted applications for admission or readmission, credit by exam forms, placement records, registration system receipts, tuition and fee charges, and athletic department files	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 that do not meet quality standards and may be removed at the discretion of the creator and/or staff (Any media not disposed of will be covered under SW-36)	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 official business, incudling but not limited to official correspondence, announcements, memorandums, reports, official policies, and current and obsolete directives	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 schedules of classes, catalogs, bulletins, brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution	Permanent*		SW-U05

External Affairs

Record Description	Retention	Disposition	RDA #
Annual and Other Reports Publications and documents including annual, biennial, regular, or special reports	Permanent*		SW38
College/University Boards, Commissions, and University/System Chief Executive Documents Records documenting the official meetings of Boards, Commissions, Councils, Committees, and the University/System Chief Executive, including but not limited to official correspondence, agendas, minutes/accounts of proceedings, announcements, memorandums, reports, policies, and current and obsolete directives	5 years after end of fiscal year of record	Permanent*	SW-U01
Financial: Alumni Development Files, Donor Gifts and Contributions, and Endowment and Living Trust Agreements All current and historical documents relating to: alumni development files such as alumni information, and solicitation, pledge, and contributions data; donor gifts and contributions files such as those from Donor Recognition Committees, private giving, fund raising reports, and philanthropy awards; and endowment and living trust agreements	5 years after end of fiscal year of record	Permanent*	SW-U03
Financial: Credit Card and Purchasing Card (p-card) Documents Documents relating to the issuing and using of credit cards, including but not limited to 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, and receipts	5 years after end of fiscal year of record	Destroy	SW23
Financial: Fiscal Administrative Documents Files include documents of fiscal value not covered by other RDAs, such as receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, and balance sheets	5 years after end of fiscal year of record	Destroy	SW20
Intellectual Property Records Files documenting the University's intellectual property, including but not limited to trademark, copyright, and patent records, as well as 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 schedules of classes, catalogs, bulletins, brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution	Permanent*		SW-U05

Finance and Administration

Record Description	Retention	Disposition	RDA #
Annual and Other Reports Publications and documents including annual, biennial, regular, or special reports	Permanent*		SW38
University Real Property Files Files that include deeds, leases, capital agreements, capital project closeout files, and other historical property documents	10 years after end of fiscal year	Permanent*	SW-U08
Capital Project Files Records documenting non-closeout capital projects, including but not limited to amendments, supplements, estimates, change orders, addenda, bid documents, certificates of completion, certificates of insurance, schedules, pay applications, job order contract projects, consent of surety, Requests for Proposals (RFPs), notice to proceed letters, field/observation reports, photographs, construction progress reports, designer cost estimates, meeting notes, and letters of transmittal (Captial Project Closeout Files should be maintained permanently under SW-U08 University Real Property Files)	10 years after completion of project	Destroy	SW-U17
Financial: Fiscal Administrative Documents Files include documents of fiscal value not covered by other RDAs such as, receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, and 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 (p-card) Documents Documents relating to the 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, and 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, and 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 schedules of classes, catalogs, bulletins, brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution	Permanent*		SW-U05

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 (p-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 Files include documents of fiscal value not covered by other RDAs, such as receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, and balance sheets	5 years after end of fiscal year of record	Destroy	SW20
Health Services Clinic Records Records documenting health clinic care, including but not limited to patient files, billing information, clinic notes, medical history, evaluations, and 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 schedules of classes, catalogs, bulletins, brochures, reports, special event promotions, press releases, newsletters, newspapers, directories, pamphlets, announcements, photographs, budget books, or other printed material produced for distribution	Permanent*		SW-U05
Student Medical Records Records documenting medical care, including but not limited to immunization history, forms, health disclosures, and 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