SLR 105 Form SLR105C must accompany this form 1 STATE OF TEXAS. Page 4 of 104. Records Retention Schedule

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1 SLR 05 Form SLR05C must Page 4 of Records 5. Dept ALL09 SYLLABUS - COURSE CONTENT. PM PM USED TO ASSESS EQUIVALENCY OF TRANSFER COURSES. RECORD MAY BE KEPT IN ELECTRONIC AND PAPER MEDIUM. ALL020 COURSE WAIVERS. AC+5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ALL02 GRADE REPORTS. YR YR ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL030 CLASS SCHEDULE. YR YR ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL03 SCHEDULE OF CLASSES (INSTITUTIONAL). YR YR 2 YRS I ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL050 APPLICATION FOR ADMISSION OR READMISSION. AC + 5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE.

2 SLR 05 Form SLR05C must Page 5 of Records 5. Dept STUDENT CORRESPONDENCE RELEVANT. WHO ALL060 AC+ AC+ DO NOT ENTER. AC=AFTER APPLICATION TERM. STUDENT CORRESPONDENCE RELEVANT. WHO ALL06 AC+5 AC+5 DO ENTER. AC=GRADUATION OR DATE OF LAST ATTENDANCE. ALL070 CHANGES OF COURSE - ADD / DROP. AC+ AC+ AC=AFTER DATE SUBMITTED. ALL075 MAJOR CHANGE FORM. AC+5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ALL077 WITHDRAWAL AUTHORIZATIONS FORM. AC+5 AC+5 AC=AFTER DATE SUBMITTED. ALL080 APPLICATION FOR GRADUATION. AC+5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ALL08 TRANSFER CREDIT EVALUATIONS. AC+5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE.

3 SLR 05 Form SLR05C must Page 6 of Records 5. Dept ALL00 GRADUATION AUTHORIZATIONS FORM. AC+ 4 YRS AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ALL0 DEGREE PLANS. AC+5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ALL20 CHANGE OF GRADE FORM. AC+ AC+ AC=AFTER DATE SUBMITTED. ORIGINAL GRADE CHANGE KEPT AT REGISTRAR'S OFFICE. ALL40 CLASS LISTS. YR YR I ORIGINAL KEPT AT REGISTRAR'S OFFICE. ALL50 DEGREE AUDIT. AC+5 AC+5 AC=GRADUATION OR DATE OF LAST ATTENDANCE. ACADEMIC RECORD. TRANSCRIPTS OTHER ALL60A AC+ AC+ COLLEGES APPLICANTS WHO DO NOT ENTER. AC=AFTER APPLICATION TERM. ACADEMIC RECORD. TRANSCRIPTS OTHER ALL60 AC+5 AC+5 COLLEGES APPLICANTS WHO DO ENTER. AC=GRADUATION OR DATE OF LAST ATTENDANCE.

4 SLR 05 Form SLR05C must Page 7 of Records 5. Dept STUDENT COURSEWORK MID-TERM AND FINAL ALL65 AC+ AC+ EXAMS. AC=AFTER APPLICATION TERM.. ALL70 ACCREDITATION DOCUMENTATION. US+5 US+5 O..006 ALL79 COMPLAINT RECORDS. AC+2 AC+2 AC=FINAL DISPOSITION OF THE COMPLAINT ALL80 CORRESPONDENCE - ADMINISTRATIVE. 4 YRS 4 YRS O ARCHIVES NOTE: ONLY THE ADMINISTRATIVE CORRESPONDENCE OF EXECUTIVE STAFF, DEANS OR DIVISION DIRECTORS & PROGRAM HEADS REQUIRE ARCHIVAL REVIEW. CONTACT THE UNIVERSITY ARCHIVES WHEN THESE RECORDS HAVE MET THEIR RETENTION PERIODS.

5 SLR 05 Form SLR05C must Page 8 of Records 5. Dept ALL90 CORRESPONDENCE - GENERAL. 2 YRS 2 YRS NON-ADMINISTRATIVE INCOMING / OUTGOING AND INTERNAL CORRESPONDENCE, IN ANY MEDIA, PERTAINING TO OR ARISING FROM THE ROUTINE OPERATIONS OF THE POLICIES, PROGRAMS, SERVICES, OR PROJECTS OF AN AGENCY. DIRECTIVES - ANY DOCUMENT THAT OFFICIALLY..00 ALL92 INITIATES, RESCINDS, OR AMENDS GENERAL US+ US+ OFFICE PROCEDURES.

6 SLR 05 Form SLR05C must Page 9 of Records 5. Dept CALENDARS, APPOINTMENT AND ITINERARY..03 ALL200 CE+ CE+ O RECORDS. ARCHIVES NOTE: ONLY THE CALENDARS, APPOINTMENT, AND ITINERARY RECORDS OF EXECUTIVE STAFF, DEANS, DIVISION DIRECTORS, AND PROGRAMS HEADS REQUIRE ARCHIVAL REVIEW. CONTACT THE UNIVERSITY ARCHIVES WHEN THESE RECORDS HAVE MET THEIR RETENTION PERIODS. PUBLIC RELATIONS RECORDS. NEWS, PRESS RELEASES, OR ANY PUBLIC RELATIONS FILES..09 ALL205 MAINTAINED OR ISSUED BY AN AGENCY. INCLUDES 2 YRS 2 YRS O PRINT, ELECTRONIC, AUDIO, AND AUDIOVISUAL RECORDS ALL20 ORGANIZATION CHARTS. US US I

7 SLR 05 Form SLR05C must Page 0 of Records 5. Dept AGENCY RULES, POLICIES AND PROCEDURES- FINAL. MANUALS, GUIDELINES, ADMINISTRATIVE RULES, OR SIMILAR RECORDS DISTRIBUTED INTERNALLY FOR THE USE OF EMPLOYEES OR..070 ALL220 EXTERNALLY TO THE PUBLIC OR THOSE AC+3 AC+3 O INDIVIDUALS OR ENTITIES REGULATED BY AN AGENCY THAT SETS OUT THE RULES, POLICIES, AND PROCEDURES THAT GOVERN AN AGENCY'S PROGRAMS, SERVICES, OR PROJECTS. AC=COMPLETION OR TERMINATION OF PROGRAMS, RULES, POLICIES OR PROCEDURES. SEE ALSO: AGENCY RULES, POLICIES AND PROCEDURES- WORKING FILES, ITEM..07. AGENCY RULES, POLICIES, AND PROCEDURES- W0RKING FILES. WORKING FILES USED IN THE DEVELOPMENT OF MANUALS, GUIDELINES, ADMINISTRATIVE RULES, OR SIMILAR RECORDS..07 ALL22 DISTRIBUTED INTERNALLY FOR THE USE OF EMPLOYEES OR EXTERNALLY TO THE PUBLIC OR AC+3 AC+3 O THOSE INDIVIDUALS OR ENTITIES REGULATED BY AN AGENCY THAT SETS OUT THE RULES, POLICIES, AND PROCEDURES THAT GOVERN AN AGENCY'S PROGRAMS, SERVICES, OR PROJECTS. AC=COMPLETION OR TERMINATION OF PROGRAM, RULES, POLICIES OR PROCEDURES. SEE ALSO ITEM ALL223 CUSTOMER SURVEYS. AC AC AC=FINAL DISPOSITION OF SUMMARY REPORT. SEE REFERENCE..067.

8 SLR 05 Form SLR05C must Page of Records 5. Dept SPEECHES AND PAPERS. NOTES OR TEXT OF..040 ALL224 SPEECHES, PAPERS, PRESENTATIONS, OR REPORTS DELIVERED IN CONJUNCTION WITH AC AC O AGENCY WORK. AC=END OF TERM IN OFFICE OR TERMINATION OF SERVICE ALL225 TRAINING MATERIALS. US+ US ALL230 TRANSITORY INFORMATION. AC AC AC=PURPOSE OF RECORD HAS BEEN FULFILLED. STAFF MEETING MINUTES AND NOTES. MINUTES..063 ALL245 OR NOTES, AND SUPPORTING DOCUMENTATION YR YR TAKEN AT INTERNAL AGENCY STAFF MEETINGS. AGENCY PERFOMANCE MEASURES DOCUMENTATION. ANY RECORDS OF AN AGENCY NEEDED FOR THE DOCUMENTATION OF OUTPUT,..064 ALL248 OUTCOME, EFFICIENCY, AND EXPLANATORY MEASURES IN AN AGENCY'S APPROPRIATIONS REQUEST OR STRATEGIC PLAN, AND FOR PERFORMANCE MEASURES USED TO MANAGE THE AGENCY. CAUTION: THE FE+3 RETENTION PERIOD OVERRIDES ANY SHORTER RETENTION PEROD FOR A RECORDS SERIES IN THIS SCHEDULE IF THE RECORDS SERIES IS NEEDED FOR DOCUMENTATION OF AGENCY PERFORMANCE MEASURES.

9 SLR 05 Form SLR05C must Page 2 of Records 5. Dept REPORTS AND STUDIES (NON-FISCAL)-RAW DATA ALL249 INFORMATION OR DATA COLLECTED AND COMPILED FOR THE PURPOSE OF PRODUCING AV AV NON-FISCAL REPORTS. CAUTION: DOES NOT INCLUDE SOURCE DOCUMENTATION USED FOR INFORMATION OR DATA INCLUDED IN OR DIRECTLY RELATED TO ANOTHER RECORDS SERIES IN THIS SCHEDULE. SEE ESPECIALLY ITEM NUMBER REPORTS OF CONSULTANTS AND COMMITTEES ALL250 3 YRS 3 YRS O (NON-FISCAL) ALL25A REPORTS ON PERFORMANCE MEASURES. AC+6 AC+6 AC=SEPTEMBER OF ODD- NUMBERED CALENDAR YEARS. CAUTION: SEE REFERENCE REPORTS - ACTIVITY. EMPLOYEE WORKLOADS. REPORTS COMPILED BY AGENCY PERSONNEL ON..069 ALL25 A DAILY OR OTHER PERIODIC BASIS PERTAINING TO WORKLOAD MONITORING, TASK COMPLETION YR YR TIMES, NUMBER OF PUBLIC CONTACTS, AND SIMILAR ACTIVITIES. CAUTION: SEE ITEM NUMBER..064.

10 SLR 05 Form SLR05C must Page 3 of Records 5. Dept STATE PUBLICATIONS. INFORMATION IN ANY FORMAT THAT IS PRODUCED BY THE AUTHORITY OF OR AT THE TOTAL OR PARTIAL EXPENSE OF A STATE AGENCY OR IS REQUIRED TO BE DISTRIBUTED UNDER LAW BY THE AGENCY, AND IS PUBLICLY DISTRIBUTED. THE TERM DOES NOT INCLUDE INFORMATION THE DISTRIBUTION OF WHICH IS SOLELY LIMITED TO CONTRACTORS WITH OR GRANTEES OF THE AGENCY, STAFF PERSONS WITHIN THE AGENCY OR WITHIN OTHER.3.00 ALL260 GOVERNMENT AGENCIES, OR MEMBER OF THE PUBLIC UNDER A REQUEST MADE UNDER THE AC+2 AC+2 O PUBLIC INFORMATION ACT, GOVERNMENT CODE, CHAPTER 552. THE TERM INCLUDES BUT IS NOT LIMITED TO: A PUBLICATION DISTRIBUTED IN PRINT; ON MICROFORM; AS AUDIOVISUAL MATERIAL; AS INTERACTIVE MEDIA OR ON ELECTRONIC EXTERNAL STORAGE DEVICE; AS AN ONLINE PUBLICATION; WHICH IS AN INDEX TO OTHER ONLINE PUBLICATIONS; AS ONE OR MORE TEXT, GRAPHIC OR OTHER DIGITAL FILES; OR AS A USER INTERFACE TO A COMPUTER DATABASE. AC=UNTIL SUPERSEDED OR OBSOLETE. COPIES OF PUBLICATIONS DONE BY THE DIFFERENT COLLEGES ON CAMPUS. CAUTION: MANY STATE PUBLICATIONS MUST BE SUBMITTED TO THE TEXAS STATE PUBLICATIONS DEPOSITORY PROGRAM, TEXAS STATE LIBRARY AND ARCHIVES COMMISSION, BY LAW (GOVERNMENT CODE SECTION ) ALL270 PUBLICATION DEVELOPMENT FILES - BACKGROUND MATERIAL, COPY (DRAFTS), ORIGINAL ARTWORK, PHOTO NEGATIVES, PRINTS, FLATS ETC. THIS INCLUDES ALL WORK PERFORMED BOTH INSIDE AND OUTSIDE THE AGENCY. AV AV O ORIGINAL PUBLICATIONS.

11 SLR 05 Form SLR05C must Page 4 of Records 5. Dept SECURITY INCIDENT REPORTS - INFORMATION 2. ALL275 AC+3 AC+3 SYSTEMS. AC = AFTER CLOSED. HARDWARE DOCUMENTATION. RECORDS DOCUMENTING OPERATIONAL AND MAINTENANCE ALL280 REQUIREMENTS OF COMPUTER HARDWARE/OPERATING SYSTEM REQUIREMENTS, AC AC HARDWARE CONFIGURATIONS, AND EQUIPMENT CONTROL SYSTEMS. AC=UNTIL ELECTRONIC RECORDS ARE TRANSFERRED TO AND MADE USABLE IN A NEW HARDWARE ENVIRONMENT OR THERE ARE NO ELECTRONIC RECORDS BEING RETAINED TO MEET AN APPROVED RETENTION PERIOD THAT REQUIRE THE HARDWARE TO BE RETRIEVED AND READ.

12 SLR 05 Form SLR05C must Page 5 of Records 5. Dept ALL28 TECHNICAL DOCUMENTATION. AC AC AC=UNTIL ELECTRONIC RECORDS ARE TRANSFERRED TO AND MADE USABLE IN A NEW HARDWARE ENVIRONMENT. CAUTION: SOFTWARE NEEDED FOR ACCESS TO ELECTRONIC RECORDS MUST BE RETAINED FOR THE PERIOD OF TIME REQUIRED TO ACCESS THE RECORDS ALL285 OUTPUT RECORDS FOR COMPUTER PRODUCTION. AV AV

13 SLR 05 Form SLR05C must Page 6 of Records 5. Dept DEPARTMENTAL PERSONNEL FILE. (TERMINATION 3. ALL290 AC AC OR TRANSFER. FACULTY AND STAFF). AC=UPON SEPARATION. DEPARTMENTAL FILE MUST BE REVIEWED FOR ORIGINAL DOCUMENTS AND ORIGINALS SHOULD BE FORWARDED TO HUMAN RESOURCES, TO BE INCORPORATED WITH HUMAN RESOURCES PERMANENT FILE. COPIES WILL BE DISPOSED ACCORDING TO UNIVERSITY POLICY ALL293 RESUMES-UNSOLICITED. AV AV ALL300 APPLICATIONS FOR EMPLOYMENT - NOT HIRED. 2 YRS 2 YRS 29 CFR (a) ALL30 APPLICATIONS FOR EMPLOYMENT - HIRED. AC+5 AC+5 AC=TERMINATION OF EMPLOYMENT ALL320 EMPLOYMENT SELECTION RECORDS. 2 YRS 2 YRS 29 CFR (a).

14 SLR 05 Form SLR05C must Page 7 of Records 5. Dept ALL340 PERSONNEL INFORMATION OR ACTIONS FORMS. 2 YRS 2 YRS 29 CFR (a) ALL343 POSITION / JOB DESCRIPTIONS. AC+4 AC+4 AC=UNTIL SUPERSEDED OR JOB ELIMINATED. 40 TAC 85.06(i) ALL347 EMPLOYEE BENEFITS-OTHER THAN INSURANCE. AC+2 AC+2 AC=UNTIL SUPERSEDED OR TERMINATION OF EMPLOYMENT. SEE REFERENCE ITEM NUMBER ALL349 EMPLOYEE DEDUCTION AUTHORIZATIONS. AC+4 AC+4 AC=AFTER TERMINATION OF EMPLOYEE OR AFTER AMENDMENT, EXPIRATION, OR TERMINATION OF AUTHORIZATION, WHICHEVER SOONER ALL35 EMPLOYEE EARNINGS RECORDS. 4 YRS 4 YRS 40 TAC 85.06(i) ALL353 FEDERAL TAX RECORDS. (W-2,FICA,099). AC+4 AC+4 AC=TAX DUE DATE, DATE CLAIM IS FILED, OR DATE TAX IS PAID WHICHEVER IS LATER. 29 CFR (e)(2).

15 SLR 05 Form SLR05C must Page 8 of Records 5. Dept ALL354 W-4 FORMS. AC+4 AC+4 AC=UNTIL SUPERSEDED, OBSOLETE, OR UPON SEPARATION OF EMPLOYEE. 26 CFR (e)(2) ALL356 DIRECT DEPOSIT APPLICATION/AUTHORIZATIONS. US US ALL360 WORK SCHEDULES / ASSIGNMENTS. YR YR ALL370 REIMBURSABLE ACTIVITIES, REQUESTS ALL380 ACCUMULATED LEAVE ADJUSTMENT REQUESTS ALL38 LEAVE STATUS REPORTS ALL389 LESS THAN FULL - TIME WORKED REPORTS. YR 3 YRS 4 YRS 40 TAC 85.06(i).

16 SLR 05 Form SLR05C must Page 9 of Records 5. Dept ALL390 OVERTIME AUTHORIZATIONS. 2 YRS 2 YRS ALL400 TIME CARDS AND TIMESHEETS. FE+4 FE+4 40 TAC 85.06(i) ALL40 TIME OFF AND / OR SICK LEAVE REQUESTS ALL49 ACCOUNTS PAYABLE INFORMATION. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL420 BILLING DETAIL. TRANSFERS OR BUDGET REVISIONS. TRANSFERS ALL423 OR ADJUSTMENT TO BUDGETS. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL427 INVENTORY AND OTHER COST FILES. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION.

17 SLR 05 Form SLR05C must Page 20 of Records 5. Dept DOCUMENTATION FOR OVER RINGS, REFUNDS, 4.2 ALL429 DISCOUNTS, AND COMPLIMENTARY SALES. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL430 CASH RECEIPTS INCLUDES RECEIPTS FOR FEES ALL43 CASH DEPOSIT VOUCHERS. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL433 DAILY CASH RECEIPTS LOGS. PURCHASE VOUCHERS. REQUISITIONS, ORDERS, ALL435 RECEIVING REPORTS, INVOICES, OR STATEMENTS, CHANGE ORDERS, ETC. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL437 GENERAL JOURNAL VOUCHERS.

18 SLR 05 Form SLR05C must Page 2 of Records 5. Dept ALL460 EXPENDITURE VOUCHERS (TRAVEL) ALL468 SALES JOURNALS OR REGISTERS. ALL AUDIT REQUIREMENTS WILL BE MET PRIOR TO FINAL DISPOSITION ALL470 EXPENDITURES JOURNALS OR REGISTERS ALL47 GENERAL AND SUBSIDIARY LEDGERS ALL490 ACCOUNTS RECEIVABLE LEDGERS ALL500 ACCOUNTS PAYABLE LEDGERS ALL50 ANNUAL OPERATING BUDGETS.

19 SLR 05 Form SLR05C must Page 22 of Records 5. Dept ALL520 BALANCING RECORDS ALL530 RECONCILIATIONS ALL533 CAPITAL ASSET RECORDS. LA+3 LA ALL538 DETAIL CHART OF ACCOUNTS. ALL AUDIT REQUIREMENTS WILL BE MET PROR TO FINAL DISPOSITION. GRANTS, FEDERAL AND OTHER SPONSORED ALL540 AC+3 AC+3 GRANTS AND CONTRACTS. AC=SATISFACTION OF ALL UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND COOPERATIVE AGREEMENTS TO STATE AND LOCAL GOVERNMENTS (THE COMMON RULE). GRANT AUDIT REQUIREMENT.

20 SLR 05 Form SLR05C must Page 23 of Records 5. Dept TEXAS FACILITIES COMMISSION (TFC) ALL543 STATEMENTS ALL550 MAIL AND TELECOMMUNICATIONS LISTINGS. US US PHOTOCOPIER AND TELEFAX USAGE LOGS & 5..0 ALL552 AV AV REPORTS ALL555 CHARGE SCHEDULES / PRICE LISTS. US+3 US ALL556 OFFICE PROCEDURES. US+ US+ EQUIPMENT HISTORY FILE-EQUIPMENT SERVICE ALL560 LA+3 LA+3 AGREEMENTS ALL562 EQUIPMENT INVENTORY DETAIL REPORT FORMS.

21 SLR 05 Form SLR05C must Page 24 of Records 5. Dept ALL570 EQUIPMENT MANUALS. LA LA ALL580 EQUIPMENT WARRANTIES. AC+ AC+ AC=EXPIRATION OF WARRANTY ALL590 INVENTORY - ANNUAL PHYSICAL. INVENTORY SYSTEM UPDATE LISTINGS. LISTING ALL594 SHOWS ALL ADDITIONS, CHANGES, DELETIONS, AND TRANSFER TIMES FOR THE MONTHLY AC AC PROCESSING PERIOD. AC=TRANSFER OF INFORMATION INTO ANNUAL LISTING. YEAR-TO-DATE ACTIVITY (INVENTORY LISTING) ALL595 SHOWS ADDITIONS, CHANGES TRANSFERS, AND DELETIONS ALL597 FREIGHT BILLS PAID ALL598 VISITOR CONTROL REGISTERS. 3 YRS 3 YRS

22 SLR 05 Form SLR05C must Page 25 of Records 5. Dept SECURITY ACCESS RECORDS. RECORDS RELATING TO THE ISSUANCE OF KEYS, ALL599 IDENTIFICATION CARDS, BUILDING PASSES, PASSWORDS, SIGNED STATEMENTS OR SIMILAR AC+2 AC+2 INSTRUMENTS OF ACCESS TO AGENCY FACILITIES, EQUIPMENT OR AUTOMATED SYSTEMS. AC=UNTIL SUPERSEDED, DATE OF EXPIRATION, OR DATE OF TERMINATION, WHICHEVER SOONER ALL600 LONG DISTANCE TELEPHONE LOGS. AV AV ALL620 MILEAGE REPORTS.. ALR0 GIFT RECORDS OR DONOR FILES. PM PM I SECURITY IS OPEN WITH RESTRICTIONS. ALR02 COMMENCEMENT PROGRAMS. PM PM ANE23 TEST SCORES - APPLICANTS WHO DO NOT ENTER. AC+ AC+ AC=APPLICATION TERM.