Archives and Records Management Records Retention Schedule
| Finding Aid or Inventory | |
| Description: | Listing of contents of archival collection, including biographical information, scope and content data, and box and folder content listing; maintained in hard copy format and on web site |
| Retention: | Permanent until superseded |
| Inventory [Versatile] | |
| Description: | Database [Versatile] listing inactive records in storage |
| Retention: | Retain basic box information and contents on Versatile until box is disposed of, then retain basic box data only as part of batch destruction. Maintain hard-copy Versatile printout until records are disposed off. |
| Invoices | |
| Description: | Invoices for photocopies, photographs, videotape and motion picture films purchased from the Archives |
| Retention: | Retain 6 years in office, then destroy |
| Loan Forms | |
| Description: | Documentation showing materials loaned, including signature of borrower |
| Retention: | Retain 1 year after return and refiling of records |
| Records Deposit Documentation | |
| Description: | Documentation showing deposit and/or donation of records into Archives or Records Center |
| Retention: | Retain in Archivist's files while active; attach to disposition authorization and retain permanently |
| Records Destruction Documentation | |
| Description: | Documentation of final disposition of records, describing records disposed of, date of disposition, and name of authorizing official |
| Retention: | Retain Archives copy permanently; department copies 3 years |
| Reference Requests | |
| Description: | Requests for information from Archives or Records Center, including reference request forms, service request forms, and requests for student files |
| Retention: | Retain 3 years, purge and retain important requests with Records Deposit Documentation |