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General Records Retention
Guidelines: ISU Academic and Administrative Departments
All records transferable to the ISU University
Archives must be six years old or older prior to their transfer. Please consult the
University Archives' Policy and Procedure for Transfer of
University Records prior to preparing your offices' files for transfer to the
University Archives. Further assistance is available from the University Archives at 403
Parks Library, (515)294-6672.
- Accreditation Files
- Records concerning departmental accreditation. Files may
include correspondence, reports, questionnaires, guides, and other related records.
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- Annual Reports Files
- Annual reports of the academic department
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- Calendar of Events, for the academic department
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- Committees Files, Departmental
- Records concerning departmental academic committees. Files
may include minutes of meetings, reports, notifications, correspondence, and other
pertinent records.
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- Committees and Councils Files
- Records concerning various college and university-wide
committees and councils with which the academic department deals. Files may include
minutes of meetings, reports, notifications, correspondence, and other pertinent records.
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- Correspondence Files
- Official departmental correspondence
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- Course Syllabi/Outlines Files
- Syllabus and/or outlines for each course offered by the
academic department.
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- Department Head's File
- Records maintained by the Department Head concerning
departmental programs and activities. Files may include correspondence, memorandums,
reports, directives, and other related records.
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- Departmental Programs Files
- Records concerning departmental academic programs. Files may
include program proposals and descriptions, administrative documents, correspondence, and
other related records.
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- Departmental Reports Files
- Reference copies of reports generated by the academic
department.
E-mail
Official
correspondence generated by the Dept. Head and/or academic department.
- Extension Files
- Any correspondence, photographs, or printed materials that
document the work of University Extension.
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- Faculty Lists and Directories of the academic department
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- Faculty Information Files
- Files containing biographical/professional information about
individual faculty of the academic department.
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- General Administrative Files
- Records concerning the administration of the departmental
office. Files may include reports, memorandums, correspondence, directives, and other
related records.
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- Grant Proposal Files
- Proposals for grants awarded to the college and/or its
academic departments. Proposals should be filed with the Grants File which contains other
documents on the particular grant project.
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- Grants Files
- Records concerning specific grants awarded to and/or
administered by the college and/or its academic departments. May include grant proposals,
final and progess reports, contracts, regulations and guidelines, correspondence, audits
and other related records.
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- History Files
- General informational files on the development of the
academic department. May include notes, typescripts, publications, newsletters, reports,
correspondence, photographs, and other related records.
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- Meetings Files, Faculty
- Records concerning departmental faculty meetings. May
include memoranda, agendas, meeting minutes, reports, and other related records.
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- Organizations and Associations Files
- Records concerning various faculty, staff, student, and
professional organizations and associations with which the academic department deals.
Files may include correspondence, reports, publications, minutes, announcements, and other
related records.
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- Photograph Files
- Photographic prints and/or negatives of the academic
department's activities, functions, facilities, and its faculty, staff and students.
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- Policies and Procedures Files
- Includes files and manuals specific to the academic
department of past and present policies and procedures.
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- Publications, Faculty
- Publications by the faculty of the academic department.
Publications of non-ISU faculty are to be destroyed when their usefulness as reference
files ends.
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- Research Projects Files
- Records concerning various departmental research projects.
Files may include reports, correspondence, project descriptions, and other related
records.
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- Self Study Reports and Files
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- Special Gifts Files
- Records concerning special gifts to the academic department.
Files may include correspondence, agreements and stipulations, descriptions of gifts,
accession information, and other related records.
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- Speeches Files
- Scripts of speeches presented by the Department Head and
faculty.
Academic Departmental Files Not
Accepted by the ISU University Archives (To be Destroyed or Transferred Elsewhere):
- Academic records/transcripts files (official copy kept by
Registrar's Office)
- Accident reports files
- Affirmative Action/Equal Opportunity files
- Applications for employment files
- Applications for graduation files
- Bank statements/cancelled checks files
- Budget files
- Career planning/placement files
- Class schedule files
- Clippings files
- Comprehensive examinations and exam results files
- Conferences and workshop files, conducted by or attended by
departmental personnel
- Contracts, leases, and agreements files
(facilities/services/equipment used by the department)
- Course enrollment files
- Course lists
- Course (new) proposals files
- Credit by examination files
- Degree listing files
- Drop/Add forms files
- Energy and utilities files
- Examinations/tests (completed) files
- Extra hour registration files
- Faculty honors and awards files (to personnel file,
Provost's Office)
- Faculty recruitment files
- Financial aid/student loans files
- Fire and safety files
- Grade distribution files
- Grade listings files
- Graduate listings files
- Grant proposals, unapproved
- Grants administration files (receipts, purchase orders,
equipment lists, accounting records etc.)
- Grievance files
- Instructor class rolls/grade sheets files
- Leave files
- Loan recipient college enrollment verification files
- Mailing lists
- Maintenance services files
- Overtime files
- Parking assignment files
- Pass/Fail forms files
- Patent files
- Payroll time sheet files
- Personnel files
- Placement tests and scores listings files (composite or
individual test scores)
- Position descriptions, non-faculty
- Prospective graduates files
- Purchase order files
- Raised grade files
- Receipts
- Reference files (containing materials of topical interest to
the department)
- Repeat course files
- Scholarship reference files
- Search committee files
- Staff meetings files
- Student awards, honors, and scholarships files (to student
records, Registrar's Office)
- Student internship/assistantship files (to student records,
Registrar's Office)
- Student locator (address) files
- Student ranking files
- Student records changes files
- Student teaching certification files (to student records,
Registrar's Office)
- Summer school course offerings files
- Supplies and equipment files
- Surplus property files
- Telephone billing files
- Tenure files
- Textbook requests and orders files
- Time cards
- Transfer admissions files
- Transfer equivalent files
- Travel request files
- Travel reimbursement files
Veteran's benefits files
Work order files
For further assistance, please contact:
Tanya Zanish-Belcher, Head
Special Collections/University Archives
403 Parks Library
Iowa State University
Ames, IA 50011-2140
Voice: (515) 294-6648
Fax: (515) 294-5525
tzanish@iastate.edu
or Michele
Christian, Associate Professor
University Records Analyst
403 Parks Library
Iowa State University
Voice:
515-294-4216
michelec@iastate.edu |