University Archives General Records Retention Guidelines: Records for Destruction

University Records NOT accepted by the IUPUI University Archives are listed below. These records can be destroyed or transferred elsewhere after their administrative or legal use has expired.

  • Accident reports files
  • Affirmative Action/Equal Opportunity files
  • Applications for employment files
  • Bank statements/cancelled checks files
  • Career planning/placement files
  • Clippings files
  • Conferences and workshop files, conducted by or attended by university personnel
  • Contracts, leases, and agreements files (facilities/services/equipment used by the department)
  • Energy and utilities files
  • Extra hour registration files
  • Faculty recruitment files
  • Financial aid/student loans files
  • Fire and safety files
  • Grant proposals, unapproved
  • Grants administration files (receipts, purchase orders, equipment lists, accounting records etc.)
  • Grievance files
  • Leave files
  • Loan recipient college enrollment verification files
  • Mailing lists
  • Maintenance services files
  • Overtime files
  • Parking assignment files
  • Patent files
  • Payroll time sheet files
  • Personnel files (Human Resources will hold the official record)
  • Placement tests and scores listings files (composite or individual test scores)
  • Position descriptions, non-faculty
  • Prospective graduates files
  • Purchase order files
  • Receipts
  • Reference files (containing materials of topical interest to the department)
  • Scholarship reference files
  • Search committee files
  • Student internship/assistantship files (to student records, Registrar's Office)
  • Student locator (address) files
  • Summer school course offerings files
  • Supplies and equipment files
  • Surplus property files
  • Telephone billing files
  • Textbook requests and orders files
  • Time cards
  • Transfer admissions files
  • Transfer equivalent files
  • Travel request files
  • Travel reimbursement files
  • Veteran's benefits files
  • Work order files
Updated Jan 25, 2016 by Webmaster