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Anschutz Medical Campus Record Retention Matrix

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Anschutz Medical Campus Record Retention Matrix University of Colorado Denver | Anschutz Medical Campus Record Retention Matrix 10/4/2017 DocumentType Repository Retention Period Related Authority Administrative Records Accreditation Records As designated by Permanent State Archives Campus Chancellor Records Management • Evaluation Reports from Accreditation Organizations Manual - Schedule 8 • Final Reports sent to Accreditation Organizations • Self-evaluation Reports • Statistical Data • Working Papers Committee Records As designated by 5 years State Archives • Agendas originating unit Records Management • Meeting Minutes Manual - Schedule 8 • Reports • Working Papers • Related documentation and correspondence Correspondence, Administrative Originating Unit 2 years State Archives • Communications received or sent which contains significant Records Management information about the programs of a unit Manual - Schedule 8 Correspondence, Ephemeral Originating Unit Until No longer needed • Communications received or sent which do not contain significant information about programs of a unit, fiscal status, or routine agency operations. Correspondence, General Originating Unit 2 years State Archives • Correspondence received or sent which contains information Records Management about routine matters. Manual - Schedule 8 Identification Card Records Issuing Department 6 years after employee or student State Archives separation Records Management Institutional Planning Records Institutional Planning Permanent State Archives • Activity Reports Office Records Management • Information Materials Manual - Schedule 8 • Planning Committee Records • Planning Reports/Surveys • Statements of Goals and Objectives • Working Papers • Related Documentation 1 University of Colorado Denver | Anschutz Medical Campus Record Retention Matrix 10/4/2017 DocumentType Repository Retention Period Related Authority Lecture and Lecture Series Records Unit/Program Sponsor Until no longer needed for reference State Archives • Committee Minutes/Notes Records Management • Financial Support Records Manual - Schedule 8 • Lecture Recordings and Transcripts • Program Records and Announcements Legal Case Records Office of University 6 years after case is closed State Archives • Case files pertaining to legal actions brought against or on Counsel Records Management behalf of the University Manual - Schedule 8 Legislative Relations Records Office of Governmental Permanent State Archives • Bill Review and Tracking Forms Relations Records Management • Copies of Pending or Approved Legislation Manual - Schedule 8 • Working Papers Related Documentation Policies and Procedures Records Originating Department Permanent. Previous policies should • Handbooks be retained for 5 years post-revision • Mission and Policy Statements unless a separate document • Official Procedure Guidelines memorializes the changes. • Organizational Charts • Strategic Planning Documents Faculty Records Agendas -Meeting Minutes } Faculty School Goverance Organizaations, Faculty Council / School Permanent Faculty Assembly and their committees / College Governace Organizations or Faculty Assembly Award records Sponsoring Unit • Winners' names 5 years Election/ Ballot Records Faculty Council Office • Ballots 5 years • Results Permanent 2 University of Colorado Denver | Anschutz Medical Campus Record Retention Matrix 10/4/2017 DocumentType Repository Retention Period Related Authority Faculty Handbook System Administration, Permanent Governing documents: Faculty School Constitution and Bylaws, School / College Permanent Faculty Asembly Bylaws, Rules of the Faculty Assembly Governace Organizations or Faculty Assembly or Primary Unit Organization Membership lists School / College Until no longer needed Governace Organizations or Faculty Assembly or Primary Unit Organization Policies and Procedures As designated by the Permanent Chancellor Privilege and Tenure Committee Records Faculty Council 10 years from the date the case is • Grievance case files closed. • Other confildential files • Public files(meeting minutes,reports,etc.) Reports Institutional Research Until no longer needed Resolutions, Motions and Enactments Provost Until no longer needed Studies Institutional Research Until no longer needed Surveys Institutional Research Until no longer needed Student Records Admission Records Admissions and Accepted students - 5 years after State Archives Registrar graduation or last date of attendance Records Management Rejected students - 1 year Manual - Schedule 8 Class Rosters Student Information Registrar’s is going to all web-based System/Data Warehouse rosters in near future; no paper storage Commencement Records Chancellor’s Office or Permanent State Archives Registrar’s Office Records Management Enrollment Reports Institutional Research 5 years Examinations, Tests, Term Papers, and Homework Records Fsaf No specific requirement for Grade Sheets Registrar Permanent 3 University of Colorado Denver | Anschutz Medical Campus Record Retention Matrix 10/4/2017 DocumentType Repository Retention Period Related Authority Grade Reports Registrar (Have not been 1 year after date distributed State Archives produced on Boulder Records Management Campus for years) Manual - Schedule 8 Grievance Records – Academic As designated by 5 years from date of last attendance Campus Chacellor Housing Records Housing, Family Housing 1 or 2 years after expiration of Department Practice contract/lease • Housing Contracts and Leases • Related Billing Records Children’s Center • Medical Forms for Children's Center 3 years Colorado Dept. of • Students/Critical Incident Files No set standard Internship Program Records Career Services 7 years after students no longer Department practice Medical/Counseling Records Campus Health Clinic or 10 years after last contact with 6 CCR 1011-1 Counseling Center student Services to Students with Disabilities Records Disability Services 5 years after student’s last contact Student Academic Records Registrar, Admissions 5 years after date of last attendance American Association • Academic Progress Reports of College Registrars • Applications and Admissions • Course Withdrawal Forms Officers • Examination Reports Only until student is admitted • Grade Changes Denials retained in Admissions for • Grade Reports one year • Letters of Recommendation • Notices of Admission/Denial/Acceptance • Notices of Readmission Student Account Records Bursar’s Office Permanent for all accounts with Student Conduct Records Judicial Affairs or School No specific requirement for Department Practice Honor Code retention; Judicial Affairs keeps all Student Employment Records Relevant academic or 10 years after separation from 34 C.F.R. administrative employment (except for Work-Study, 675.19(b)(2)(i)-(iii) department which is 3 years after the relevant Thesis and Dissertation Records Permanent State Archives Transcripts Registrar’s Office 75 years after graduation or State Archives Immigration/International Records 4 University of Colorado Denver | Anschutz Medical Campus Record Retention Matrix 10/4/2017 DocumentType Repository Retention Period Related Authority Study Abroad Student and Staff Records Office of International 5 years Education International Student Records Office of International Recommendation to keep at least 8 C.F.R § 214.3(g);22 Education one year following notification to C.F.R. § 62.10(h) International College Student and Staff Records Office of International 5 years Education International Admissions Records Office of International 5 years Education or Admissions International Student Visa Records Office of International 3 years after student leaves the 8 CFR 214.3(g)(1) F1 Visa Records Education or as University. 22 CFR 62.10(h) J1 Visa Records designated by OEI H1 Visa Records International Scholars Records Office of International 3 years after student leaves the Education by OEI University Labor certifications/applications International Office 5 years from date of 20 C.F.R. § 656.10(f) Labor Condition Applications International Office One year after application expires 20 C.F.R. § 655.760 Graduate Medical Education Records Application Program Office Accepted Resident - 5 years after Rejected Resident – 1 year after Applicant Summary Program Office 5 years • Names • Gender • Ethnicity • Visa Status • Accepted/Rejected Status Background Check Results GME Office Until resident leaves GME Program Curriculum Vitae Program Office 10 years after resident leaves GME ECFMG GME Office 50 years Evaluations Program Office Monthly and Semi-Annual - Until • Monthly/Rotational residency is completed unless in • Semi-Annual MedHub; Final – 50 years • Monthly/Rotational Grievance GME Office 10 years after completing residency 5 University of Colorado Denver | Anschutz Medical Campus Record Retention Matrix 10/4/2017 DocumentType Repository Retention Period Related Authority Medical School Diploma GME Office 50 years after resident separates Probation/Remediation Records GME Office and 50 years after resident separates Program from the GME Program. If addressed in Summative evaluation, this letter can be destroyed when resident separates from the GME Program. Procedure/Case Log Summary Program Office 50 years Training Agreement GME Office 50 years Curriculum and Instruction Records Academic Program Administrative Records • Add/Drop Reports Registrar’s Office 1 year after semester ends • Course Enrollment Summaries Student Information Permanent System, Data Warehouse or Continung Education • Graduation Summaries Registrar’s Office Permanent • Registration Reports
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