General Retention Schedule
Accreditation Records
These records include University, college or department files that document accreditation review by accrediting agencies. Examples of these records may include: correspondence and reports between academic departments and their accreditation organizations, accreditation standards and requirements, self-study reports and evaluations, faculty vitae, evaluation of the accrediting organization’s team reports, responses to the evaluation reports and literature on the accrediting organizations.
Alumni and Alumni Association Records
These are records held at the school, college or university level that include, but are not limited to, listing of alumni of the school or college, association constitutions and by-laws, minutes of association meetings, correspondence, materials on alumni, and newspaper clippings.
Audio-Visual Material, Photographs, Slides, and Scrapbooks
This series of records includes all forms of audio-visual material including audio tapes, video tapes, film and digital audio-visual files. It also includes photographic material including prints, negatives, slides, scrapbooks and digital photos.
Also included are memorabilia that document the history of events and concerts at athletic or University facilities.
These records also include forms that grant University departments permission to use individual pictures, articles and statements, sound recordings, photographs, etc. in University publications, videos, television advertising, and other activities. Attach releases to articles, photos and clippings prior to transfer to archives (if indicated).
Awards and Honors
These records document the granting of special awards, honors, fellowships and scholarships which are given to University students, faculty and staff selected for outstanding work in academic, professional, or administrative areas. Included in these records may be general correspondence concerning the awards, lists of candidates submitted, copies of official announcements, names of recipients and biographical information about them, guidelines and rules concerning the selection, purpose of awards, and Board of Curators action if taken, presentation details, publicity clippings, photographs, etc.
Cash Management Files and Third-Party Agreements
These files document various data and reference material used by the Office of Treasury to fulfill its day-to-day reporting responsibilities to the University including banking statements, bank analysis reports, trustee statements, non-historical correspondence, RFP responses, copies of agreements with third-parties, compliance documentation, portfolio performance, daily cash sheets, ratings agency reviews, etc.
Committees, Boards, Faculty and Staff Meeting Minutes and Agendas (Official Copy)
These files include all records relating to University committees, boards or task forces that function on a continuing bases or are appointed for a specific purpose such as event celebration, search committees, computer systems, fund raiser, special projects, etc., of the University upon which faculty, staff or students serve as members. Files may consist of meeting notices, agendas, reports to and of committees, rulings of and policies established by the committee, correspondence, etc. The copy of record is held by the committee secretary or committee chair when there is no committee secretary.
This records category also applies to all official faculty and staff meetings at the department level or above and to all Board of Curators meetings and agendas.
Course Materials, Curriculum and Syllabi
These records contain materials used in the teaching of courses. They include, but are not limited to, lecture notes, lesson plans, sample tests, hand-out materials, correspondence related to course, copies of syllabi, permission to reprint, course descriptions, outlines, bibliographies, study guides, etc. for each course offered. Also include the request for approval to add, delete or change courses.
Debt Financing Documents
These records consist of legal documents which include, but are not limited to, trust agreements outlining the terms of financing, transcripts of proceedings, continuing disclosure requirements, preliminary and final official statements, public private partnership documents, swap agreements, and various original signature documents signed by parties to transactions.
DRAFT - Administrative Appointment Calendars
Appointment calendars document meetings, seminars and other types of appointments for department personnel and leadership.
DRAFT - Application Management and System Technical Administration
This record series consists of proprietary and non-proprietary software as well as related documentation that provide information about the content, structure, and technical specifications of computer systems necessary for retrieving information retained in machine readable format. This includes changes, problems, additions/deletions, operational status and proprietary source code. May include records necessary for using the system including user guides, system operation guides, system and sub-system definitions, system flowcharts, program descriptions and documentation, job control or work flow records, system specification, and input and output specifications. Includes test plans, conversion and migration plans. In addition, this also covers records related to the development of new functionality and architecture for computer systems, devices, and application service providers (ASPs).
DRAFT - Contracts and Agreement Records
Includes agreements and contracts between the University and outside entities. Also includes signed and binding agreements/contracts of a non-financial nature between offices, agencies or outside organizations. Does not include construction contracts, equipment/software contracts or faculty/employee contracts.
DRAFT - Disaster Preparedness and Recovery Plans
Records related to the re-establishment of business services in case of a disaster.
DRAFT - Emergency Preparedness and Disaster Recovery Plans
Documentation of a department's plans for the protection and reestablishment of services and equipment in case of disaster. Records include, but are not limited to: backups of essential records, critical data, and programs; prevention objectives; evacuation plans; emergency procedures; checklists; waivers; and emergency phone numbers and addresses.
DRAFT - Fixed Assets - Machinery and Equipment Documentation
Records of the purchase, use, maintenance, warranty and other records about equipment purchased by the University.
DRAFT - Grant Files: Awarded
These files consist of applications, proposals, grant data forms, International Review Board (IRB) and other approvals, letters of award, fiscal award summaries, budget create and account create documents, University request for contribution of facilities and administrative costs, subcontractor commitment, scope of work and budget, PeopleSoft signature routing sheet, letter of award, and other records of a similar nature. See Final Report Summaries at __________ regarding the final transfer to Campus Archives
DRAFT - Grant Pre-Award Files; Either Rejected or Not Awarded
These files consist of applications, proposals, grant data forms, IRB and other approvals, letters of rejection or award, fiscal award summaries, budget create and account create documents, University request for contribution of facilities and administrative costs, subcontractor commitment, scope of work and budget, PeopleSoft signature routing sheet, letter of award, and other records of a similar nature.
DRAFT - Help Desk Logs, Tickets and Reports
Consists of records used to document requests for technical assistance and responses to these requests, as well as to collect information on the use of computer equipment to compile monthly and annual statistics, and for reference for planning, management analysis, and other administrative purposes.
DRAFT - Vehicle Records
These records consist of various records retained by University departments that are related to the ownership, maintenance and operation of departmental vehicles. Includes, but not limited to, drivers’ logs, check in/out logs, repair records (not invoices), warranties, service history, recall notices, and Missouri Vehicle Inspection reports.
FCC Licensure
These records are copies of licenses and renewals granted by the FCC to the TV station. Also included are regulations and guidelines issued by the FCC, and correspondence with the legal firm that represents the University with the FCC. Licenses are posted at the transmitter sites in Rolla, Missouri and Columbia, Missouri.
Final Research Reports and Summaries Including Funded Grant History, Proposals and Reports
This group of records includes the final research report, the proposal, and possible correspondence. The material transferred to Campus Archives should not include the detailed financial accounting information or logistics.
Foundation Records
These files document the administration of foundations established by the University to raise funds, provide prizes, awards and scholarships to students and alumni, and loans to students. These records may include, but are not limited to: copies of legal documents (wills, etc.) correspondence, samples of solicitations for contributions, scholarship or fellowship recommendations and lists, loan applications, minutes of foundation meetings, lists of members, reports, etc.
General Records: Correspondence, Memoranda and Subject Files
General correspondence is considered to be any correspondence originated by or received by any employee or department of the University in the transaction of University business. These records include letters, telegrams, notes, directives, email, memoranda, reports and any other records, hard copy or electronic, original or copy, created or received as part of the communication process and which are normally kept by date, name of the individual, department or the organization that originated or received it. In addition, a copy of the email accounts of designated University leaders will be transferred to archives after termination or transfer to a non-Capstone position and following the release of any pending litigation.
General subject files are those files set up by subject, topic, theme, committee appointment or other function where a series of documents cannot be filed or kept by any other single document characteristic. The files may include spreadsheets, notes, product brochures/catalogs retained for a specific purpose, reports, correspondence, etc. and typically document a significant action or interaction.
Historical Records and Memorabilia
Documents and other items that are 1) in and of themselves remarkable and memorable or pertain to remarkable and important persons or events in the history of the University; 2) useful in understanding the significance of the history of the institution, its actions, and its faculty, staff, and students; and/or 3) associated with or recall the history of the University.
Hotline Calls
Hotlines are independent reporting tools that allow employees to anonymously report workplace incidents or concerns. The ÎçÒ¹Ó°Ôº System Integrity and Accountability Hotline provides a secure and confidential method for reporting any type of alleged unethical, unlawful, or improper conduct, including financial misconduct, abuse or fraud.
Institutional, Program, Departmental and Unit Histories with Organizational Charts
Documentation of the creation and evolvement of programs, institutions, departments and units should be transferred to campus archives for historical evaluation and should include organizational charts.
Legal Files - Office of General Counsel
Office of General Counsel working files and records of legal cases and litigation involving the University, officials, employees, or departments. Also included are documentation of counsel developing, requesting, responding to, or presenting opinions on legal matters directly related to the University. This series includes responses to a court case where the ruling or decree sets a legal precedent affecting the University’s organization, programs, policies, or procedures.
Non-Archival Correspondence: All Employees
This series applies to all correspondence that shares substantive information, such as emails and LISTSERV, that are not listed under another retention authorization within the ÎçÒ¹Ó°Ôº Retention Schedules. Correspondence and publications that are related to other records series should follow those retention requirements (such as General Records: Correspondence, Memoranda and Subject Files, Financial, Capstone, Personnel, etc.).
Official Reports Including Annual and Audit Reports
A copy of all official reports must be sent to archives at the time of publication. Examples of official reports include internal and external audits (both financial and management-type audits completed by the University's Internal Auditing function and external auditors), published Annual Reports, ad-hoc committee reports, etc.
Policies, Procedures, Directives and Rules
These records consist of the original directives, policies and procedures covering a wide variety of subjects that have been issued to schools, divisions and departments by various levels of administrative authority at the University. The issuing authority is considered to be the holder of the official record and is responsible for sharing this information with their campus archivist(s). All other copies are considered to be informational in nature.
Publications and Printed Material
These records include items produced in the course of business by the University, its staff, faculty, and students for educational and informational purposes. It includes, but is not limited to: newsletters, pamphlets, catalogs, yearbooks, directories, proceedings, programs, reports/annual reports, recruitment pieces, posters, brochures, flyers, manuals, cards, magazines, announcements, promotional material, publications, university maps, event programs including athletics, concerts, lectures, general graduation records, and any other material printed and/or published.
Real Estate Contracts, Easements and Leases
These files are the copy of record of the purchase or sale of property to or by the University. They include: 1) correspondence offering properties for sale and relating to terms of purchase, 2) Realtor's appraisals, 3) copies of Board Recommendations, 4) copies of sales contracts, deeds of trust, abstracts, title insurance, and other such documents pertaining to the purchase/sale of property.
These files also include the copy of record for leases of property between the University and various other parties. Also included is correspondence regarding the terms of such leases and other related documents.
These are the copy of record for right of way deeds or easement agreements between the University and other parties, maps of land, and legal documents concerning obtaining easements.
Speeches, Presentations, Publicity and Press Releases
This records series applies to all speeches and presentations, press and publicity releases produced in the course of business by the University, its staff, and faculty.
Strategic Plan Records
These records consist of, but are not limited to, reports, correspondence, studies and background materials related to the development of strategic or long range plans prepared at all levels of the University. Send one copy of the official plan to archives.
Tickets to University Functions
These records consist of ticket audit stubs, voided tickets, unsold tickets, and lists of complimentary tickets to university functions, such as plays, concerts, films, or any other event for which tickets are created. This retention does not apply to university athletic events. See Athletics retention authorization for their ticket requirements.
University Association & Organization Records, Constitutions & By-Laws
These records consist of, but are not limited to, newsletters, membership list, literature on conference/organization, reports, surveys, correspondence, meeting minutes, etc. of University associations and organizations and the involvement of faculty and staff. Student associations and clubs are also included in this category.
University Statistical Data
These records include statistical data not limited to: Annual salary surveys, enrollment statistics, Affirmative Action/EEO reports including records of participation by minorities, correspondence, directives hiring procedures, reports, compliance requirements, summaries, enrollments, degree completions, student rankings, library statistics, and any other records that document a department's efforts in affirmative action, research funding, etc.
Statistical records transferred to archives should be reports or summations of data rather than working data analysis or raw data.
Youth Program Registration Material
Registration materials (by participant) and individual enrollment applications for minors and youths (under the age of 18) authorizing participation in University programs such as 4-H, extension, field trips, sport camps, intercollegiate athletics, youth camps, high school and team camps, boot camps, robotics camps, etc.
Registration material may include, but are not limited to: applications, registrations, enrollment records, lists of attendees, medical treatment information, medical consents, concussion forms, correspondence about the youth participant, field trip permissions, activity records, release of liability waivers, and photo releases.