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Record Retention and Destruction

These record schedules were officially approved by the Academic Officers Committee (AOC) on January 31, 2003. This means IU administrators, faculty and staff can implement these retention schedules and be in total compliance with Indiana University legal guidelines and best practices.

The retention periods for each record series represents the MINIMUM period of time the records must be retained. After that specified time, the records can be destroyed, but they are not required to be. If there are good administrative reasons for retaining these records for a longer period, then by all means, do so. Please remember, however, that maintaining records has a price tag; costs for storing, managing, accessing and preserving records can add up quickly.

The schedules are divided into originals and copies. In most cases the original record will be stored and managed in the Office of Academic Affairs in the Administration Building, and the copies will reside in the individual department, school or administrative office. However, for some types of records, the individual office, department or school will have the original, and no copy will be available in the Office of Academic Affairs.

The prominent pattern for records with short-term retention periods is to retain the original for at least 5 years and the copies for at least 2 years. Exceptions to this general rule exist for some of the promotion and tenure records and for the graduate AI records.
A good many record series are designated as permanent, with the instruction to send the records to the Campus Archives in Schurz Library, Room 204A. However, in some instances the individual office, department or school may retain their original, permanent records – most often these are personal records of personnel and/or of financial nature. In these cases, office personnel should contact the Campus Archivist at telephone extension 4392 regarding the disposition and transfer of this material. Please see the following chart to see which records to keep and which to send onto the Campus Archives.

Finally, some record series may not be included on this schedule. In these cases, please contact the Campus Archivist, who will help create a disposition schedule for those record series.

Academic Personnel Records Disposition Schedule

Approved by the Academic Officers Committee (AOC) on January 31, 2003

Type of Record Disposition- Remaining in Office of Origin -Originals Disposition to Archives – Copies
     
**Faculty Records    
Vita Permanent: No
Disciplinary Letters and E-Mail Permanent: No
Faculty Summary Reports Permanent: No
Personal and Professional  History Form Permanent: No
IU News Releases Regarding Faculty Member Permanent – Transfer  to Archives- 2 Years After Separation Yes
Personnel Action Forms Permanent: No
Appointment and Offer Letters Permanent– Transfer  to Archives- 2 Years After Separation No
Intent to Recommend Appointment Form Permanent– Transfer  to Archives- 2 Years After Separation No
Notice of Terms of Initial Appointment Permanent : Transfer to Archives – 2 Years After Separation No
Appointment - Letters of Recommendation 5 Years After Separation  Yes
Reappointment Notice 5 Years After Separation  Yes
Verification of Receipt of Ph.D. - Transcript 5 Years After Separation No
Copies of Salary Letters 5 Years After Separation No
Pre-Tenure Review Letter 5 Years After Separation  Yes: 2 Years After Separation
Sabbatical Leave Letters - Approval letter, Request and Acknowledgement of Report 5 Years After Separation  Yes: 2 Years After Separation
Sabbatical Reports 5 Years After Separation  Yes: 2 Years After Separation
Leave of Absence Requests 5 Years After Separation  Yes: 2 Years After Separation
Research Leave Supplement Letter 5 Years After Separation  Yes: 2 Years After Separation
Grant Approval Letter 5 Years After Separation Yes: 2 Years After Separation
Supplemental Payroll Vouchers - Copies 5 Years After Separation No
Retirement Application 5 Years After Separation No
Notice of Changes to Biographical Information 5 Years After Separation  Yes: 2 Years After Separation
Employment Verifications, I - 9s 5 Years After Separation No
     
**Adjunct Faculty Files    
Vita Permanent: No
Disciplinary Letters and E-Mails Permanent: No
Faculty Summary Reports Permanent: No
Personal and Professional History Form Permanent: No
IU News Releases Regarding Faculty Member Permanent: Yes: 2 Years After Separation
Personnel Action Forms Permanent: No
     
**Graduate AI Records    
Appointment Files 7 Years After Date of Hire No
Agreement Forms 7 Years After Date of Hire No
Contracts 7 Years After Date of Hire No
Employment Verifications, I 9s 3 Years After Date of Hire or 1 Year After Seperation, Whichever is Later No


Last Reviewed: 03/2014