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(Registrar's Office go to specialized schedules)
Schedule Number : 127.98
Schedule Approved Date : General
Title : Graduate Student Files - Completed Degrees
Disposition : 3 years
Disposition Description : Retain in office for 3 years, past graduation date, then shred. (See schedule 129.98 for Professional Schools)
Functional Category : Academic
Description : These are departmental copies of student information.
Offices : Any Academic Dept.
Schedule Number : 128.98
Schedule Approved Date : General
Title : Undergraduate Student Files - Completed Degrees
Disposition : 3 years
Disposition Description : Retain in office for 3 years past graduation date, then shred.
Functional Category : Academic
Description : These are departmental copies of student information.
Offices : Any Academic Dept.
Schedule Number : 129.98
Schedule Approved Date : General
Title : Student Files - Professional Schools
Disposition : 10 - 50 years
Disposition Description : Accrediting bodies for professional schools may have particular retention requirements. In the absence of such requirements files should be kept 10 years after graduation, except in cases of disciplinary action or expulsion where records should be kept 50 years after graduation.
Functional Category : Academic
Description : Professional schools are those whose graduates are licensed by a federal or state agency. They also usually maintain a special accreditation. These include Human Medicine, Osteopathic Medicine, College of Nursing, College of Education, College of Veterinary Medicine.
Offices : See above
Schedule Number : 131.98
Schedule Approved Date : General
Title : Student Application Files - Graduate Programs- Not Admitted/No-Shows
Disposition : 1 year
Disposition Description : Retain 1 year after year of application, then destroy.
Functional Category : Academic
Description : Files contain information from students being considered for admission to a graduate program.
Offices : Any Academic Dept.
Schedule Number : 132.98
Schedule Approved Date : General
Title : Undergraduate Student Files- Incomplete Degrees
Disposition : 3 years
Disposition Description : Retain 3 years from date of last enrollment, then destroy.
Functional Category : Academic
Description : Records for students who have not completed their degree.
Offices : Any Academic Dept.
Schedule Number : 133.98
Schedule Approved Date : General
Title : Graduate Student Files- Incomplete Degrees
Disposition : 5 years
Disposition Description : Retain 5 years from date of last enrollment, then destroy.
Functional Category : Academic
Description : Records for students who have not completed their degree.
Offices : Any Academic Dept.
Schedule Number : 134.98
Schedule Approved Date : General
Title : Student Files - Foreign
Disposition : 3 years
Disposition Description : 3 years past graduation date. Departmental files may contain original documents from other countries. Before destroying foreign student files, the department will send original material to the Registrar's Office to be added to the student's official file.
Functional Category : Academic
Description : This schedule applies to the records of any student (undergraduate or graduate) who is or at any time was classified as a foreign student.
Offices : Any Academic Dept.
Schedule Number : 135.98
Schedule Approved Date : General
Title : Class Rosters
Disposition : 1 year
Disposition Description : Retain 1 year then destroy.
Functional Category : Academic
Description : Lists of students registered for classes (may include drops and attendance records.)
Offices : Any Academic Dept. or Instructor
Schedule Number : 136.98
Schedule Approved Date : General
Title : Class Schedules
Disposition : 1 year
Disposition Description : Retain for 1 year, then destroy.
Functional Category : Academic
Description : Information about class scheduling times and locations.
Offices : Any Academic Dept. or Instructor
Schedule Number : 138.98
Schedule Approved Date : General
Title : Course Syllabi / Requirements
Disposition : Retain as Needed in Dept./ Permanent
Disposition Description : Departments should transfer these documents to the archives for permanent retention. The faculty member also has the option of including these records in their faculty papers to be sent to the archives for permanent retention.
Functional Category : Academic
Description : These records show course requirements, class descriptions, and required readings.
Offices: Any Academic Dept. or Instructor
Schedule Number : 141.07
Schedule Approved Date : General
Title : Student Testing Documents
Disposition : Retain one year, then destroy.
Disposition Description : These materials should be kept one year in order to ensure full compliance with MSU Code of Teaching Responsibility and the Students' Academic Rights & Responsibilities.
Functional Category : Academic
Description : These records include final examinations and all grading records.
Offices: Any Instructor
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Schedule Number : 108.98
Schedule Approved Date : General
Title : Correspondence, General
Disposition : 2 years
Disposition Description : Retain in office for 2 years or as long as it is active, then destroy.
Functional Category : Administrative
Description : General inter/intra and non-institutional office communication that deals with the operation of a campus unit and its personnel. This communication can be in the form of notes, memorandums, or letters that have no historical, long-term value.
Offices : Any
Schedule Number : 109.98
Schedule Approved Date : General
Title : Correspondence, Official
Disposition : Retain 2 years in office/ Permanent
Disposition Description : Retain in office for 2 years, or as long as it is active, then transfer to the archives for permanent retention.
Functional Category : Administrative
Description : Communication that documents the planning, implementation, and evaluation of the major activities, functions, projects, and programs of the office. This communication has historical, long-term value.
Offices : Any
Schedule Number : 110.98
Schedule Approved Date : General
Title : Correspondence, Personal
Disposition : None
Disposition Description : Do not retain this type of record at office.
Functional Category : Administrative
Description : Communication between parties, which has no relationship to the workplace.
Offices : Any
Schedule Number : 111.98
Schedule Approved Date : General
Title : Reference Files (also called Subject Files/Vertical Files)
Disposition : As needed
Disposition Description : Retain in office as long as needed, then destroy. It is highly recommended that these files are weeded each year.
Functional Category : Administrative
Description : These files are used as in-house reference. It contains pamphlets, notes, magazines, books, etc. about topics that employees will need to reference in order to do their tasks. It does not contain any original or unique documentation.
Offices : Any
Schedule Number : 112.98
Schedule Approved Date : General
Title : Forms of Original Entry
Disposition : Until Audit
Disposition Description : Retain these until an audit or verification is complete, then destroy.
Functional Category : Administrative
Description : These include work-order forms, data-entry forms, and receipts of that are not retained under any other established schedule.
Offices : Any
Schedule Number : 113.98
Schedule Approved Date : General
Title : Clipping File
Disposition : As needed
Disposition Description : Retain in office as long as needed, then copy to high quality paper and transfer to the archives. * NOTE- when copying, retain all information including newspaper title and date.
Functional Category : Administrative
Description : Newspaper, magazine, and journal articles.
Offices : Any
Schedule Number : 114.98
Schedule Approved Date : General
Title : Manuals, Equipment
Disposition : As needed
Disposition Description : Keep as long as needed, then discard.
Functional Category : Administrative
Description : This includes all guides provided by the manufacturer.
Offices : Any
Schedule Number : 115.98
Schedule Approved Date : General
Title : Minutes/Agendas
Disposition : Permanent
Disposition Description : Retain one copy in office permanently. Send originals to the archives annually.
Functional Category : Administrative
Description : Minutes and Agendas for all official meetings, including department committees, faculty meetings, council meetings, university wide meetings.
Offices : Any, including intra-office groups.
Schedule Number : 116.98
Schedule Approved Date : General
Title : MSU Publications
Disposition : Permanent
Disposition Description : Retain one copy in office of creation permanently. This office should send copies to the archives either as published or on an annual basis.
Functional Category : Administrative
Description : These are publications created at MSU including pamphlets, brochures, newsletters, magazines, guide-books, bulletins, programs, announcements, videos, electronic publications-- one-time and serial publications, for on-campus and off-campus audiences.
Offices : Any
Schedule Number : 117.98
Schedule Approved Date : General
Title : Policy and Procedure Statements
Disposition : Permanent
Disposition Description : Retain one copy in office, replace when superseded. Send one copy to the archives as soon as it is issued.
Functional Category : Administrative
Description : These are official statements issued by university offices used as guidelines for conducting university business.
Offices : Any
Schedule Number : 118.98
Schedule Approved Date: General
Title : Reports- Annual/Summary
Disposition : Permanent
Disposition Description : Retain one copy permanently in the office of creation and send original to the archives.
Functional Category: Administrative
Description :
Offices : Any
Schedule Number : 119.98
Schedule Approved Date : General
Title : Reports- Periodic
Disposition : 1 year (conditionally)
Disposition Description : Retain for 1 year, until annual report is created. If no annual report is produced, keep 1 copy of periodic report in office permanently and send original to archives
Functional Category : Administrative
Description : These reports serve as support documents for annual/summary reports (see schedule 118.98).
Offices : Any
Schedule Number : 120.98
Schedule Approved Date : General
Title : Reports- Special Studies
Disposition : Retain as needed in office/ Permanent
Disposition Description : Keep one copy in office of creation as needed and send original the archives for permanent retention.
Functional Category : Administrative
Description : These are special reports about the department's activities, organization, or programs.
Offices : Any
Schedule Number : 121.98
Schedule Approved Date : General
Title : Speeches/ Presentations - (by administrative heads)
Disposition : Permanent
Disposition Description : Retain one copy in office of creation permanently. Send one copy the archives for permanent retention.
Functional Category : Administrative
Description : This is the final, official version of the speech or presentation that is filed with the department records.------- Working copies, hand-written notes, and drafts should be filed with the personal papers of the presenter.
Offices : Any
Schedule Number : 140.00
Schedule Approved Date : General
Title : Recorded Performances and Events
Disposition : Permanent
Disposition Description : Retain the master copy of the recorded performance - (audio, video, film, digital) AND make a reference copy for general viewing. If the original is in a broadcast or non-standard version, contact the archives for format requirement for the reference copy.
Functional Category : Administrative
Description : There are recorded versions of performances, or events done at MSU or by a MSU unit.
Offices : Any
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Schedule Number : 101.98
Schedule Approved Date : General
Title : Fiscal Records- Departmental Originals (Non-Federal Related)
Disposition : 4 years
Disposition Description : Cut off at end of the fiscal year. Maintain in office one year or until audit is complete, then files can send to archive for the remaining three years..
Functional Category : Fiscal
Description : These records are unique, original financial records retained in the creating department. They are not copies, nor are copies maintained by any other office on campus.
Offices : Any
Schedule Number : 102.98
Schedule Approved Date : General
Title : Fiscal Records- Departmental Originals (Federal Related)
Disposition : 6 years
Disposition Description : Cut off at end of the fiscal year. Maintain in office one year or until audit is complete, then files can send to archive for the remaining five years..
Functional Category : Fiscal
Description : These records are unique, original financial records retained in the creating department. They are not copies, nor are they copies of materials maintained by any other office on campus.
Offices : Any
Schedule Number : 103.98
Schedule Approved Date : General
Title : Fiscal Records- Departmental Copies (Non-Federal Related)
Disposition : 2 years
Disposition Description : Retain in office of creation for the duration of the retention period, then destroy.
Functional Category : Fiscal
Description : These records are copies of documents retained for departmental use only, when the original was sent to the Controllers Office.
Offices : Any
Schedule Number : 104.98
Schedule Approved Date : General
Title : Fiscal Records- Departmental Copies (Federal Related)
Disposition : 2 years
Disposition Description : Retainin office of creation for the duration of the retention period, then destroy.
Functional Category : Fiscal
Description : These records are copies of documents retained for departmental use only, when the original was sent to the Controllers Office.
Offices : Any
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(Office of Human Resources & Academic Human Resources or Provost, go to specialized schedules )
Schedule Number : 122.98
Schedule Approved Date : General
Title : Non-Academic Personnel Records (Departmental file)
Disposition : 2 years
Disposition Description : Retain in office for 2 years after the date of termination, then shred.
Functional Category : Personnel Description: These are personnel records kept at the departmental level, which were either not appropriate to forward to the permanent file at Human Resources, or are copies of material already in the permanent HR file.
Offices : Any
Schedule Number : 123.98
Schedule Approved Date : General
Title : Academic Personnel Records (Departmental)
Disposition : 3 years (conditionally)
Disposition Description : Retain in department 3 years past date of termination, then shred sensitive material. Biographical material and photographs should be sent to the archives.
Functional Category : Personnel
Description : These are personnel records kept at the departmental level, which were either not appropriate to forward to the permanent file at Academic Human Resources, or are copies of material is already in the permanent AHR file.
Offices : Any
Schedule Number : 124.98
Schedule Approved Date : General
Title : Student (academic appointment) Personnel Records (Departmental)
Disposition : 3 years
Disposition Description : Retain in office for 3 years, then shred.
Functional Category : Personnel
Description : Teaching and Graduate Assistant records
Offices : Any
Schedule Number : 125.98
Schedule Approved Date : General
Title : Student (non-academic appointment) Personnel Records (Departmental)
Disposition : 2 years
Disposition Description : Retain in office for 2 years, then shred.
Functional Category : Personnel
Description : Student employees other than teaching or graduate assistants. (If students were hired with federal funds see schedule 102.98/104.98.
Offices: Any
Schedule Number : 142.07
Schedule Approved Date : General
Title : Search Committee Documents
Disposition : 3 years after the date of appointment.
Disposition Description : Retain in the unit where the position in located. Records of non-hired candidates should be shredded after 3 years. These records should be kept to ensure full compliance with the MSU academic hiring procedure.
Functional Category : Personnel
Description : Documentation of the hiring process for academic personnel positions. The records of the search committee to include Affirmative Action Reports, interview records, applicant information, committee procedures, and final evaluations.
Offices: Any
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University Archives & Historical Collections
