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 records have been assembled into a schedule and alphabetically arranged by University area for ease of use and can be found below, with the record types common among all units at the top.

An item 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. An item marked "permanent" becomes an inactive record but must still be retained after the "retention" period. An item marked "permanent" for both retention and disposition is a permanent record 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.

*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.

All Units

Record Description	Retention	Disposition	RDA #
Annual and Other Reports Publications and documents including annual, biennial, regular, or special reports, or other printed material produced for distribution outside the department or agency for which the report or printed material was published	Permanent*		SW38
Annual and Other Report Working Papers Documents related to the preparation of annual and other reports	5 years after report publication	Destroy	SW15
Internal Procedures One copy of official procedures will be kept by the issuing Unit for retention/reference	10 years	Destroy	SW22
Publications Printed materials and publications that 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
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 that is not disposed of will be covered under SW36 "Original Captured Media" below.	Files are cut off when no longer of administrative value to the division	Destroy	SW37

Academic Affairs

Record Description	Retention	Disposition	RDA #
Accreditation Records Records documenting accreditation review by accrediting agencies, including but not limited to university, college, or department files such as self-studies, reports, guides, correspondence, and questionnaires	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
Audit Records Documents and working papers generated for audit reports	10 years after end of fiscal year of record	Permanent*	SW11
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
Intellectual Property Records Files include, but are not limited to, trademark, copyright, and patent records, correspondence, forms, documents, and materials relating to application for and granting of same	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 Admissions Applications – 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. Applications for students who do enroll should be kept permanently as part of SW-U06 Student Information Records.	1 year after end of application term or any appeal process	Destroy	SW-U10
Student Applications for Scholarships/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. This RDA covers non-selected applications only. Selected applications should be kept under SW-U12 Applications for Scholarship Files –Selected.	1 year after end of the award period	Destroy	SW-U11
Student Applications for Scholarships/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. This RDA covers selected applications only. Non-selected applications should be kept under SW-U11 Applications for Scholarship Files – Non-Selected.	5 years after end of the award period	Destroy	SW-U12
Student Course Documents/Assignments Tests, exams, homework assignments, class projects, and other such student assessments	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 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 (1 copy), and student disciplinary files resulting in suspension or expulsion	Permanent*		SW-U02
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 such as faculty gradebooks, advising information, department files such as student employee documents, graduation authorizations, accepted applications for admission or readmission, credit by exam forms, placement records, registration system receipts, tuition and fee charges, and disciplinary records not resulting in suspension or expulsion	5 years after end of academic year of record	Destroy	SW-U06
Syllabi	1 year after end of academic year	Permanent* (Transfer to University Archives to be placed in ASPIRE)

Alumni, Engagement, & Philanthropy

Record Description	Retention	Disposition	RDA #
Alumni Development Files, Donor Gifts and Contributions, and Endowment and Living Trust Agreement Records 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, fundraising reports, and philanthropy awards; and endowment and living trust agreements	5 years after end of fiscal year of record	Permanent*	SW-U03

Athletics

Record Description	Retention	Disposition	RDA #
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
Student-Athlete Information Records Athletic department files for student records that are not protected as part of Student Education Records (Statewide RDA SW-U02) or Athletic Records (Statewide RDA SW-U04)	5 years after end of academic year of record	Destroy	SW-U06

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
Audit Records Documents relating to audit reports and working papers generated by auditors to document investigations and/or audit reports conducted internally	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, and Committees, and the University/System Chief Executive in the transaction of the official business, 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
President’s Papers Documents relating to the University president in the transaction of official business, including 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

Finance & Administration

Record Description	Retention	Disposition	RDA #
Financial Accounting Journal Vouchers and Deposit Slips Documents relating to accounts receivables and deposits with supporting documentation	5 years after end of fiscal year	Destroy	SW01
Financial Accounting Reports Documents relating to monthly accounting reports	5 years after end of fiscal year of record	Destroy	SW01 SW02
Financial: Contracts Documents relating to contracts between state agencies and vendors, including a copy of the final contract, Requests for Proposals (RFPs), Requests for Information (RFIs), bid evaluation documents, statements of work, deliverable documentation, change orders, correspondence, and other related documents.	6 years after contract ends	Destroy	SW12
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: Request for Proposal (RFP) Documents – Not Selected Final submitted bid documents that were not awarded the contract and fall under three categories: (1) Unsuccessful - bids met criteria but were not selected; (2) Non-responsive - bids that did not follow directions and were disqualified; and (3) Rejected - bids that were not submitted by the set deadline for submission	5 years after end of fiscal year of record	Destroy	SW27
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
Fiscal Administrative Documents Files of fiscal value not covered by other RDAs, including but not limited to 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
Hazardous Material Records Documentation of hazardous materials purchased, shipped, stored, or utilized, including but not limited to inventories, shipping papers, safety documentation, utilization logs/registers, federal or state compliance documentation (EPA, OSHA, TDEC, etc.), disposal documentation, and correspondence. Training documentation shall be stored with and covered by RDA-SW09 – Personnel Files.	5 years after end of fiscal year of record	Destroy	SW24
Human Resources Affirmative Action Compliance Records 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 of record	Destroy	SW29
Human Resources: Employee Applications - Candidates Not Selected Application documents, including but not limited to hiring information, job registers, and resumes of candidates who were not selected for full-time, part-time, or temporary positions, and unpaid positions such as internships. These fall under three categories: (1) Unsuccessful - applicant met criteria but was not hired; (2) Non-responsive - applicant did not submit required material or respond to attempted communication; and (3) Rejected - applications that were not submitted by the deadline or failed to meet minimum requirements.	5 years after end of calendar year job is filled	Destroy	SW28
Human Resources: Personnel Records Official personnel files for each employee, including at a minimum documentation of employee's payroll history	65 years after separation	Destroy	SW-U09
Human Resources: Volunteer and Unpaid Intern Records Records for accepted volunteers and interns, including but not limited to applications, screening documents, background check data, consent forms, liability forms, training records, training completion, disciplinary actions, performance evaluations	30 years after end of calendar year of record	Destroy	SW33
Incident Reports 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 Files Records of investigation resulting from a complaint from the public and/or internally against an employee of the University, including but not limited to correspondence, photographs, interviews, criminal reports, medical files, University employee's files, decisions, orders, disciplinary actions, and collateral documentation received for the investigation	10 years after investigation ends or termination of litigation, whichever is later	Destroy	SW30
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
University Facilities Files Records related to University facilities, 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
University Non-Closeout Capital Project Files Records documenting non-closeout capital projects, including but not limited to amendments, supplements, estimates, change orders, addenda, bid documents, certificates of substantial 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. Capital Project Closeout files should be maintained permanently under SW-U08 University Real Property / Facilities Files.	10 years after completion of project	Destroy	SW-U17
University Police Case Files Reports documenting incidents involving campus police including but not limited to those detailing incidents/offenses and accidents that occur on University property. Reports may contain case numbers, type of report, date, time, complainant or victim information, address, and other details.	10 years after completion of report, adjudication, or transfer of reports to local authority	Destroy	SW-U20
University Police Index Records Records used by the University police for reference and statistical purposes including but not limited to long-term case and historical files such as 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
University Police Reports University police records, including but not limited to reports, correspondence, information on the scene of the incident, and supporting documentation. These records pertain to minor offenses such as traffic citations, parking tickets, etc.	Permanent*		SW-U05

Legal Affairs & Organizational Strategy

Record Description	Retention	Disposition	RDA #
Office of Legal Affairs 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 created and used by the employees of the agency	5 years after end of calendar year	Permanent*	SW36
University Policies Official policies related to the University's mission, operational efficiencies, institutional risk, and expectations for operation including: Governance and Organization; Academic Policies; Student Policies; Business and Finance Policies; Personnel Policies; Nondiscrimination, Harassment, and Sexual Misconduct; Advancement and Communications; and Athletics	5 years after end of fiscal year of record	Permanent*	SW-U01

Student Affairs

Record Description	Retention	Disposition	RDA #
Child Care Facility Records Records including but not limited to visit reports, license renewal documents, license certificates, inspection reports, immunization inspection reports records, fire safety reports, meal reports, program improvement plans, playground and meal supervisory plans, and observation reports	5 years after end of fiscal year of record	Destroy	SW-U14
Health Services Clinic Records Records documenting health clinic care, including but not limited to patient files, billing information, clinic notes, medical history, evaluations, and immunizations	10 years after end of fiscal year of record	Destroy	SW-U15
Student Medical Records Files relating to student medical information records such as student health forms, immunization history, Meningitis forms, Hepatitis forms, allergy injection forms, and health disclosures	10 years after end of fiscal year of record	Destroy	SW-U13