How To Use the Condensed Retention Schedule
To locate the record series option that corresponds with your record type, start by performing key one-word searches using root words that describe the record's primary function or purpose. If necessary, try a few different keywords to improve the quality of your search results.
If the search results provide you with multiple record series options, choose the one that most closely aligns with your record type. In the event two or more record series options are equally sufficient, choose the one with the retention period that most closely aligns with your unit's business needs and expectations.
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Contact Records & Archives if you need assistance with this process. Provide the record's name along with a brief description of the record's function and purpose (how and why) with your inquiry.
| Schedule Category | Record Series Number | Record Series Description | Retention Period | Retention Remarks & Citations |
|---|---|---|---|---|
| Academic | 52992 | FERPA Disclosure Records: Requests and Disclosures of Personally Identifiable Information Includes requests from third parties and institutional disclosures and responses of personally identifiable information in student records. | Administrative Value | Retain until the records to which the request/disclosure applies have been destroyed. |
| Academic | 52978 | Coursework Used for Grading-Universities Including but not limited to: student assessments, tests, examinations, quizzes, papers, projects, blog postings, online discussion, multimedia reproductions of work or performances done for class assignments (e.g. photographs and audio recordings), and other working student data. Includes course teaching materials created by the instructor. This is material that may be maintained in a course management system or third party platform by the instructor or by the educational unit, and leads to a grade and to a posting on the official student record of the registrar. | 2 Years | After semester in which course is taught, or after administrative value is served, whichever is later. |
| Academic | 52977 | Student Records: Student Coursework - Not Used for Grading Including correspondence, drafts and other course-related material that is not used in the computation of a final grade. | Administrative Value | After administrative value has been served. |
| Academic | 52991 | Student Records: Graduation Authorizations Includes graduation audits and related documents verifying completion of degree requirements. | 1 Year | After calendar year in which graduation is attained. |
| Academic | 53149 | Student Records: Grade Reports (Official Copy) Faculty grade reports. | Permanent | Registrar maintains the official record permanently. |
| Academic | 52990 | Student Records: Grade Reports (Local Copy) Faculty grade reports. | 1 Year | After last semester in which course was taught. Registrar maintains the official record permanently. |
| Academic | 53213 | Student Records: Grade Change Appeals Documents, forms, recordings, and other materials resulting from a grade appeal process. | 2 Years | After final decision rendered. |
| Academic | 21109 | Student Records: Permanent Student Records Including official copy of academic transcript, graded class rosters, graduation audit reports, notifications of name, and gender changes, and degree/certificate issuance records. | Permanent | Registrar is the office of record. Retain per Arizona Standards for Permanent Records. These records are to be maintained by the institutions. |
| Academic | 52983 | Student Admissions Records: Accepted and Enrolled, Undergraduate and Graduate Includes letters of reference, application, credit by examination scores and material, residency documentation, I-20 forms for international students, and correspondence regarding admission and/or enrollment for applicants accepted to a program of study. | 3 Years | After student's last date of attendance. |
| Academic | 52979 | Student Admissions Records - Accepted but not Enrolled, Undergraduate and Graduate Student-specific correspondence related to applying for enrollment at the institution. Correspondence, notes, recruitment, references and recommendations, entrance exams, residency records, and credit by examination documentation. | 3 Years | After calendar year created or received. |
| Academic | 52984 | Student Admissions Records: Rejected, Undergraduate and Graduate Includes letters of reference, application, residency records, and other related material for rejected applicants. | 1 Year | After rejection letter created and sent to applicant. |
| Academic | 52989 | Student Records: Class / Course Evaluations Summary evaluations of course by students. | 1 Year | After calendar year created or received. |
| Academic | 53200 | Student Records: Change of Course Forms (Add/Drop) | 1 Year | After semester form submitted. |
| Academic | 52987 | Institutional Records: Course Catalog Course descriptions that are published in catalogs, bulletins or websites. | Permanent | Retain per Arizona Standards for Permanent Records or transfer to Arizona State Archives after administrative value has been served. |
| Academic | 53197 | Institutional Records: Course Syllabi Official copy held by the institution or department. Instructor copies may be destroyed when administrative value is served. | 2 Years | After calendar year in which course is taught, or after administrative value is served for certification or accreditation purposes, whichever is later. |
| Academic | 53329 | Institutional Records: Programs and Activities with Minor Participants Including but not limited to, registration lists, applications, attendance lists, field trip records, and parental consent records. Use GS 1038: Risk Management Records-53043 for Accident Reports. | 3 Years | After minor turns 18. |
| Academic | 53188 | Institutional Records: Student Government and Organization Records (Non-Historical) Including, but not limited to: bylaws, constitutions, membership rosters, and meeting summaries. | 6 Years | After calendar year created. |
| Academic | 52988 | Institutional Records: Curriculum Development Documentation Files documenting work done to develop new curriculum for an institution. Final curriculum decision should be kept according to the Minutes retention on the Clerks Retention schedule. | Administrative Value | Until administrative value has been served. |
| Academic | 53223 | Student Records: Placement Exams Including exams taken by students and prospective students to determine appropriate course enrollment. | 3 Years | After exam, or after administrative value is served, whichever is later. |
| Academic | 53209 | Student Records: Continuing Education Records Documentation of students enrolled in special interest courses and students enrolled in professional certification programs. Including, but not limited to, proof of attendance, registrant list, and other related records. Note: Certificate/credential/final academic credit records are not part of this series and should be retained according to item 21109 of this schedule. | 3 Years | After academic year created, or after administrative value is served, whichever is later. |
| Academic | 52993 | Student Financial Aid Records: Scholarship Records: Non Historical Administrative and promotional information regarding local and institutional scholarship programs including applications, awards, recipients, listings etc., but not fiscal data. May include information from an institution's Foundation. | 3 Years | After calendar year created or received. |
| Academic | 20499 | Student Financial Aid Records: Financial Aid Records, All Other Records Including, but not limited to, all student files under the Financial Aid program for Family Federal Education Loan (FFEL) and Direct Loan (DL), ACG/SMART, TEACH grants, Campus-Based programs including verifications, appeals, financial needs analysis, income reassessments, dependency overrides, Federal Education Rights and Privacy Act (FERPA) release forms, loan request forms, records, housing plans, exit counseling forms, asset verification forms, promissory notes not covered under item 20497, proof of active duty forms, amended tax returns, Bachelor's degree verifications, birth certificates, citizenship proof, Center for Training and Development (CTD) enrollment agreements, Financial Aid Federal Student Application (FAFSA) signature pages, budget evaluation requests, selective service records, parent authorization forms, year to date (YTD) subs, third party documentation, Veterans status proof, TRIBE, W-2 forms, 1040 (A, EZ, Normal) and other related records. | 3 Years | After award year. |
| Academic | 53184 | Student Financial Aid Records: Scholarship Records: Applicants Not Awarded Records | 1 Year | After calendar year created or received. |
| Academic | 52985 | Student Records: Advising Files Includes notes about student, possible courses the student would take, and correspondence with student. | 2 Years | After student's last semester of enrollment at college or university. |
| Academic | 30274 | Student Counseling Records Student Consultations, Crisis Services, Group Counseling, Individual Counseling, Outreach. | 7 Years | After graduation or last date of attendance. |
| Academic | 53180 | Student Records: Theses and Dissertations (Official Copy) | Permanent | Retain per Arizona Standards for Permanent Records. |
| Administrative | 10067 | Capital Asset Records, All Other Records Including, but not limited to, invoices, receipts, property control records (including lost / stolen reports; obsolete / damaged items listings, amortization records, transfer records, disposition records including auction / sales, trade-ins, and catastrophic loss); contracts, leases and other related records for capital expenses, including land, building and equipment. | 3 Years | After fiscal year of disposal of property but not less than 6 years after property acquired. |
| Administrative | 21072 | Contract and Agreement Records - Capital/Fixed Assets, Construction, Lease Purchase of Equipment, and Real Estate This record series includes the current contract, amendments, and any subsequent determinations or notices and the awarded vendor solicitation records, including notices of publication. Contracts may contain any of the elements listed in 48 CFR 4.803 - 'Contents of contract files.' Including but not limited to, agreements, contracts, intergovernmental agreements (IGA), leases, memorandum of agreement (MOA), memorandum of understanding (MOU) and mutual/automatic aid/cooperative purchasing supporting documentation. If an item within the contract file is listed elsewhere on an approved retention schedule with a longer retention period, retain the item according to the longer period. For Purchase Orders, please refer to Financial Records Retention Schedule. | 3 Years | After disposal of asset but not less than 6 years after asset acquired. |
| Administrative | 52997 | Contract and Agreement Records - Equipment Lease (No Purchase), Goods, Individual Employment and Services This record series includes the current contract, amendments, and any subsequent determinations or notices and the awarded vendor solicitation records, including notices of publication. Contracts may contain any of the elements listed in 48 CFR 4.803 - 'Contents of contract files.' Including, but not limited to, agreements, contracts, intergovernmental agreements (IGA), leases, memorandum of agreement (MOA), memorandum of understanding (MOU) and mutual cooperative purchasing supporting documentation. If an item within the contract file is listed elsewhere on an approved retention schedule with a longer retention period, retain the item according to the longer period. For Purchase Orders, please refer to Financial Records Retention Schedule. | 6 Years | After cancelled, fulfilled, or revoked. |
| Administrative | 30678 | Contracts, Agreements, Leases and Related Records Including, but not limited to, intergovernmental agreements (IGA), mutual/automatic aid agreements, cooperative agreements and memorandums of understanding (MOU) but does not include construction contracts. (see Facilities / Grounds schedule). | 6 Years | After fulfilled, expired, canceled or revoked. |
| Administrative | 10278 | General Correspondence These records do NOT include Executive Correspondence. These are records that are not related to a specific project or case. Including, but not limited to, forms, letters, and memos. | Administrative Value | After administrative or reference value has been served. |
| Administrative | 10280 | Grant Records - Non Historical Includes Administrative, financial and programmatic records. | 3 Years | After quarterly, annual or final expenditure report submitted and approved or after funding agency requirements are met, whichever is longer. |
| Administrative | 10281 | Grant Records - Unsuccessful Applications | 1 Year | After rejected or withdrawn. |
| Administrative | 10282 | Hold Harmless / Release / Waiver Agreements These records are often required when the public goes on a ride-a-long with public safety or others, reserve / use public facilities and / or equipment, etc. | 3 Years | After created or received. |
| Administrative | 20088 | Internal Audit Records Including departmental audits and audits of programs. Also includes audit work papers. | 5 Years | After fiscal year report completed. |
| Administrative | 10287 | Logs Including, but not limited to, telephone message logs, and sign-in sheets. These records don't include any other logs specifically mentioned in other General Retention Schedules. | Administrative Value | After administrative or reference value has been served. |
| Administrative | 10260 | Minutes Records These records are created by public bodies that are subject to open meeting laws. Records including, but not limited to, regular sessions, study and work study sessions. Includes agendas and back-up / supporting documentation for approved items from meeting packets of governing boards, commissions, committees and councils; other decision-making boards, commissions, committees, and councils; advisory boards, commissions, committees, councils, task forces, and ad hoc committees. | Permanent | Retain per Arizona Standards for Permanent Records or transfer to State Archives when administrative value has been served. |
| Administrative | 10261 | Minutes Records - Executive Session Records These records are created by public bodies that are subject to open meeting law. Includes written notice of executive session regarding discussion or consideration of employment matters to affected officers, appointees or employees; Also includes agendas and backup / supporting documentation for approved items from meeting packets of governing boards, commissions, committees and councils; other decision-making boards, commissions, committees, and councils; advisory boards, commissions, committees, councils, task forces, and ad hoc committees. | 7 Years | After calendar year created or received. |
| Administrative | 10263 | Minutes Records - Staff Meetings These are records created during routine staff meetings. | Administrative Value | After administrative or reference value has been served. |
| Administrative | 10262 | Minutes Records - Audio or Video Recordings of Meetings These records are created by public bodies that are subject to open meeting law. The purpose of these recordings is to assist in the transcription / creation of the Minutes. Includes Governing boards, commissions, committees and councils; other decision-making boards, commissions, committees, and councils; advisory boards, commissions, committees, councils, task forces, and ad hoc committees. Audio or video recordings for other purposes fall under the records series, Audio I Video Records-Non Historical" on the Public Information and Marketing Records General Retention Schedule." | 3 Months | After date of meeting and after minutes transcribed or summarized and approved. |
| Administrative | 10290 | Office Internal Administrative Records Including, but not limited to, duty rosters, non-policy work procedures / manuals, office assignments, and work schedules. | Administrative Value | After superseded or obsolete or after administrative or reference value has been served, whichever is later. |
| Administrative | 10293 | Policy and Procedure Records Official agency policy and procedure records. These records don't include internal office procedures records (see series #10290). | Permanent | Retain per Arizona Standards for Permanent Records or transfer to State Archives when administrative value has been served. |
| Administrative | 53650 | Program Records - Non-Historical This series encompasses higher education community and professional programs. Examples include but are not limited to professional development or certificates, workshops and licensure; community outreach, extension, centers of excellence, continuing education; disability, career, or veteran services; and key institutes or partnerships. This series does not include academic programs or research programs. Includes documentation of program development, administration, management, participation, and conclusion. Includes transitory operational records without enduring value. | 1 Year | After year created. |
| Administrative | 10296 | Project Records - Non Historical These records do not include construction projects. | 3 Years | After project completed or abandoned. |
| Administrative | 10025 | Public Events Records-Non Historical Records of non-historical value that document an event, or the planning thereof, and any records related to or in response to the event; may include applications, certificate/proof of insurance, materials on planning and arrangements, participant evaluations, permits, presentation materials and handouts, registration and attendance lists, reports, and schedules of speakers and activities. | 2 Years | After calendar year created or received. |
| Administrative | 10299 | Public Records Requests Includes the request made by the public for agency records. May include a copy of the records provided in response to the public records request. | 1 Year | After calendar year created or received. |
| Administrative | 10305 | Source Documents - Data Entry Forms Including records used to update databases or other data collecting systems. | Administrative Value | After entered data is verified. |
| Administrative | 10307 | Strategic Plans and Goal Records Including 5-year, 10-year and other long range planning records. | Permanent | Retain per Arizona Standards for Permanent Records or transfer to State Archives when administrative value has been served. |
| Administrative | 10309 | Survey Question Records These records are an examination of opinions, behavior, etc. made by asking people questions. These do not include property or land surveys. | Administrative Value | After administrative or reference value has been served. |
| Administrative | 10311 | Training Records These records are created when a training class is provided by a Public Body. Including, but not limited to, attendance lists, evaluations, room reservations, and training announcements. These records do not include records of individual employees' attendance at training classes or their training history. Individual employee training records those records are found on the Human Resources / Personnel General Retention Schedule. | 5 Years | After calendar year training is given. |
| Administrative | 10312 | Training Records - Training Content Records These records are created when a training class is given by a Public Body. Includes handouts, manual, syllabi, and other training presentation materials. | 4 Years | After superseded or obsolete. |
| Administrative | 10313 | Transitory Records Includes records of limited reference value, working documents, letters of transmittal, notes, drafts, and informational bulletins. | Administrative Value | After administrative or reference value has been served. |
| Administrative | 10413 | Working Records Including, but not limited to, drafts, feeder reports, and notes used in the development of final or summary records. | Administrative Value | After final record created, or after reference value has been served if final record is abandoned or on hold. Some working records are retained even after final report is created, but are usually specified in the records series descriptions on approved retention schedules. |
| Finance | 10055 | Accounts Payable and Receivable Records, State Agencies, Boards and Commissions Including, but not limited to, claims, demands, advance records and vouchers, travel requests (approved), fund transfer records, purchase orders, receiving documents, invoices and receipts, insufficient funds (NSF) and returned check records, credit card authorization records, cash transactions records (including petty cash records, receipts, summaries (daily receipts and sales), cash register tapes, voided transaction records, mail receipt lists, cash register reconciliation reports, cash refund records, and other related records), purchase card (Pro card, P-card) records, and billing and collection records. | 5 Years | After fiscal year created or received. |
| Finance | 10071 | Financial Management Records Including, but not limited to, lists of authorized check signers, accounting records including general / special journals, general / special / subsidiary ledgers and journal entry records; trial balances, credit and refund policies / procedures, statements of fees charged and expenditures incurred, lists of adjusting journal entries, summary of related party transactions, advice of encumbrance and lists of liabilities, gift and donation records (including tax credit receipt forms) and schedules of all bank accounts (chart of accounts), all investments (including trustee held investments), fees and price lists, sponsored programs, prepaid expenses, transfers, contingent liabilities, irrevocable trust activity, and installment purchases. | 3 Years | After fiscal year created or received. |
| Finance | 10058 | Banking Records, Checks/Warrants (Cancelled or Voided), State Agencies, Boards and Commission | 5 Years | After fiscal year returned or voided. |
| Finance | 10060 | Banking Records, All other records Including bank statements, warrant registers, reconciliation records, transfers and deposits. | 7 Years | After fiscal year created or received (Requirement per Arizona Department of Revenue). |
| Finance | 10061 | Budget Records, Official Approved and Appropriated Budget | Permanent | Retain per Arizona Standards for Permanent Records or transfer to State Archives when administrative value has been served. |
| Finance | 10063 | Budget Records, All other records, All other public bodies Including, but not limited to, fund requests, internal reports, worksheets, calculations, revenue projections, notices of budget hearings, and affidavits of publication. | 3 Years | After fiscal year covered by budget. |
| Finance | 20085 | Financial Audit Records, Organization-Wide Audit Final Report Including public body's copy of reports and audit work papers. | 7 Years | After fiscal year report completed. Send two (2) copies to Arizona State Library, Archives and Public Records; Attn: State Docs, 1901 W. Madison St. Phoenix, AZ 85009 and send an electronic copy to reports@azlibrary.gov. |
| Finance | 20086 | Financial Audit Records, Departmental Audits Including public body's copy of reports and audit work papers. | 7 Years | After fiscal year report completed. |
| Finance | 20087 | Financial Audit Records, All other records Including public body's copy of reports and audit work papers | 7 Years | After fiscal year report completed. |
| Human Resources | 21249 | Academic Personnel Records Academic personnel are employees with an academic appointment, rank, or title. Records include, but are not limited to, notices of appointment, notices of contract, annual and periodic performance reviews, applications, promotion records, tenure records, and related records. | 10 Years | After fiscal year of separation. Retention based on Higher Learning Commission Review Standards. |
| Human Resources | 20704 | Employee Personnel Records, Official copy [This is the version kept by campus HR] For full-time, part-time, seasonal, interns, volunteer, appointed, or elected positions. Including applications, resumes, performance reviews, disciplinary records, records documenting employee pay decisions, loyalty oaths and oaths of office, conflict of interest and personal interest disclosure records, confidentiality agreements, policy acknowledgements, exit interviews, drivers' qualifications, training, and pre-employment background check records. Employee Medical Records may not be filed in the Employee Personnel File. | 5 Years | After employee terminated or term of office ended. |
| Human Resources | 20705 | Employee Personnel Records, Supervisors' and Other Non-Official Copies [This is the version kept by the department] For full-time, part-time, seasonal, interns, volunteer, appointed, or elected positions. Including applications, resumes, performance reviews, disciplinary records, records documenting employee pay decisions, loyalty oaths and oaths of office, conflict of interest and personal interest disclosure records, confidentiality agreements, policy acknowledgements, exit interviews, drivers' qualifications, training, and pre-employment background check records. | 6 Months | After employee terminated or transferred. Employee Medical Records may not be filed in the Employee Personnel File. |
| Human Resources | 20706 | Employee Personnel Records, Contract Employees For contract positions, including applications, resumes, performance reviews, disciplinary records, records documenting employee pay decisions, loyalty oaths and oaths of office, conflict of interest and personal interest disclosure records, confidentiality agreements, policy acknowledgements, exit interviews, drivers' qualifications, training, and pre-employment background check records, but not including criminal history information records. | 6 Years | After contract expired, cancelled or revoked. Employee Medical Records may not be filed in the Contract Employee Personnel File. |
| Human Resources | 20722 | Hiring/ Selection Records, All others [Non law enforcement positions] Including job announcements, applications, selection, test scores, interview records, pre-employment background check records, affirmative action questionnaires and other related records for individuals not hired. | 2 Years & 6 Months | After position filled or abandoned. |
| Human Resources | 20724 | Individual Employee Training Records, All others [Non law enforcement positions] Including certificates of attendance and other related records. | 3 Years | After training received. |
| Human Resources | 20731 | Job Announcements If filed separately from hiring / selection records. | 2 Years & 6 Months | After position filled or abandoned. |
| Human Resources | 20732 | Leave Records Including compassionate leave, donated leave, military leave and other related records. | 3 Years | After fiscal year created or received. If any of the above records are kept in the Employee Personnel File, then retain those records in accordance with the retention period for item #20704, unless the record has a longer retention period than the retention period for personnel files. In that case, remove the record with the longer retention period and retain it according to the retention period for that record series and destroy the rest of the personnel file as directed above. |
| Human Resources | 20742 | Position Descriptions Records describing established positions including information on title, series, grade, duties, and responsibilities. Also contains Position Description Questionnaire (PDQs). | 3 Years | After either superseded or position abolished, whichever comes first. |
| Research | 22746-A | Human Subject Research - Research Involving Adults Includes, but is not limited to, study design information, enrollment records, consent forms, study participant data, and other study related records. | 6 Years | After the research study comes to an end and the records serve no additional purpose. Note: This Record Series is on the UA Custom Retention Schedule. |
| Research | 22747 | Human Subject Research - Research Involving Minors Includes, but is not limited to, study design information, enrollment records, consent forms, study participant data, and other study related records. | 6 Years [*24 Years after minor's date of birth] | After the research study comes to an end and the records serve no additional purpose. *Once the records are put into retention storage, the actual retention period should be calculated based on the 6-year retention requirement after the study comes to an end or 6 years after the youngest minor represented in the records turns 18 (reaches 24 years of age), whichever is later. This record series not eligible for paper record to digital record conversion unless Arizona State Library approval is obtained. Contact Records & Archives for more information. Note: This Record Series is on the UA Custom Retention Schedule. |
| Research | 22746-N | Human Subject Research - Research Not Started All study related records. | 6 Years | After the research study is abandoned. Should not include any enrollment, consent, or data collection records. If it does, see 22746-A. Note: This Record Series is on the UA Custom Retention Schedule. |
| Research | 53187 | Institutional Records: Institutional Review Board (IRB) Records | 3 Years | After completion of research. |
| Research | 53217 | Institutional Records: Institutionally-Funded Research Records: Final Technical Report Note: Any agendas and minutes generated in connection with research should be retained according to the Minutes series on the Clerks retention schedule. | Permanent | Retain per Arizona Standards for Permanent Records. |
| Research | 20798 | Institutional Records: Institutional Research Records: Cyclical Internal Reports - Supporting Documentation Including but not limited to: database query results, miscellaneous institution reports, and data from other departments. | 6 Years | After calendar year created or received. |
| Research | 53216 | Institutional Records: Institutionally-Funded Research Records: Other Records Including but not limited to: applicant case files, reports, notes, working papers, funding summaries, award letters, applications for research support, personal data, and related documentation and correspondence. | 5 Years | After calendar year created, or after administrative value is served, whichever is later. |