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According to the schedule copies of many records are to be sent to the Archives. Due to space contraints, the material the Archives can accept is severely limited. Please contact Special Collections and Archives at x6158 before sending any material for storage.
| Applicable To | Designation | Record Series # | Name & Brief Description of Record | Page # | Vital | Retention | Length of Retention | Disposition | Rev Date |
|---|---|---|---|---|---|---|---|---|---|
| General Records | Miscellaneous | U0100 | Correspondence-Official | M-1 | Yes | Permanent | Transfer one copy to Archives | ||
| General Records | Miscellaneous | U0101 | Correspondence-General (non-policy) | M-1 | No | Indefinite | no longer than two years | Destroy | |
| General Records | Miscellaneous | U0102 | Legislative File (Pertaining to KY General Assembly) | M-1 | No | 5 years | Destroy | ||
| General Records | Miscellaneous | U0103 | Manuals-Operating-(Record Copy)-Duplicate in Admin. Units. | M-1 | No | Permanent | Retain one copy | ||
| General Records | Miscellaneous | U0104 | Minutes-Policy making bodies | M-1 | Yes | Permanent | One copy in Archives-One copy in Creating Unit | 12/1995 | |
| General Records | Miscellaneous | U0105 | Minutes-Tapes or Notes from which prepared | M-2 | No | Permanent | Transfer one copy to Archives after approved | ||
| General Records | Miscellaneous | U0106 | Newspaper Clipping File | M-2 | No | Indefinite | When nolonger useful | Destroy | |
| General Records | Miscellaneous | U0107 | Photographic File-documenting University activities | M-2 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Miscellaneous | U0108 | Press Releases-(Record Copy) | M-2 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Miscellaneous | U0109 | Publication-(Record Copy) | M-2 | No | Permanent | One copy in Archives-One copy in Creating Unit | ||
| General Records | Miscellaneous | U0110 | Racial/Ethnic/Gender Statistical Reports-regarding compliance | M-2 | No | Permanent | Transfer one copy to Archives | 12/1995 | |
| General Records | Miscellaneous | U0111 | Reference/Informational Materials-(Not needed to conduct current business) | M-3 | No | Indefinite | When nolonger useful | Destroy | |
| General Records | Miscellaneous | U0112 | Reports-Annual or Summary-(Record Copy) | M-3 | No | Permanent | One copy in Archives-One copy in Creating Unit | ||
| General Records | Miscellaneous | U0113 | Reports-Periodic-supporting documents | M-3 | No | Indefinite | When nolonger useful unless related report not created! | Destroy | |
| General Records | Miscellaneous | U0114 | Reports/Special Studies-(Record Copy) | M-3 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Miscellaneous | U0115 | Research Projects-Final Report-(Record Copy)-Confidential | M-3 | No | Permanent | One copy in Archives-One copy in Creating Unit | 9/1998 | |
| General Records | Miscellaneous | U0116 | Speeches/Papers-(When used at a function or on behalf of University) | M-4 | No | Permanent | One copy in Archives-One copy in Creating Unit | ||
| General Records | Miscellaneous | U0117 | KY State Agency/Univ. Cooperative Publications-(state funded projects/programs) | M-4 | No | Permanent | Three copies to KDLA-one to Archives-one in Creating Unit | 9/1994 | |
| General Records | Miscellaneous | U0118 | Theses/Dissertations-(Record Copy) | M-4 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Miscellaneous | U0119 | Videotape File-(Documenting University Activities) | M-4 | No | Permanent | Transfer master copy to Archives | ||
| General Records | Miscellaneous | U0120 | Research Data-(includes electronic files)-Confidential | M-3 | Yes | Indefinite | 5 years after publication and audit unless project requirements differ | Destroy | 9/1998 |
| General Records | Miscellaneous | U0121 | Interlibrary Loan Request Files-Confidential | M-5 | No | 3 years | Destroy | 3/1999 | |
| General Records | Fiscal Records | U0200 | Budget Allocations File | F-1 | No | 5 years | Destroy | ||
| General Records | Fiscal Records | U0201 | Budget Change Forms File | F-1 | No | 2 years | Destroy | ||
| General Records | Fiscal Records | U0202 | Budget-Departmental Operating-Duplicate | F-1 | No | 5 years | Destroy | ||
| General Records | Fiscal Records | U0203 | Budget-University-(Record Copy) | F-1 | Yes | Permanent | Transfer one copy to Archives | 12/1995 | |
| General Records | Fiscal Records | U0204 | Budget Requests-Annual or Biennial-(Departmental Copy)-Record Copy held in Business Office | F-1 | No | 2 years | Destroy | ||
| General Records | Fiscal Records | U0205 | Budget-Research Project-(Departmental Copy)-Record Copy held by Research Unit | F-1 | No | 5 years | Destroy | ||
| General Records | Fiscal Records | U0206 | Cash Transmittal Letter-(Departmental Copy) | F-1 | No | 1 year | Destroy | 12/1995 | |
| General Records | Fiscal Records | U0207 | Contracts, Agreements, and Related Papers-(Departmental Copy) | F-1 | No | Indefinite | 3 years after expiration or termination | Destroy | |
| General Records | Fiscal Records | U0208 | Contracts, Agreements, and Related Papers-(Record Copy) | F-1 | No | Indefinite | 3 years after expiration, termination, or audit | Destroy | |
| General Records | Fiscal Records | U0209 | Imprest Cash-Bank Statements | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0210 | Imprest Cash-Cancelled Checks | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0211 | Imprest Cash-Deposit Slips | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0212 | Imprest Cash Listing | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0213 | Imprest Cash Reconciliation Statements | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0214 | Imprest Cash Summary of Disbursements/Requests for Reimbursement | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0215 | Imprest Cash Vouchers | F-2 | No | 3 years after audit | Destroy | ||
| General Records | Fiscal Records | U0216 | Interaccount Bills-(Departmental Copy) | F-2 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0217 | Inventory Forms/List-(Departmental Copy)-(Original in Physical Plant) | F-2 | No | Indefinite | After disposal of equipment | Destroy | |
| General Records | Fiscal Records | U0218 | Inventory File-Vehicle-(Departmental Copy) | F-2 | No | Indefinite | After disposal of vehicle | Destroy | |
| General Records | Fiscal Records | U0219 | Invoices | F-2 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0220 | Leases-(Departmental Copy)-(Record Copy in Bus./Acc. Office) | F-2 | No | Indefinite | 3 years after termination or expiration | Destroy | |
| General Records | Fiscal Records | U0221 | Orders-Purchase and Related Documents-(Departmental Copy)-Original in Bus./Acc. Office | F-2 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0222 | Orders-Work-(Department Copy)-Original in Phy.Plant | F-3 | No | Indefinite | After approved and completed | Destroy | |
| General Records | Fiscal Records | U0223 | Photocopy Machine User Documentation | F-3 | No | 1 year | Destroy | ||
| General Records | Fiscal Records | U0224 | Requisitions-Central Stores | F-3 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0225 | Requisitions for Forms-(Departmental Copy)-Original in Bus./Acc. Office | F-3 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0226 | Requisitions-Purchase-(Departmental Copy)-Original in Bus./Acc. Office | F-3 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0227 | Requisitions-Supplies | F-3 | No | 2 years | Destroy | ||
| General Records | Fiscal Records | U0228 | Requisitions-Telephone-(Departmental Copy)-Original in Bus./Acc. Office | F-3 | No | 1 year | Destroy | ||
| General Records | Fiscal Records | U0229 | Reports-Audit-(Record Copy)-(Formal Audits completed by independent auditors of Public Accost) | F-3 | Yes | Permanent | One copy in Archives-One copy in Creating Unit | ||
| General Records | Fiscal Records | U0230 | Reports-Annual Financial-(Record Copy) | F-3 | Yes | Permanent | Transfer one copy to Archives | ||
| General Records | Fiscal Records | U0231 | Reports-Receiving-(Duplicate)-Original in Bus./Acc. Office | F-4 | No | 1 year | Destroy | ||
| General Records | Fiscal Records | U0232 | Telephone-Listing of Charges | F-4 | No | Indefinite | When obsolete | Destroy | |
| General Records | Fiscal Records | U0233 | Travel Authorizations-(Departmental Copy) | F-4 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0234 | Travel Requests-In-state or Out-of-state-(Departmental Copy) | F-4 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0235 | Travel Vouchers-(Departmental Copy)-(Record copy in Bus./Acc.) | F-4 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0236 | Vouchers-Includes Dept. Authorization, Dept. Invoices, Pay-In, and Journal-(Record copy in Bus. Office) | F-4 | No | 3 years | Destroy | ||
| General Records | Fiscal Records | U0237 | Financial Records-Sub-Unit or Office copies of financial records not subject to audit | F-4 | No | 2 years | Destroy | ||
| General Records | Fiscal Records | U0238 | Budget Workpapers-Used in compiling final operating budget-(includes electronic files) | F-1 | No | 5 years | Destroy | 6/1998 | |
| General Records | Personnel Records | U0300 | Accident Report File-(Duplicate)-Original in Personnel Office-no claim or official action occurred | P-1 | No | 2 years | Destroy | ||
| General Records | Personnel Records | U0301 | Employee Personnel Roster | P-1 | No | 2 years | Destroy | ||
| General Records | Personnel Records | U0302 | First Report of Injury or Illness File-(Duplicate)-Original in Personnel Office | P-1 | No | 2 years | Destroy | ||
| General Records | Personnel Records | U0303 | Job Description File-(Duplicate)-Original in Personnel Office | P-1 | No | Indefinite | When superceded | Destroy | |
| General Records | Personnel Records | U0304 | Leave Request Form-(Office or Unit Copy) | P-1 | No | 1 year | Destroy | ||
| General Records | Personnel Records | U0305 | Notification of Personnel Action File-all copies other than Record copy retained in Personnel | P-1 | No | Indefinite | 3 years after termination of employee | Destroy | 9/1999 |
| General Records | Personnel Records | U0306 | Personnel Applications and Resumes-(Not Hired)-Confidential | P-1 | No | 2 years | Destroy | 12/1995 | |
| General Records | Personnel Records | U0307 | Personnel Policies and Procedures-(Duplicates)-(Record copy retained in Personnel) | P-1.1 | No | Indefinite | When superceded | Destroy | |
| General Records | Personnel Records | U0308 | Personnel Records-(Departmental Copy)-Faculty and Staff-(Master file in Personnel)-Confidential | P-1.1 | No | Indefinite | 5 years after termination of employment in Office or Unit | Destroy | 12/1995 |
| General Records | Personnel Records | U0309 | Personnel Records-(Sub-unit of Office copy)-Confidential | ADM-4 | No | Indefinite | 2 years after termination of employment in office or unit | Destroy | 12/1995 |
| General Records | Personnel Records | U0310 | Tenure Track Applications-(not accepted)-(Departmental Copy)-(Not currently on staff)-Confidential | ADM-4 | No | 2 years unless complaint filed, then after disposition of complaint | Destroy | 12/1995 | |
| General Records | Personnel Records | U0311 | Time and Attendance Report-(Office or Unit copy)-(Record copy in Personnel) | ADM-4 | No | 3 years | Destroy | ||
| General Records | Personnel Records | U0312 | Vacancy Reporting Form-(Duplicate, original in Personnel Office) | ADM-4 | No | 3 years | Destroy | 9/1999 | |
| General Records | Personnel Records | U0313 | Affirmative Action/Equal Opportunity Form-(Departmental copy)-Confidential | ADM-4 | No | 2 years | Destroy | 6/8/2000 | |
| General Records | Personnel Records | U0314 | Request to Interview Candidate-(Departmental copy) | ADM-4 | No | 2 years | Destroy | 6/8/2000 | |
| General Records | Student/Course Records | U0400 | Academic Action Authorization File-Dismissal, etc. | S/C-1 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0401 | Academic Records-(Master or Official Student Record)-Confidential | S/C-1 | Yes | Permanent | Retain in Creating Unit or Archive | 12/1995 | |
| General Records | Student/Course Records | U0402 | Acceptance Letters-(Enrolled students) | S/C-1 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0403 | Acceptance Letters-(Not accepted) | S/C-1 | No | Indefinite | 3 years after application term | Destroy | |
| General Records | Student/Course Records | U0404 | Advanced Placement Records-(Enrolled students)-Confidential | S/C-1 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0405 | Advanced Placement Records-(Not accepted) | S/C-1 | No | Indefinite | 3 years after application term | Destroy | |
| General Records | Student/Course Records | U0406 | Applications for Admissions-(Individuals who do not enter whether accepted or rejected)-Confidential | S/C-2 | No | Indefinite | 3 years after application term | Destroy | |
| General Records | Student/Course Records | U0407 | Applications for Admission or Readmission-(Enrolled students) | S/C-2 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0408 | Applications for Graduation | S/C-2 | No | Indefinite | 1 year after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0409 | Change of Grade File | S/C-2 | No | Permanent | Retain in Creating Unit | ||
| General Records | Student/Course Records | U0410 | Class Roster-(Containing student names only) | S/C-2 | No | 1 year | Destroy | ||
| General Records | Student/Course Records | U0411 | Class Schedules-(Faculty) | S/C-2 | No | Indefinite | When obsolete | Destroy | |
| General Records | Student/Course Records | U0412 | Class Schedules-(Institutional Record copy)-(Maintained by Chief Academic Officer) | S/C-2 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0413 | Counseling Files-(Academic)-(Created by University Counseling Offices)-Confidential | S/C-2 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0414 | Course Change Files-(Add/Drop) | S/C-2 | No | Indefinite | 1 year after date submitted | Destroy | |
| General Records | Student/Course Records | U0415 | Course Syllabuses-(Faculty Copy)-(Policies and Objectives) | S/C-3 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0416 | Credit by Examination File-(Equivalent grade information)-(Master File)-Confidential | S/C-3 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0417 | Credit/No Credit Approval File | S/C-3 | No | Indefinite | 1 year after date submitted | Destroy | |
| General Records | Student/Course Records | U0418 | Curriculum and Instruction File-(Faculty) | S/C-3 | No | Indefinite | When obsolete | Destroy | |
| General Records | Student/Course Records | U0419 | Degree Audit Records | S/C-3 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0420 | Degree Statistical Reports-(Documenting number, type, demographic, and data relating to degrees awarded) | S/C-3 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0421 | Degrees Awarded Files-(Including Associate, Undergraduate, Graduate) | S/C-3 | No | Indefinite | Transfer one permanent copy to Master Student File | ||
| General Records | Student/Course Records | U0422 | Disciplinary Action Documents-(Enrolled students)-Note: maintained separate form Academic Record | S/C-4 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0423 | Enrollment Statistical Reports-(Documenting student enrollment for Budget/Planning purposes) | S/C-4 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0424 | Enrollment Verifications File | S/C-4 | No | Indefinite | 1 year after verification | Destroy | |
| General Records | Student/Course Records | U0425 | Entrance Examination Reports-(Enrolled students)-(ACT,CEEB, GRE, SAT, etc. & may include scores and profiles)-Confidential | S/C-4 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0426 | Entrance Examination Reports-(Individuals who do not enter whether accepted or rejected)-Confidential | S/C-4 | No | Indefinite | 1 year after application term | Destroy | 12/1995 |
| General Records | Student/Course Records | U0427 | Fee Assessment Forms File-(Enrolled students) | S/C-4 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0428 | Financial Aid Documents-(Including supporting documentation used to make a determination of financial need) | S/C-5 | No | Indefinite | 5 years after annual audit has been accepted by DoE | Destroy | |
| General Records | Student/Course Records | U0429 | Final Examination Schedule-(Faculty)-(Duplicate) | S/C-5 | No | 6 months | Destroy | 12/1995 | |
| General Records | Student/Course Records | U0430 | Foreign Student File-(May include INS documents)-Original supporting documents should be returned to student-Confidential | S/C-5 | Yes | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0431 | Grade Information File-NOTE: Permanent information in Master Student File | S/C-5 | No | Indefinite | 1 year after date distributed | Destroy | |
| General Records | Student/Course Records | U0432 | Grade Sheets-(Original)-(May be known as Class Lists)-Confidential | S/C-5 | No | Permanent | Retain in Creating Unit | ||
| General Records | Student/Course Records | U0433 | Grade Statistical Report-(Record copy) | S/C-6 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0434 | Graduation Authorization File | S/C-6 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0435 | Graduation Lists | S/C-6 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0436 | Medical Records-(Enrolled students)-Confidential | S/C-6 | No | Indefinite | 10 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0437 | Medical Records-(Individuals who do not enter whether accepted or rejected)-Confidential | S/C-6 | No | Indefinite | 3 years after application term | Destroy | 12/1995 |
| General Records | Student/Course Records | U0438 | Name Change Authorization File | S/C-6 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0439 | Pass/Fail Request File | S/C-6 | No | Indefinite | 1 year after date submitted | Destroy | |
| General Records | Student/Course Records | U0440 | Placement Scores-(Enrolled students)-Confidential | S/C-6 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0441 | Placement Scores-(Individuals who do not enter whether accepted or rejected)-Confidential | S/C-7 | No | Indefinite | 3 years after application term | Destroy | 12/1995 |
| General Records | Student/Course Records | U0442 | Readmission File-(Individuals who do not enter whether accepted or rejected)-Confidential | S/C-7 | No | Indefinite | 1 year after application term | Destroy | |
| General Records | Student/Course Records | U0443 | Recruitment Material-(For a specific term) | S/C-7 | No | Indefinite | 3 years after application term, graduation, or last date of attendance | Destroy NOTE: If reported created, send one copy to Archives | |
| General Records | Student/Course Records | U0444 | Registration Forms | S/C-7 | No | Indefinite | 1 year after date submitted | Destroy | |
| General Records | Student/Course Records | U0445 | Request/Disclosures of Personally Identifiable Information | S/C-7 | Yes | Indefinite | When affected record is destroyed | Destroy | |
| General Records | Student/Course Records | U0446 | Residency Classification Forms File | S/C-7 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0447 | Social Security Certification File | S/C-7 | No | Indefinite | 1 year after certification | Destroy | |
| General Records | Student/Course Records | U0448 | Student Class Schedule | S/C-7.1 | No | Indefinite | 1 year after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0449 | Student File-(Active)-(College or Department copy)-Confidential | S/C-7.1 | No | Indefinite | 5 years after graduation or last date of attendance | Transfer one permanent copy to Master Student File | |
| General Records | Student/Course Records | U0450 | Student File-(Inactive)-(College or Department copy)-Confidential | S/C-7.1 | No | Indefinite | 5 years after graduation or last date of attendance | Transfer one permanent copy to Master Student File | |
| General Records | Student/Course Records | U0451 | Student File-(Masters Degree Program)-(Declined and Denied) | S/C-7.1 | No | 2 years | Destroy | 12/1995 | |
| General Records | Student/Course Records | U0452 | Student Government Files-(By-laws, minutes, correspondence, agendas, etc.) | S/C-7.1 | No | Permanent | Transfer one copy to Archives | ||
| General Records | Student/Course Records | U0453 | Student Request for Nondisclosure of Directory Information File-that University not provide access to directory information | S/C-7.1 | Yes | Indefinite | 1 year after termination of request | Destroy | |
| General Records | Student/Course Records | U0454 | Student Waivers for Rights of Access to see Letters of Recommendation for Admission File | S/C-8 | Yes | Indefinite | When affected record is destroyed | Destroy | |
| General Records | Student/Course Records | U0455 | Student Worker Time Sheets | S/C-8 | No | 3 years after audit | Destroy | ||
| General Records | Student/Course Records | U0456 | Student's Written Consent for Records Disclosure File | S/C-8 | Yes | Indefinite | Upon termination of consent or destruction of affected record | Destroy | |
| General Records | Student/Course Records | U0457 | Teacher Certification File | S/C-8 | No | Indefinite | 1 year after certification | Destroy | |
| General Records | U0458 | Test Scores-(Enrolled students)-Confidential | S/C-8 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | ||
| General Records | Student/Course Records | U0459 | Transcript Request File-(Student) | S/C-8 | No | Indefinite | 1 year after date submitted | Destroy | |
| General Records | Student/Course Records | U0460 | Transcripts-(Enrolled students)-Original supporting documents should be returned to student-Confidential | S/C-8 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy NOTE: Originals from other sources to be returned to student | |
| General Records | Student/Course Records | U0461 | Transcripts-(Individuals who do not enter whether accepted or rejected)-Confidential-(Return Originals) | S/C-9 | No | Indefinite | 3 years after application term | Destroy NOTE: Originals from other sources to be returned to student | |
| General Records | Student/Course Records | U0462 | Transfer Credit Evaluations | S/C-9 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0463 | Tuition and Fee Change File | S/C-9 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0464 | Veteran's Administration Certification File | S/C-9 | No | Indefinite | 3 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0465 | Withdrawal Authorization File | S/C-9 | No | Indefinite | 2 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0466 | Work Study Files | S/C-9 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| General Records | Student/Course Records | U0467 | Academic Records-Correspondence/Independent Study-(High School Division)-Confidential | S/C-10 | Yes | Permanent | Retain in Creating Unit or transfer to University Archives | 9/1997 | |
| General Records | Student/Course Records | U0468 | Personnel Records-(Students)-Confidential | S/C-10 | No | Indefinite | 5 years after termination of employment | Destroy | 12/1997 |
| General Records | Student/Course Records | U0469 | Student Learning Contract-Internship agreement-Confidential | S/C-10 | No | Indefinite | 5 years after completion of Internship period | Destroy | 6/1998 |
| General Records | Student/Course Records | U0470 | Course Proposal File-(Approved)-(Department Copy) | S/C-10 | No | Indefinite | 1 year after notification of approval | Destroy | 9/1999 |
| General Records | Student/Course Records | U0471 | Course Proposal File-(Not approved)-(Department Copy) | S/C-10 | No | Indefinite | After notification of non-approval | Destroy | 9/1999 |
| General Records | Student/Course Records | U0472 | Application for Scholarships File-Accepted-Confidential | S/C-10 | No | Indefinite | 3 years after expiration of award period | Destroy | 6/1998 |
| General Records | Student/Course Records | U0473 | Application for Scholarships File-Declined-Confidential | S/C-10 | No | Indefinite | 1 year after notification letter | Destroy | 6/1998 |
| General Records | Student Course Records | U0474 | Health and Fitness Record File-Confidential | S/C-11 | No | 2 years | Destroy | 9/1998 | |
| General Records | Student Course Records | U0475 | Student Disability Services File-(Documents rendering of services and provisions for special accommodations) | S/C-11 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | 9/1998 |
| General Records | Student Course Records | U0476 | Student Credential File-(Documentation for use by potential employers)-Confidential | S/C-11 | No | Indefinite | 5 years after last date of activity | Destroy | 6/1999 |
| General Records | Student Course Records | U0477 | Dental Records-(Student)-Confidential | S/C-11 | No | Indefinite | 10 years after graduation or last date of attendance | Destroy | 9/1999 |
| General Records | Student/Course Records | U0478 | Appeals File - Students-Confidential | S/C-11 | No | 3 years | Destroy | 12/1999 | |
| Administrative Services | Personnel/Payroll | U0600 | Accident Report File-(Original)-(No litigation, claim, or other official action has occurred) | ADM-1 | No | 3 years | Destroy | ||
| Administrative Services | Personnel/Payroll | U0601 | Agreement for Salary Reduction-(Employee)-if separate from Master Personnel File | ADM-1 | No | 3 years after audit | Destroy | 12/1995 | |
| Administrative Services | Personnel/Payroll | U0602 | Applicant Referral Log | ADM-1 | No | 1 years | Destroy | ||
| Administrative Services | Personnel/Payroll | U0603 | Bookstore Charge Slip-(Faculty)-(Duplicate held in Bookstore) | ADM-1 | No | 3 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0604 | Bureau of Labor Statistics Log and Summary of Occupational Injuries and Illnesses | ADM-1 | No | 5 years | Destroy | ||
| Administrative Services | Personnel/Payroll | U0605 | City Tax Reports | ADM-1 | No | 4 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0606 | Deduction Listing-(Faculty and Staff) | ADM-1 | No | 4 years | Destroy | ||
| Administrative Services | Personnel/Payroll | U0607 | Earnings Records-(Faculty and Staff) | ADM-1 | No | 4 years | Destroy | ||
| Administrative Services | Personnel/Payroll | U0608 | Earnings Records-(Students) | ADM-1 | No | Indefinite | 30 years after graduation or last date of attendance | Destroy | |
| Administrative Services | Personnel/Payroll | U0609 | Employee Exit Interviews | ADM-1 | No | Indefinite | 5 years after termination of employment with University | Destroy | |
| Administrative Services | Personnel/Payroll | U0610 | Employee Insurance File-(if separate from Master Personnel File0-(Contains information on enrollments/cancellations) | ADM-2 | No | Indefinite | When obsolete | Destroy | |
| Administrative Services | Personnel/Payroll | U0611 | Federal Tax Reports | ADM-2 | No | 4 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0612 | First Report of Injury or Illness File-(Original) | ADM-2 | No | Indefinite | If no claim, 3 years after report date. If claim, transfer to U0631 | Destroy | |
| Administrative Services | Personnel/Payroll | U0613 | Job Classification File | ADM-2 | No | Permanent | Retain in Creating Unit | ||
| Administrative Services | Personnel/Payroll | U0614 | Job Description File-(Original) | ADM-2 | No | Permanent | Retain in Creating Unit | ||
| Administrative Services | Personnel/Payroll | U0615 | Leave Accrual Reports-(balance of sick and vacation leave) | ADM-2 | No | Indefinite | 5 years after termination of employment | Destroy | |
| Administrative Services | Personnel/Payroll | U0616 | Non-Injury Accident Report | ADM-2 | No | 3 years | Destroy | 12/1995 | |
| Administrative Services | Personnel/Payroll | U0617 | Payroll Source Document File-(supporting individual pay deductions)-Confidential | ADM-2 | Yes | 4 years | Destroy | 12/1995 | |
| Administrative Services | Personnel/Payroll | U0618 | Payroll Vouchers | ADM-3 | No | 3 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0619 | Performance Evaluations-(Faculty and Staff)-Confidential | ADM-3 | No | Indefinite | 5 years after termination of employment | Destroy | 12/1995 |
| Administrative Services | Personnel/Payroll | U0620 | Personnel File-(Master)-(Faculty and Staff)-Confidential | ADM-3 | Yes | Permanent | After termination of employment | Retain in Creating Unit or transfer to University Archives | 12/1995 |
| Administrative Services | Personnel/Payroll | U0621 | Personnel Policies and Procedures-(Original)-(Hiring procedures, promotion, etc.) | ADM-3 | No | Permanent | Retain one copy of each revision in Creating Unit | ||
| Administrative Services | Personnel/Payroll | U0622 | Request for Payroll Refund File-(Duplicate)-(Original in KY State Treasurer's Office) | ADM-3 | No | 3 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0623 | Request for Tuition Waiver File-(Employees who attend classes) | ADM-3 | No | 3 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0624 | Retirement Reports-(Documents which would substantiate retirement claims) | ADM-3.1 | No | Permanent | Retain in Creating Unit | ||
| Administrative Services | Personnel/Payroll | U0625 | Salary Distribution File-(Duplicate)-(Original in Accounting) | ADM-3.1 | No | 2 years | Destroy | ||
| Administrative Services | Personnel/Payroll | U0626 | Social Security Reports | P-2 | No | 3 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0627 | Tenure Track Applications-(Not accepted)-(Record copy)-(Individuals not on staff)-Confidential | P-2 | No | 2 years | Destroy | 12/1995 | |
| Administrative Services | Personnel/Payroll | U0628 | Time and Attendance Reports-(Records copy) | P-2 | No | 3 years after audit | Destroy | ||
| Administrative Services | Personnel/Payroll | U0629 | Vacancy Reporting Form-(Original-Duplicate in respective department or unit) | P-2 | No | Indefinite | 3 years after vacancy filled | Destroy | 9/1999 |
| Administrative Services | Personnel/Payroll | U0630 | W-4/K-4 File-(Students)-(Tax withholding and exemption information) | P-2 | No | Indefinite | 5 years after graduation or last date of attendance | Destroy | |
| Administrative Services | Personnel/Payroll | U0631 | Workers' Claims-(Compensation)-(Duplicate- Record copy in State Department) | P-2 | No | Indefinite | 3 years after case closure | Destroy | |
| Personnel | Affirmative Action | U0632 | Vacant Faculty Position Retention Form (Used to justify retention of faculty positions) | P-3 | No | 2 years | Destroy after position is approved, filled, or denied and audit | 3/9/2000 | |
| Personnel | Affirmative Action | U0633 | Position Control Form | P-3 | No | 4 years | Destroy after audit NOTE: Destroy unit copies when superseded | 3/9/2000 | |
| Personnel | Affirmative Action | U0634 | Description of Available Position - (Series is used to write advertisements for vacant positions) | P-3 | No | Indefinite | 5 years after inactivation of position, and audit | Destroy | 3/9/2000 |
| Personnel | Affirmative Action | U0635 | Affirmative Action/Equal Opp.Form - (Used to collect demographic data) - Confidential | P-3 | No | 3 years | Destroy | 3/9/2000 | |
| Personnel | Affirmative Action | U0636 | Justification of Waiver Request File - (Waives recruitment process to hire an identified candidate) | P-3 | No | Indefinite | 3 years after position is filled | Destroy | 3/9/2000 |
| Personnel | Affirmative Action | U0637 | Search Committee Form - (Documents that Affirm. Action policies were followed) | P-3 | No | Indefinite | 3 years after search is concluded | Destroy | 3/9/2000 |
| Personnel | Affirmative Action | U0638 | Request to Interview Candidate | P-3 | No | 3 years | Destroy | 3/9/2000 | |
| Personnel | Affirmative Action | U0639 | Interim Affirm. Action Report - (Documents that search is proceeding and in compliance) - Confidential | P4 | No | Indefinite | 3 years after search is concluded | Destroy | 3/9/2000 |
| Personnel | Affirmative Action | U0640 | Summary of Affimative Action Process - (Documents efforts to follow Affirm. Action commitments) | P-4 | No | Indefinite | 3 years after search is concluded | Destroy | 3/9/2000 |
| Personnel | Affirmative Action | U0641 | Preferred Candidate Identified Form - (Documents the selection of a candidate to fill position) - Confidential | P-4 | No | Indefinite | 3 years after search is concluded | Destroy | 3/9/2000 |
| Administrative Services | Buildings/Grounds/Physical Plant | U0700 | Applications/Awards to Construct University Buildings | ADM-5 | No | Indefinite | 3 years after construction is complete | Destroy | |
| Administrative Services | Buildings/Grounds/Physical Plant | U0701 | Blueprints, Plans, and Specifications for Buildings, Grounds, and Landscapes | ADM-5 | Yes | Permanent | Transfer one copy to Archives | ||
| Administrative Services | Buildings/Grounds/Physical Plant | U0702 | Building Inspection Files | ADM-5 | No | 2 years | Destroy | ||
| Administrative Services | Buildings/Grounds/Physical Plant | U0703 | Capital Construction/Building File-(Includes renovations and new construction) | ADM-5 | Yes | Permanent | Transfer one copy to Archives | ||
| Administrative Services | Buildings/Grounds/Physical Plant | U0704 | Insurance File-Building and Equipment-(Policies and Support Documents) | ADM-5 | Yes | Indefinite | 3 years after expiration and audit | Destroy | |
| Administrative Services | Buildings/Grounds/Physical Plant | U0705 | Inventory Forms/Lists | ADM-5 | No | Indefinite | When superseded | Destroy | 9/1999 |
| Administrative Services | Buildings/Grounds/Physical Plant | U0706 | Inventory File of State-Owned Vehicles | ADM-5 | No | Indefinite | 3 years after disposal of vehicles | Destroy | |
| Administrative Services | Buildings/Grounds/Physical Plant | U0707 | Maintenance File-(Contains information on continuing maintenance of facilities) | ADM-5 | No | Indefinite | 3 years after expiration of maintenance agreement or disposal of equipment | Destroy | |
| Administrative Services | Buildings/Grounds/Physical Plant | U0708 | Payroll File-(Hourly Employees)-Confidential | ADM-5 | No | 3 years after audit | Destroy | 12/1995 | |
| Administrative Services | Buildings/Grounds/Physical Plant | U0709 | Time cards | ADM-6 | No | 3 years after audit | Destroy | ||
| Administrative Services | Buildings/Grounds/Physical Plant | U0710 | Work Orders-(Detailed requests for repairs on equipment/buildings) | ADM-6 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0800 | Accounts Reconciliation File | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0801 | Bank Statements | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0802 | Bond Documentation File | BUS-1 | No | Permanent | After all financial transactions are completed and audit | Transfer one copy to Archives | |
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0803 | Bookstore Daily Reports-(Duplicate)-(Original in Bookstore) | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0804 | Budget Requests-Biennial-(Record copy) | BUS-1 | No | 5 years | Destroy | 12/1995 | |
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0805 | Cancelled Checks | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0806 | Capital Construction Disbursements and Receipts File | BUS-1 | No | Permanent | Retain in Creating Unit | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0807 | Capital Construction Encumbrance File | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0808 | Cash Register Detail Tapes | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0809 | Cash Register Receipts | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0810 | Cash Transmittal Letters-(Record copy) | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0811 | Check Registers | BUS-1 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0812 | Check Stubs | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0813 | Deposit Slips | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0814 | Interaccount Bills-(Record copy) | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0815 | Invoices-(Paid) | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0816 | Lease Agreement File-(All Types)-(Record copy) | BUS-2 | No | Indefinite | 3 years after expiration of lease and audit | Destroy | |
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0817 | Ledgers/Journals-(Which provide a history of financial transactions, including investments) | BUS-2 | Yes | Permanent | Transfer one copy to Archives | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0818 | Reconciliation Documents | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0819 | Refund Authorizations | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0820 | Reimbursement Forms File | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0821 | Report of Sales Tax-Monthly-(Original- Duplicate in appropriate administrative units) | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0822 | Salary Distribution File-(Origin- Duplicate in Payroll | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0823 | Subsidiary Accounts File-(Includes income and expenditures) | BUS-2 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0824 | Travel Requests-In-State and Out-of-State-(Duplicates in administrative units) | BUS-3 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0825 | Vouchers-(Journal, Travel, Pay-In, all types)-(Duplicates in administrative units) | BUS-3 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Accounts/Controller/Bursar | U0826 | Withdrawal Request File-(Agency Funds) | BUS-3 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Purchasing | U0900 | Bid File | BUS-4 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Purchasing | U0901 | Orders-(Purchase and Related Documents)-(Record copy) | BUS-4 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Purchasing | U0902 | Receiving/Shipping Reports | BUS-4 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Purchasing | U0903 | Requisitions-(Purchase, forms, supplies, all types)-(Record copy) | BUS-4 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Purchasing | U0904 | Surplus Property File-(Sale Documents)- | BUS-4 | No | 3 years after audit | Destroy | 12/1995 | |
| Business Affairs/Accounting | Purchasing | U0905 | Telephone Bills/Printouts of Charges | BUS-4 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Purchasing | U0906 | Vehicle Inventory File-(Original) | BUS-4 | No | Indefinite | 3 years after disposal of vehicle and audit | Destroy | |
| Business Affairs/Accounting | Purchasing | U0907 | Vehicle Maintenance File | BUS-4 | No | Indefinite | 3 years after disposal of vehicle and audit | Destroy | |
| Business Affairs/Accounting | Purchasing | U0908 | Vendor Lists | BUS-4 | No | Indefinite | When obsolete | Destroy | |
| Business Affairs/Accounting | Central Stores | U1000 | Stock Status List-(Periodic report of stock on hand and its value) | BUS-5 | No | 3 years after audit | Destroy | ||
| Business Affairs/Accounting | Food Services | U1100 | Warehouse Inventory File | BUS-6 | No | 2 years | Destroy | ||
| Business Affairs/Accounting | Food Services | U1101 | Work Schedules | BUS-6 | No | 1 years | Destroy | ||
| Business Affairs/Accounting | Food Services | U1102 | Catering Records File | BUS-6 | No | 3 years after audit | Destroy | 12/1995 | |
| Business Affairs/Accounting | Bookstore | U1200 | Bookstore Charge Slip-(Faculty and Staff)-(Duplicate)-(Original in Accounting for deduction purposes) | BUS-7 | No | 1 year | Destroy | ||
| Business Affairs/Accounting</ |