Department Specific Retention Schedule

The Department Specific Retention Schedule lists the records identified by NMU departments as their critical or most-produced records.

Other records retention periods are listed in the General Retention Schedule, which covers broad categories that span multiple departments, or in the Records that do not need to be Retained sections.

The Department Specific Retention Schedule is organized by department.

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z


Academic Career and Advising Center

Academic Proficiency Records

Retain 7 years and then confidentially destroy.

First Year Experience Records

Retain block scheduling records 5 years and then purge. Retain all other records as needed.

Freshman Probation Project File

Confidentially destroy once the student leaves probation.

Orientation Program Records

Permanent.  Retain 2 years in office and then transfer to the University Records Center for preservation.

Probationary Student File

Retain 7 years after the file has been declared inactive and then confidentially destroy.

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Academic Information Services

Computer Insurance Claim Records

Retain 2 years following end of lease and then confidentially destroy.

Donor Files

Permanent.

Fine Appeal Records

Retain 1 year following resolution of final appeal.

Inter-Library Loan (ILL) Records

Retain 2 years and then purge or destroy.

Laptop Computer Use Agreement

Retain 2 years following end of lease and then confidentially destroy.

Laptop Work Orders

Retain 2 years and then destroy or purge.

OPAC Server Logs

Permanent.

Patron Registration and Request Forms

Retain 1 year plus current and confidentially destroy.

Purchasing Basis of Award

Retain 4 years and then confidentially destroy.

Reserve Request Forms

Retain 5 years and then purge or destroy.

Standing Orders

Retain 4 years after agreement is canceled and confidentially destroy provided no standing audit.

Vendor Licensing Agreements

Retain 7 years following end of agreement and then confidentially destroy.

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Academic Information Services—University Archives

Donor Files

Permanent

Patron Registration and Request Forms

Retain 1 year plus current and confidentially destroy.

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Academic Information Services—University Records Center

Records Destruction File

Permanent. Retain in office until no longer needed and then transfer to the University Records Center.

University Records Center Accession Records

Retain non-permanent record series’ forms 1 year plus current. Maintain all other forms permanently for preservation.

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Alumni Association

Alumni Board Member Records

Permanent

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Athletic and Recreation Facilities

Building Income and Invoice Records

Retain 2 years in office and then transfer to the University Records Center for a total retention of 7 years.

Daily and Event Deposit Records

Retain 2 years in office and then transfer to the University Records Center for a total retention of 7 years.

Ticket Sales Records and System Database

Retain 7 years and then confidentially destroy or purge.

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Audio-Visual Services

Audio-Visual Services Media

Retain until no longer needed and then transfer to the University Records Center for preservation.

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Board of Trustees

Board of Trustees Closed Session Minutes

Retain 1 year plus current and then confidentially destroy.

Board of Trustees Session Recordings

Retain one year and destroy provided the minutes have been approved by the Board of Trustees.

Internal Audit Reports

Permanent. Retain 5 years in office and then transfer to the University Records Center for preservation.

Proposed Audit Plan

Permanent. Retain 5 years in office and then transfer to the University Records Center for preservation.

Planning Files

Retain 3 years plus current year and destroy provided materials relating to anything which transpired during Board meetings and substantive texts during Board social events are transferred to the University Records Center for preservation.

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Bookstore

Book Invoices and Supply Orders

Retain 7 years plus current and then confidentially destroy or purge.

License and Copyright Agreement Records

Retain 6 years past the expiration or termination of the agreement and then confidentially destroy.

Post Office Records

Retain 4 years provided no pending audit.

Textbook Requisition Records

Retain 1 year plus current.

WinPrism Database

Delete inactive data every semester. Retain backups 7 years plus current and then confidentially destroy or purge.

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Career Services

Employer Campus Interview File

Retain hardcopy for 2 years and then destroy.

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Center for Student Enrichment

New Student Organization Files

Permanent.  Transfer inactive organizations to the University Records Center for preservation.

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Charter Schools

Charter Schools Contracts

Retain 5 years or until superseded.

Compliance Monitoring Records

Retain 7 years following termination of contract and then purge from the system.

License and Copyright Agreement

Retain 6 years past the expiration or termination of the agreement and then confidentially destroy.

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Counseling and Consultation Services

Client Case Files

Retain 7 years after date of last activity and confidentially destroy.

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Dean of Students Office

Dean of Students’ Student Record/Withdrawal Records

Retain 7 years and then confidentially destroy.

Student Activity Fee Files

Retain financial records 5 years and destroy, provided all other records are transferred to the University Records Center for preservation. 

Student Conduct Records

Files related to suspensions, suspension held in abeyance, and expulsions & end of semester violation summaries are retained permanently. All other records are retained 7 years and then confidentially destroyed.

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Dean of Students Office—Disability Student Services

Disability Services Student Records

Retain 7 years and then confidentially destroy.

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Department of English

English Placement Records

Retain 3 years plus current and then confidentially destroy.

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Department of Music

Student Audition Records

Retain until no longer needed and confidentially destroy.

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Department of Physics

Premedical Advisory Board Student Evaluation Records

Retain 20 years after last activity and then confidentially destroy.

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Department of Speech, Language, and Hearing Sciences

Client Records

Retain records of child clients until age 21 and retain records of adult clients 7 years following end of service and then confidentially destroy.

Student Clinical Records/Graduate Files

Retain 30 years following completion of the program and then confidentially destroy.

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Department of Surgical Technology

Program and Clinic Records

Retain 6 years after completion of program or date of last attendance and then confidentially destroy.

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Engineering and Planning

Campus Master Plan File

Retain 15 years plus current and then transfer to the University Records Center for preservation.

Drawing Files

Permanent. Retain in office until no longer needed and then transfer to the University Records Center for preservation.

Projects File

Permanent. Retain in office until no longer needed and then transfer to the University Records Center for preservation.

Property Acquisition Records

Permanent. Transfer to the University Records Center as needed.

Ripley Heating Plant Boiler Logs

Retain 7 years and then destroy provided no pending litigation or state inspection.

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Finance and Planning

Bank Reconciliation Records

Retain 7 years plus current.

Budget Development Records

Retain 3 years and then confidentially destroy.

Budget Reductions

Permanent. Retain as needed and then transfer to the University Records Center.

Budget Request Records

Retain budget request book permanently and transfer to the University Records Center as needed. Retain all other records 4 years and then confidentially destroy.

Budget Revisions and Directives

Retain 7 years and then confidentially destroy.

Disbursement Checks

Retain 7 years and then confidentially destroy.

Heidi Reporting Records

Retain 7 years and then confidentially destroy or purge.

IPEDS Records

Retain 4 years and then confidentially destroy.

Union Negotiation Records

Permanent. Retain as needed and then transfer to the University Records Center.

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Forest Roberts Theater

Playwriting Award Records

Permanent. Retain records in office until no longer needed and then transfer to the University Records Center.

Show Files

Permanent. Retain records in office until no longer needed and then transfer to the University Records Center.

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Health Center

Controlled Substance Inventory

Retain 5 years and then confidentially destroy.

HIV File

Retain 3 years and then confidentially destroy.

Lab Reports File

Retain 2 years and then confidentially destroy.

Medicaid Financial file

Retain 6 years plus current and confidentially destroy provided there is no audit pending.

Patient Census Statistical Reports

Retain monthly reports 5 years plus and transfer year end reports to the University Records Center for permanent retention.

Patient Medical Records

Retain 4 years after student and/or employee terminates and confidentially destroy provided the records are scanned and maintained electronically.

Prescription Records

Retain 5 years and then confidentially destroy.

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Human Resources

Applications File

Retain 5 years after date of hire and confidentially destroy provided there is no litigation pending.

Benefits File

Retain personally identifiable information for 6 years and confidentiality destroy.  Retain information relating to benefit areas until superseded and then transfer to the University Records Center for preservation.

Faculty Medical Records

30 years following termination of employment.  Records should be transferred to the University Records Center in a sealed/confidential envelope 6 months following termination of employment.

Flexible Spending Accounts

Retain two years in office then transfer to the University Records Center for a total retention of six years.

Grievance File

Retain 30 years after the case is closed and confidentially destroy.

Job Descriptions

Retain 5 years after inactive or superseded and destroy.

Official Personnel Record

Permanent. Paper copies of scanned Personnel Records can be confidentially destroyed following verification of proper storage in Xtender.

Official Faculty Personnel Record

Permanent.  Paper copies of scanned Personnel Records can be confidentially destroyed following verification of proper storage in Xtender.

Questionnaire File

Confidentially destroy provided the entire position titling/grading system has been superseded.

Scanned Official Personnel/Faculty Records Paper copies of scanned Personnel Records can be confidentially destroyed following verification of proper storage in Xtender.

Staff Medical Records

Retain 7 years following termination of employment and then confidentially destroy.

Unemployment Claims and Quarterly Reports

Retain 3 years plus current year and confidentially destroy provided there is no appeal pending.

Union File

Retain 10 years plus current and transfer to the University Records Center for preservation.

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Human Resources—Payroll

Employee Tax Withholding

Retain 5 years following employee separation from university and then confidentially destroy.

Employment Eligibility Verification

Retain 3 years after hire or 1 year after separation, whichever is longer and then confidentially destroy.

Staff and Faculty Time Sheets

Retain 7 years and then confidentially destroy.

Student Hourly Time Sheets

Retain 2 years and then confidentially destroy.

TIAA Employee Contribution Record

Retain 30 years and then confidentially destroy.

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Human Resources—Equal Opportunity

Applicant Data File

Retain 5 years after the date of hire and destroy provided there is no litigation pending.

Equal Employment Opportunity Commission (EEOC and Office of Civil Rights) Case Files

Retain 5 years after final disposition and then transfer to the University Records Center for preservation.

Informal Complaint and Investigation Record

Retain 5 years following resolution of complaint provided no litigation is pending.

Internal Grievance Case Files

Retain 6 years after final appeal within the University and then confidentially destroy.

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Injury Evaluation and Care Clinic (IECC)

IECC Patient Records

Retain 7 years after date of last activity and then confidentially destroy or purge, provided annual reports are transferred to the University Records Center for preservation.

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Intercollegiate Athletics

Advising, Tutoring, and Referral Services Records

Retain 7 years following graduation or date of last attendance and confidentially destroy provided no litigation is pending.

Game Agreement Records

Retain 7 years and then confidentially destroy.

Inactive Athlete and Group Files

Retain 7 years following graduation or date of last attendance and confidentially destroy or purge provided no litigation is pending.

NCAA Compliance Forms

Permanent. Retain 6 years in office and then transfer to the University Records Center for preservation.

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Intercollegiate Athletics—Athletic Training

Athletic Training Accreditation and Continuing Education Records

Permanent

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Intercollegiate Athletics—Athletic Training & Olympic Training Site

Student Athlete Insurance Claim

Retain 7 years following graduation or date of last attendance and confidentially destroy provided no litigation is pending.

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Internal Audit

Internal Audit Work Papers

Retain 6 years and then destroy.

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International Programs

Faculty Led Study Abroad

Retain 1 year following program completion and destroy.

International Student Record

Retain 3 years after last enrollment or 1 year after failure to enroll and then confidentially destroy.

Study Abroad Database

Retain 5 years following graduation or date of last attendance and then confidentially delete.

Study Abroad Student Records

Retain 3 years after program completion and then confidentially destroy.

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Learning Resources

Individual Campaign Fundraising Records

Retain 7 years following last activity with donor.

Program Provider Records

Retain 7 years following last activity and then confidentially destroy.

Underwriting Contracts

Retain 20 years following last activity with underwriter and then confidentially destroy.

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NMU Press

NMU Press Records

Retain until end of publication. Retain financial records 4 years following closure of account.

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Office of Admissions

Admission Report File

Retain 10 years plus current and confidentially destroy provided ACT Profiles and Admissions and Enrollment Reports are transferred to the University Records Center for preservation.

Campus Visit File

Retain 1 year plus current and then confidentially destroy.

Freshman and Transfer Student Application Records

Retain hardcopy 2 years after application term and confidentially destroy following digital conversion.

International Student Application Records

Retain hardcopy of non-enrolled and enrolled files for 5 years after application term and confidentially destroy following digital conversion.

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Office of Continuing Education and Workforce Development

Non-Credit Program Records

Retain all appraisal records permanently and transfer to the University Records Center. Retain all other records 7 years and then confidentially destroy.

Workforce Development Program Records

Retain 5 years following completion of program and then confidentially destroy.

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Office of Graduate Education and Research

Freshman Fellowship Program Records

Retain 5 years and then confidentially destroy, provided student applications and essays are transferred to the University Records Center for permanent retention.

Graduate Faculty Status Application Records

Retain 10 years after date of last activity and then confidentially destroy.

Graduate Student Admission Records

Retain any hardcopies or supplemental student records 7 years and then destroy provided all records are batch scanned into Axiom/Banner.

Institutional Review Board (IRB) Records

Permanent. Retain in office until no longer needed and then transfer to the University Records Center for preservation.

Thesis Signature Records

Retain 1 year plus current and destroy provided the record is scanned and included in the student's official university record.

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Office of Grants and Contracts

External Grant Application File

Retain 7 years after project completion and then confidentially destroy.

Internal Grant Application File

Retain 7 years after project completion and then confidentially destroy.

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Office of Housing and Residence Life

Paraprofessional Staff Records

Retain 7 years after employee separation and then confidentially destroy.

Residence Assignment Records

Retain in office 2 years and then transfer to the University Records Center for a total retention of 7 years and then confidentially destroy.

Special Permission Release Records

Retain 5 years from request submission and then confidentially destroy.

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Office of Institutional Research, Planning, and Assessment

Teaching Load Reports

Retain as needed and then confidentially destroy or purge.

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Office of Public Safety and Police Services

Background Checks

Retain 2 years and then confidentially destroy.

Billing Journal

Retain 4 years plus current and then confidentially destroy.

Bike Registration Cards

Retain 10 years and then confidentially destroy.

Building Security Checklist

Retain 2 years plus current and then destroy provided no pending litigation.

Dispatch Logs and Forms

Retain 2 years in office and then transfer to the University Records Center for a total retention of 10 years.

Material Safety Data Sheet Records (MSDS)

Retain 30 years and then confidentially destroy.

Overtime Equalization Records

Retain 3 years and then confidentially destroy.

Parking Registration Forms and Temporary Registration Cards

Retain hardcopy 1 year plus current and confidentially destroy. Retain electronic record 5 years and then purge.

Parking Tickets

Retain 4 years plus current and then confidentially destroy provided no pending audit.

Police Incident Reports/Complaints

Retain homicide reports permanently. Retain felony reports current plus 20 years, retain misdemeanor reports current plus 7 years, and retain non-criminal reports current plus 3 years and then confidentially destroy.

Police Officer's Daily Activity Report

Retain 5 years plus current in office and then transfer to the University Records Center for a total retention of 10 years.

Safety and Security Records

Retain 10 years and then confidentially destroy.

Ticket Citation and Complaint Logs

Retain 3 years and then confidentially destroy.

University Key Control Records

Retain until employee separates from the university and then confidentially destroy.

Weapons Registration

Retain 2 years, or as long as weapon is maintained on campus, and then confidentially destroy.

Work Incident Reports

Retain 6 years and then confidentially destroy.

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Office of Records and Registrar

Athletic Eligibility Records

Retain athlete records 10 years after date of first enrollment. Retain eligibility reports for one year after certification and then confidentially destroy.

Complete Withdrawal Records

Retain complete withdrawal forms and back dated 'W' memos for 5 years and then confidentially destroy.

Course Registration Audit Trails

Permanent

Credit Substitution Records

Retain 5 years after graduation or date of last attendance.

Dean's List Record

Permanent

Degree Evaluations (Audit)

Retain 5 years after graduation or one year after the date of last attendance and then confidentially destroy.

Drop/Add Records, Administrative Drop for Non-attendance Records

Retain 3 years and then confidentially destroy.

Grade Change/Incomplete Forms

Permanent

Graduate/Undergraduate Course Permission Forms

Retain 3 years and then confidentially destroy.

Guest Applications

Retain 1 year after course completion and then confidentially destroy.

Historic Student Record Card

Permanent

Michigan Residency Request Records

Retain 5 years plus current and then confidentially destroy.

Name/Address Change Form

Retain 5 years after graduation or date of last attendance and then confidentially destroy.

Official Student Transcripts

Permanent

Refund Appeal Records

Retain 5 years following request.

Returned Diplomas

Retain 5 years after graduation and then destroy.

Roster Maintenance Records

Retain mid-semester and beginning rosters for 3 years and then confidentially destroy. Maintain graded rosters and 10 day rosters permanently.

Session Codes

Retain final copy permanently.

Student Academic Record File

Permanent. Retain hardcopy batched records 5 years after graduation and confidentially destroy.

Student Enrollment Verification Records

Retain 1 year after verification and then confidentially destroy.

Study Abroad Credit Approval

Permanent

Transcript Requests

Retain 1 year after request and then confidentially destroy.

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Office of the Controller

Detail Records of Transactions

Retain 7 years and then confidentially destroy.

Endowment File

Permanent

Federal Cash Draw Down Records

Retain 7 years and then confidentially destroy.

Management Information Reports

Retain cumulative reports 30 years plus current and then confidentially destroy.

Student Receivable Files

Retain 5 years and then purge.

System Monitoring Reports

Retain 1 year and then destroy provided there is no pending audit.

Year-End Balance Sheet by Fund

Retain month end reports for 1 year plus current. Retain year-end reports permanently.

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Office of the President

Commencement Speaker File

Permanent. Retain 4 years plus current and then transfer to the University Records Center for preservation.

External Affairs Records

Permanent

Presidency File

Permanent.

Student Relations Records

Permanent

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Office of the Provost and Vice President for Academic Affairs

Faculty Grievance File

Retain in office 5 years and then transfer to the University Records Center for a total retention of 30 years.

Faculty Labor Relations File

Permanent.  Retain last negotiated contract records in office and transfer previous contract records to the University Records Center.

Immigration Status Records

Retain 3 years following end of appointment provided no pending litigation and then confidentially destroy.

President's Council of State Universities of Michigan Records

Retain 5 years in office and then destroy provided any NMU program proposals are transferred to the University Records Center for preservation.

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Olympic Training Site

Olympic Training Site Student Athlete Records

Retain in office as needed and then transfer to the University Records Center for preservation.

Training Camps and Special Program Records

Retain financial records 2 years plus current and then destroy, provided all other records are sent to the University Records Center for preservation.

Visiting Olympic Athlete/Team Records

Retain until no longer needed and then confidentially destroy.

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Printing and Mail Services

Job Ticket Files

Retain in office 3 years and then transfer to the University Records Center for a total retention of 6 years.

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Printing Services

Copy Report

Retain 1 year plus current and then confidentially destroy.

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Purchasing

Conflict of Interest Records

Retain inactive files for 7 years. Retain summary and bi-annual reports permanently and transfer to the University Records Center.

Procurement Credit Card Records

Retain 5 years after credit card holder ends use and then confidentially destroy.

Purchase Order Working Records

Retain 7 years and then confidentially destroy.

Request for Quotation (RFQ) Records

Retain 7 years and then confidentially destroy.

Surplus Equipment Report

Retain 7 years and then destroy provided no pending audit.

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Recreation and Club Sports

Equipment Rental Forms

Retain 2 years and then confidentially destroy provided no audit is pending.

Outdoor Recreation Program Records

Retain 3 years following end of program and then confidentially destroy or purge, provided surveys, summary reports, and itineraries are retained permanently.

Recreation and Club Sport Waiver Records

Retain 7 years and then confidentially purge destroy or purge.

Recreation Memberships, Guest Passes and Locker Rental Records

Retain 2 years and then confidentially destroy.

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Risk Management

University Service Contract Records

Permanent? Jill says this needs to be retained at least 15 years.

Exposure Information Records

Retain 5 years plus current and then confidentially destroy.

Fixed Asset Records

Retain 30 years and then purge from the system.

Fraudulent Claim Records

Permanent

Incidents and Claim Reports

Retain 10 years following resolution of claim unless lawsuit or audit is pending and then confidentially destroy. Retain non-claim incident reports 5 years and then confidentially destroy.

Insurance Certificates

Retain 3 years in office and then transfer to the University Records Center for a total retention of 30 years.

Insurance Policies

Retain 10 years in office and then transfer to the University Records Center for preservation.

Loss Control Records

Retain 5 years following resolution of issue and then confidentially destroy.

Premium Audits

Retain 5 years plus current and then confidentially destroy.

Risk Management Contracts

Retain until superseded.

Risk Management Reports

Permanent. Retain 5 years in office and then transfer to the University Records Center for preservation.

Student Health Insurance Summaries

Retain 6 years plus current and then confidentially destroy.

University Policies and Procedures

Permanent.

Vehicle Records

Permanent.

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School of Education, Leadership, and Public Service

Graduate Thesis Papers

Permanent

Student Teaching Records

Retain 7 years after graduation or date of last attendance and then confidentially destroy.

Teaching Certification Files (MTTC)

Retain 5 years after graduation or date of last attendance and then confidentially destroy.

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School of Nursing

Clinical Lab and LPN Graduate Files

Retain 3 years after graduation or date of last attendance and then confidentially destroy.

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Simply Superior

Catering Contract Records

Retain hardcopy 7 years and delete electronic data every two years.

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Student Services Center

Daily Reports File

Retain 7 years and then confidentially destroy provided there is no pending audit.

Financial Aid Overage Checks

Retain until no longer needed and then confidentially destroy.

Perkins Loan Borrower's File

Retain 5 years following loan pay off and then confidentially destroy.

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Student Support Services

Advising, Tutoring, and Referral Services Records

Retain 4 years plus current and then confidentially destroy.

Program Data Files

Retain 5 years plus current and destroy provided there is no pending litigation and provided that minutes of tutor meetings, tutor and SSS semester evaluation summaries, and workshop statistical summaries are transferred to the University Records Center for preservation.

Student Files

Retain 7 years after the date of last activity and confidentially destroy.

Student Support Services Database

Retain 5 years plus current and confidentially purge provided there is no pending litigation and final summaries are transferred to the University Records Center for preservation.

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Technology and Occupational Sciences

Vocational Certification Files

Retain 50 years after the initial certification recommendation and then confidentially destroy.

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University Marketing and Communications

Board of Trustees Member File

Retain 5 years after membership termination and transfer to the University Records Center for preservation.

Faculty and Staff File

Retain 3 years after employment termination and transfer to the University Records Center for preservation.

News Release File

Retain 2 years plus current and transfer to the University Records Center for preservation.

President Information File

Retain 10 years after employment termination and transfer to the University Records Center for preservation.

Proofs File

Retain 3 years plus current and destroy provided copies of finished publications are transferred to the University Records Center for preservation.

VIP File

Retain 10 years after date of last activity and transfer to the University Records Center for preservation.

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Vice President for Enrollment Management and Student Services

Mortar Board Records

Keep applications 3 years and confidentially destroy, provided all other records are maintained permanently.

Student Travel Fund Records

Retain requests 3 years and participation logs permanently.

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Vice President for Finance and Administration

Computer Lease Program Records

Retain 2 years and then confidentially destroy.

Investment Services Records

Permanent.  Retain 5 years in office and then transfer to the University Records Center for preservation.

Michigan State Legislative Hearing Records

Permanent. Transfer to the University Records Center for preservation when needed.

Union Negotiation Records

Permanent. Retain in office as needed and then transfer to the University Records Center for preservation.

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WNMU-TV

WMNU Media

Retain until no longer needed and then transfer to the University Records Center for preservation.

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