Retention and Disposition Policies

Photo of policies and procedures

Policy Name: Retention and Disposition Policies
Policy ID Number: 01-05-005
Version Effective Date: Not Available
Last Reviewed on: January 1, 2019
Policy Applies To: University wide
Responsible Office: University Counsel


INTRODUCTION AND STATEMENT OF PURPOSE

I. POLICY

NJ State Archives and Records Management Retention & Disposition Policies, Sorted by Retention

 

No.

Type Document

Retention

Disposition

# Type Date Action

1

Data Entry Requests

6 months after order was satisfied

destroy

2

Job Requests

6 months after order was satisfied

destroy

3

Administrator's Self-Evaluation

1 year

destroy

4

Computer Systems Console Listings

1 year

destroy

5

Correspondence – Internal, Administrative

1 year

destroy

6

Hand Deliver Receipt

1 year

destroy

7

User Problem Data Sheet (?)

1 year

destroy

8

Weekly Reports

1 year

destroy

9

Work Order Request

1 year after order was satisfied

destroy

10

Computer Systems Documentation

1 year after system is superseded or discontinued

destroy

11

Background Info and Comments on Administrative Code Changes

3 years

destroy

12

Budget Reports

3 years

destroy

13

Campus-Wide Monthly Phone Service

3 years

destroy

14

Certified Mail Receipt

3 years

destroy

15

Correspondence – External

3 years

destroy

16

Department-Generated Statistical Reports

3 years

destroy

17

Extra Staff Request Form

3 years

destroy

18

Grants documentation (Denied)

3 years

destroy

19

Inspection Reports

3 years

destroy

20

Internal Transaction Memos

3 years

destroy

21

Inventories

3 years

destroy

22

Job Applications, Resumes, etc. (Not Hired)

3 years

destroy

23

Job Specifications

3 years

destroy

24

Operation Run Books

3 years

destroy

25

Reallocation of Funds

3 years

destroy

26

Requests for Telephone Service

3 years

destroy

27

State, Federal, Private Grants Files (denied)

3 years

destroy

28

Subject Files

3 years

destroy

29

Supply Inventory

3 years

destroy

30

System Stat Reports

3 years

destroy

31

Visitor Sign In-Sheet

3 years

destroy

32

Vouchers

3 years

destroy

33

Monthly Reports (Originals)

3 years (1 for copies)

destroy

34

Correspondence – Request for Information

3 years after final action

destroy

35

Disciplinary Actions (Management Records)

3 years after final action

destroy

36

Reclassifications Request

3 years after final decision

destroy

37

OPRA Requests

3 years after resolution

destroy

38

Affirmative Action Complain Case File

3 years after settlement

destroy

39

Performance Assessments (copies)

3 years after termination of employment

destroy

40

Workplace Health Survey File

3 years after update

destroy

41

Change of Grade Requests

4 years

destroy

42

Class Record Book

4 years

destroy

43

Incomplete Grade Form

4 years

destroy

44

Leave Requests

6 years

destroy

45

Employee Performance Records

6 years after termination of empl.

destroy

46

Course Evaluations

6 years after termination of employee

destroy

47

Faculty Evaluation

6 years after termination of employee

destroy

48

Faculty Profile

6 years after termination of employee

destroy

49

Teaching Observation Report

6 years after termination of employee

destroy

50

Disciplinary Actions

6 years after termination of employee

destroy

51

Individual Employee Files (original)

6 years after termination of employee

destroy

52

Bid files

7 years

destroy

53

Budget Planning Documents

7 years

destroy

54

Budget Requests

7 years

destroy

55

Classified Employees Timesheets

7 years

destroy

56

Copier/Fax Records

7 years

destroy

57

Duplication/Copier File

7 years

destroy

58

Financial Systems Printouts

7 years

destroy

59

Grants Documentation (approved)

7 years

destroy

60

Invoices

7 years

destroy

61

Missing Invoices Reports

7 years

destroy

62

Petty Cash Receipts

7 years

destroy

63

Purchase Orders & Requisitions

7 years

destroy

64

Requests for Goods
and Services

7 years

destroy

65

Stolen Property Report

7 years

destroy

66

Storeroom Requisitions

7 years

destroy

67

Student Employee/Work-Study Time

7 years

destroy

68

Supplemental Budget Requests

7 years

destroy

69

Telephone Service Agreement

7 years

destroy

70

Travel files (Request, Authorization, Expenses)

7 years

destroy

71

Travel Vouchers and Documentation

7 years

destroy

72

Work-Study Time/Sign-in Sheet

7 years

destroy

73

Contracts for Goods
and Services

7 years after completion of contract

destroy

74

Proof and Claim for Disability Benefits (Copy)

7 years

destroy

75

State, Federal, Private Grant Files (approved)

7 years after termination of grant

destroy

76

Incident Report – No Arrest

7 years from date of crime

destroy

77

Department Testimony

10 years

destroy

78

Course Syllabus

As updated

destroy

79

Department Objectives

As updated

purge

80

Employee Address List

As updated

purge

81

General reference Materials

Periodic Review

purge

82

Instructional Reference Materials

Periodic Review

destroy

83

Annual Reports

Permanent

archive

84

Correspondence – Policy

Permanent

archive

85

Course Outlines (Master)

Permanent

archive

86

Department –Generated Newsletters

Permanent

archive

87

Department –Generated Publications

Permanent

archive

88

Goals & Objectives

Permanent

archive

89

Grievance Records

Permanent

archive

90

Homicide, Sudden and Accidental Death

Permanent

archive

91

Law Cases

Permanent

archive

92

Minutes

Permanent

archive

93

Policies & Procedures

Permanent

archive

94

Policy Statement (Original)

Permanent

archive

95

Records Retention and Disposition Schedule

Permanent

archive

96

Systems Procedures Manual

Permanent

archive

97

Transcript of Formal Policy Hearings

Permanent

archive

98

General Operating Procedures

Permanent, as updated with periodic report

archive

99

Organization charts

Permanent, as updated with periodic report

archive

100

Reference file

Permanent, as updated with periodic report

purge

101

Telecomm Informational materials

Permanent, as updated with periodic report

destroy

102

Telephone Terms and Conditions

Permanent, as updated with periodic report

destroy

103

Vendor directory

Permanent, as updated with periodic report

purge

104

Vendor Master List

Permanent, as updated with periodic report

purge


DATE TO INITIATE REVIEW AND UPDATE
As deemed necessary or appropriate by the Policy Coordinator but at a minimum, at least every 5 years from the date of last review.