Retention and Disposition Policies
Retention and Disposition Policies
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1 year after system is superseded or discontinued |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 |
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 |
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.