This records retention schedule will apply to the Andrews University campus and all of its affiliated institutions.
Records disposition may not take place if there is an open records request, or if there is pending litigation or audit
involving these records.

TRAINING AND ASSISTANCE: The staff of the Andrews University Archives and Records Center will provide training and assistance with the implementation of this general records schedule.

00 = years, U = useful life in office/period of reference value
PERM = Permanent, 00 = years
Archives = University Archives, AHC = Adventist Heritage Center, D = discard/shred/erase, R = review with AURC for PERM in RC, Archives or AHC, or D

Title of Record Series

Retention

in Office

Retention in RC

Final Disposition

Comments

These include not only the final report but all of the files and support materials generated in the accreditation process.

These reports document yearly activities and accomplishments of programs, departments, and schools: growth, problems, and solutions, projections for the future, etc.

Other offices: Retain for period of reference only.

This includes e.g. photos of department staff, events, programs, etc.

DOES NOT include audio-visual materials prepared for course instruction or research unless of a unique nature.

Fellowships, Scholarships

Student, faculty, and department.

This includes work sheets, memos, notes, and adjusted budget printouts.

Information materials acquired for the purpose of informing university personnel of events and activities.

Other offices: Retain for period of reference only.

This includes correspondence received and sent and applies to all units/entities of the university.

This includes incoming and outgoing correspondence of all units/entities of the university.

Other offices: Retain for period of reference only.

Original creation of faculty members only.

See Minutes

Drafts or preliminary versions of memos, letters, reports, worksheets; working papers, informal notes, announcements of meetings, routing slips, letters and fax cover sheets; letters and memos scheduling appointments, directives and instructions received, telephone and electronic messages, used in preparation of recorded information, not documenting policy.

Copies of documents created for administrative reference, information, or distribution only.

Office copies of computer forms, disks, tapes, cards, CD's, etc. used as preliminary input or temporary storage or output control, the result of which are produced or otherwise available, in paper repots, computer output, microfiche or online.

E-mail messages and their attachments sent or received via University network are considered university records and as such are subject to Andrews University records management policies and procedures. Every e-mail may fall into one/or the other Record Series as listed in this or other Retention Schedules: agendas, informal notes/announcements, minutes, correspondence, etc.

Note: Many e-mail messages may fall under correspondence and, therefore, must be treated as such.

Note: Prepare a hard copy of the e-mail messages and file it appropriately. Only then delete e-mail message.

This form, signed by the employee, is a record that he/she recognizes the confidential nature of university information, including student records, and an agreement to comply with University policies and procedures regarding access, use and security. It is used to control access and holds the employee responsible for any violation.

See Personal Professional Papers and Property

Office files of former faculty and staff members.

Many activities fall into one or the other Record Series as listed in this Retention Schedule: agendas, informal notes/announcements, minutes, correspondence, etc. They must, therefore, be treated as such.

Reference information, book order material, and items acquired for individual use or exhibition.

Used for internal administrative convenience or information.

This includes minutes from all committees and sub-committees, boards and other decision making bodies in all units/entities of the University.

Records related to special office projects that are not generally part of an office's retention schedule: exhibitions, promotion/alumni campaigns, phonothone, etc.

This includes certificates, honors, professional development activities and research, correspondence and other records related to professional activities.

Including returned registered or certified mail cards of receipts. Insurance receipts and packing slips.

University membership and all pertinent correspondence relating to policy, procedure or function should be retained for the Archives by the sponsor/campus officer of the organization. Many activities fall into one and/or the other Record Series as listed in this Retention Schedule: agendas, informal notes/ announcements, minutes, correspondence, etc. They must, therefore, be treated as such.

These include e.g. catalogs, calendars of special events, brochures, directories, handbooks, class schedules, etc.

Other offices: Destroy after obsolescence.

Used to purchase services, supplies, equipment, etc.

See Subject Files

These files document the day-to-day activities of any university unit, reflecting administrative activities, including policy decisions, action taken, events, committee involvement, involvement with outside organizations, etc. They are of value to future administrators, to understand the organizational culture, differing points of view, and decision making processes.

Some record may be closed in RC permanently.

See Course Syllabi

Part-time and student employees. The official copy held in payroll office.

See Subject Files

Travel expense reports and back up documentation.