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1 UNIVERSITY OF CALIFORNIA :::0 m (") 0 :::0 t:::l C/) 3: )> z ::;:> G> m 3: m z -1 n 0 3: 3: m D! I \ I I D I I RECOR D DISPOSITION SCHEDULES

2 PPM May 1988 DISPOSITION SCHEDULES FOR DEPARTMENTS MANUAL PAGE 1-2 I-2 I-2 DOCUMENT DISPOSITION SCHEDULE Audio Visual Aids, Request 0-1 Computer Facilities, Request for 0-5 Facilities, Application for Use of, Or 0-1 Space Reservation I-2 Insurance, Request for and Request for Change 2 after expiration to Existing I-8 I-8 I-8 I-12 I-12 I-14 I-15 I-15 I-16 I-17 II-2 II-5 I II -1 III-1 III-5 I II-5 III-6 Policy & Nonroutine Correspondence Routine Correspondence Stencils, Printing and Xerox Masters, etc. Inventory Forms, Supplies Records Inventory and Disposition Worksheet Policy Manuals, Federal & State Agencies Class Schedules, Administrative Use Miscellaneous UC Publications (issuing dept.) News Releases, Departmental Travel Rosters of Team and Field Trips Auto Mileage Usage Report Parking Records, Departmental Department Accounts, Records of Expenditures (unless specifically identified elsewhere) Departmental Background Material for Budget Preparation Cash Collections, Departmental Records of Cash Collected and Transmitted to Cashier Credit Card Sales Draft/Visa/Mastercharge Tickets, Unsold Unti 1 superseded Until Superseded Until superseded obsolete 1-2 Permanent or *Subject to Contract & Grant requirements rather than this schedule. Prior to destruction, contact Extramural Funds Division of the Accounting Office.

3 III-7 III-8 III-8 III-10 III-10 III-13 III-13 III-13 III-18 V-4 V-4 V-5 V-10 V-10 VII-4 Locator Card/Equipment Property Card Financial Reports Other Than UC, State of 5 California and Other Universities Financial Reports Other Universities and State 5 of California Controller Low Value Purchase Authorization (LVPO) *5 Request for Approval to Engage Services of *5 Independent Consultant Cost Sharing Contributions, Supplementary *10 Information and Records Explaining Departmental Records/Logs Supporting *5 Redistributed Minor Charges such as Xerox Machine Rental and Paper Costs, Telephone Charges, Mail Charges, Supplies, etc.--according to Direct Costing Policy Department Substantiating Supplementary *5 Documentation Containing Detailed Information in Support of Service Department or Departmental Recharges for Goods or Services Furnished to Other Departments Sectional Summary Report 2 Corrective Action Records, Staff Personnel Disclosure of Personal Information Records Performance Evaluation Personnel Activity Report *5 Time Records, Supporting Department Daily *5 Attendance Records, Records Identifying Each Account/Fund to Which Time is Chargeable, Sick Leave Accrual and Usage Records Showing Fund Charged Advisors Records and Notes Until equipment disposal After 2 consecutive years during which there has been no further action related to the original incident 3 or until disclosed record is destroyed, whichever is shorter 5 after evaluation *Subject to Contract & Grant r~quirements rather than this schedule. Prior to destruction, contact Extramural Funds Division of the Accounting Office.

4 I VII-4 VII-4 yrr-4 Degree Evaluation Individual Student File Progress Records, major department after graduation or wi thdrawa *Subject to Contract & Grant requirements rather than this schedule. Prior to destruction, contact Extramural Funds Division of the Accounting Office.

5 UNIVERSI1Y OF CALIFORNIA RECORDS DISPOSITION SCHEDULES MANUAL TABLE OF CONTENTS Introduction University Statement on Ownership of Administrative Records Explanations and Symbols Records Management Committee Members Alphabetical Index to Disposition Schedules lv Vl Vll lx 1 Disposition Schedules (Classified by Functions) I. ADMINISTRATIVE A Agreements B. Applications and Requests c. Certificates, Licenses, Permits, Registrations, and Warrantees D. Contracts, Grants, and Agreements (Extramural) for Research, Training, and Public Service E. Correspondence F. Gifts, Endowments, Private Grants G. Leases H. Loan and Property Management Program I. Minutes J. Other Administrative Records K. Patents L. Policies, Procedures, Laws M. Publications N. Publicity and Mass Media Information 0. Reports and Rosters P. Risk Management I-9 I-10 I-11 I-13 I I I-19 I-20 II. AUXILIARY AND SERVICE ENTERPRISES A Bookstore B. Computer Center c. Garage D. Housing and Residence Hall Administration E. Intercollegiate Athletics F. Parking G. Storehouse and Receiving H. Telecommunications January, 1992

6 III. FISCAL A Budget and Budget Control III-1 B. Cash Receipts and Receivables III-5 c. Equipment Inventory III-7 D. Financial Reports and Statements III-8 E. Purchasing and Disbursements III-9 F. Other III-13 IV. MEDICAL A Student Health Services IV-1 B. Teaching and Research Hospital IV-2 v. PAYROLL/PERSONNEL/BENEFITS A Benefits - Insurance V-1 B. Benefits - Investment Programs V-2 c. Benefits - Publications V-3 D. Benefits - Retirement V-3 E. Benefits - Other Than Insurance and Retirement V-4 F. Employment V-4 G. Payroll Deductions V-6 H. Payroll, Personnel, Benefits Data Base Updating and V-6 Reporting I. Payroll Processing V-7 J. Payroll- Tax Forms and Reports V-8 K Recruitment V-8 L Salary and Wage Administration V-9 M. Time and Leave Reporting V-10 VI. PHYSICAL PLANT A Architects and Engineers VI-1 B. Campus Planning VI-4 c. Plant Maintenance and Operations VI-7 VII. STUDENT AND APPLICANT RECORDS A Admissions and Readmissions (excluding UNEX) VII-1 B. Employment- Undergraduates and Graduates VII-2 c. Extracurricular Activities VII-2 D. Financial Aid VII-3 E. Registration, Enrollment, and Performance (excluding VII-4 UNEX) F. University Extension VII-5 11 December, 1991

7 ----~---- VIII. LIBRARY A Acquisitions B. Cataloging C. Circulation D. Government Publications E. Serials F. Interlibrary Loans G. Bindery IX. ADMINISTRATIVE ELECfRONIC DATA RETENTION GUIDELINES VIII-1 VIII-1 VIII-2 VIII-2 VIII-3 VIII-3 VIII-3 IX December, 1991

8 RECORDS DISPOSITION SCHEDULES MANUAL INTRODUCTION BACKGROUND AND OBJECTIVES OF THE PROGRAM In 1963 President Clark Kerr established a Records Management Program for the University, and appointed a University-wide Records Management Committee to coordinate the program at the campuses and at the Office of the President. Among the objectives of the Program are the following: to assure economy and efficiency in the creation, organization, maintenance, use, and retrieval of administrative records; to promote sound records management practices; to establish and monitor a program of records disposition to assure that University records are not maintained longer than necessary, but are maintained as long as needed to meet administrative and legal requirements; to assure the protection of records vital to the University; and to ensure the preservation of records of historical importance. REFERENCES Policies and procedures pertaining to the Records Management Program and the Records Disposition Program can be found in Business and Finance Bulletins RMP-1 and RMP-2. Guidelines to assure the protection of vital records are presented in Business and Finance Bulletin RMP-4. The campus or University-wide Records Management Coordinator is the individual to contact when questions arise concerning disposition schedules or any other area of records management. (See list of coordinators, page viii.) RECORDS DISPOSITION Records disposition refers to the destruction or systematic transfer to archival storage of records no longer needed for everyday operations, or frequent reference, or to satisfy requirements of external agencies. The objectives of the records disposition program are: to protect the University and its component parts by ensuring that all legal, historical, fiscal, and administrative requirements are satisfied before records are destroyed; to conserve valuable staff time managing records by removing inactive or obsolete material from office files; lv December, 1991

9 to conserve resources and space by avoiding the purchase, lease, or reservation of equipment and facilities to file unneeded records, and by releasing surplus equipment and facilities for other uses; to maintain a regular, controlled flow of records from offices to destruction or archival storage. RECORDS DISPOSITION SCHEDULES AND THE RECORDS DISPOSITION SCHEDULES MANUAL Records disposition schedules are official documents adopted by the Committee and published by the Senior Vice President-Administration showing all actions to be taken in relation to the disposition of records. Schedules enumerate the title of the record, record number (if any), office of record, and the disposition schedule (retention period, in years) for the record copy and other copies of administrative records. Disposition schedules for records found on more than one campus are collected in the Records Disposition Schedules Manual. This Manual formalizes the decisions on retention periods and provides guidance for all University departments and offices in administering the retention or disposition of their records. The Manual contains disposition schedules for records classified by functions: Administrative, Auxiliary and Service Enterprises, Fiscal, Medical, Payroll/ Personnel/Benefits, Physical Plant, Student and Applicant Records, Library, and Administrative Electronic Data. As disposition schedules are published, they are issued periodically in loose-leaf form for insertion in a three-ring binder. The disposition schedules are mandatory not only to assure uniform retention of materials for their period of officially recognized usefulness but also to assure that materials are not kept unnecessarily for excessive periods of time. No records should be destroyed for which a schedule has not been established. Requests for the establishment of new disposition schedules should be sent to the campus or University-wide Records Management Coordinator for referral to the Records Management Committee. (See procedures prescribed in Business and Finance Bulletin RMP-2.) v December, 1991

10 OFFICE OF THE PRESIDEI'IT: \ 'ICE PRESTDEr-iT- ADMI:'\JSTHATIO:'\ October 31, 1969 VICE PRESIDENTS: CHANCELLORS: DEAN OF UNIVERSITY EXTENSION: Ownership of Administrative Records Records of administrative and historical value are occasionally lost to the University because individual employees have considered the records to be their personal property. Therefore the following statement, effective immediately, shall govern the ownership of administrative records: With respect to all of its officers and employees, including members of the faculty, whose regular or occasional performance of administrative duties puts them in possession of files, records, or documents pertaining to such duties, such files, records, or documents, including but not limited to correspondence, reports, writings, and other papers, records, maps, tapes, photographic films and prints, magnetic and punched cards, discs and drums, are the property of The Regents of the, and, as such, may not be permanently removed from the University nor destroyed except in accordance with disposition schedules established by the University Records Management Committee. I will appreciate your distributing this statement to all staff members. Earl C. Bolton cc: President Hitch Principal Officers of The Regents Administrative Officers, Office of the President Chairman, University Records Management Committee UNIVERSITY Or' CALIF OR NIA-(Letterhead for inter departmenta.l use) vi

11 EXPLANATIONS AND SYMBOLS ARCHIVES- In order to preserve records which document the history of the University of California, a University Archivist at each campus has been designated the official custodian of all University records at that campus adjudged worthy of preservation because of their historical value. Therefore, all records included in the Records Disposition Schedules Manual have been reviewed for their historical value by the Archivists. Those found to be of an historical nature are so indicated in this Manual by the words "then to Archives" or similar terminology. Offices holding such records should be sure to send them to their campus Archivist at the end of the stated disposition period. They should not be destroyed. Once transferred to Archives, the records are the responsibility of the Archivist. If the published retention schedule of a record is "Permanent," the Archivist does not have the option to dispose of the record, and must ensure that it is retained permanently. If, however, a record sent to Archives doe not have a permanent retention period, the Archivist may dispose of it at any time, in any manner that is deemed appropriate to the particular record. DESTROYING MATERIAL- Before disposing of large volumes of material, the Purchasing Office should be contacted to ascertain if the material can be sold as salvage. FCP - Following completion of project. G-Under the heading "Record Type or Number" the letter "G" will often appears. This indicates that the title used for this record is general and descriptive. Specific titles for this type of record may vary from campus to campus, or department to department; but the purpose of the record will be the same and the stated "G" retention schedule will apply. In some cases, there may be more than one record which can be applied against this "G" record title, but again, if the purpose of the record matches the descriptive title, the stated retention schedule will apply. OFFICE OF RECORD- The Offices of Record indicated in this material are the customary or most common ones. However, on occasion the Office of Record may differ from that shown without altering the disposition schedule itself. OP- Office of the President UAT- Retain "Until Action Taken." Schedule may vary according to need, but material should not be retained longer than 0-1 year. Vll July, 1990

12 YEARS FOR RETENTION OF RECORDS- Disposition schedules which are indicated in years, such as 5, will be interpreted to mean that the documents will be destroyed 5 years after the end of the fiscal year in which produced unless otherwise indicated. Those schedules which are stated with inclusive years, such as 5-10, will be interpreted to mean that the documents will be retained at least the minimum stated years (5) but will be destroyed no later than the maximum stated years (10) after the end of the fiscal year in which produced. In many instances a schedule will read 0-3 or 0-5. This means that the record may be destroyed upon receipt or at any time up to 3 or 5 years after the end of the fiscal year. - CONTRACT REQUIREMENTS - Records which might include basic financial documents pertaining to government contracts and grants are indicated by an asterisk (*). In order to comply with government requirements, actual contract and grant material may be removed and held for destruction according to approved government contract and grant retention schedules. The remaining noncontract material may then be destroyed in accordance with the listed retention schedule. If such sorting is not feasible, all records must be considered as subject to contract or grant retention schedules. NOTE: Specific instructions for determining federal contract and grant retention schedules may be obtained through Accounting Officers. (Also see Business and Finance Bulletin RMP-5.) - GIFT AND PRIVATE GRANT REQUIREMENTS- Retention periods for "other copies" of gift and endowment documents are subject to the retention periods of the material they support. (V) - This symbol designates a vital record. Extraordinary precautions are required to preserve and effectively protect these administrative records from both normal and unusual hazards, present and potential. (See Business and Finance Bulletin RMP-4 for complete guidelines.) Vlll July, 1990

13 RECORDS MANAGEMENT COMMITTEE University Coordinator and Chair of Committee Ross Smith 300 Lakeside Drive, 21st floor Oakland, CA (510) Records Coordinators Steve Barclay 2020 Milvia, Suite 501 Berkeley, CA (510) Miles Bowler Torrey Pines Center S-019, San Diego La Jolla, CA (619) Billie Greene 296 McHenry Library Santa Cruz, CA (408) King Henderson Materiel Management Riverside, CA (714) Trenna Hunter 2221 Cheadle Hall Santa Barbara, CA 9~06 (805) , 2029 \ Susan Montrose Chancellor's Office S-126, Box 0402 San Francisco, CA (415) Dave Shelby Business & Finance 458 Mrak Hall Davis, CA (916) Richard West Information Systems and Administrative Services 300 Lakeside Drive, 8th floor Oakland, CA (510) Toby R. Winer Agriculture & Natural Resources 300 Lakeside Drive, 6th floor Oakland, CA (510) Penny White Mail and Records Services Irvine, CA (714) Ex-Officio Members of Committee Donald Alter 300 Lakeside Drive, 21st floor Oakland, CA (510) William Roberts University Archivist Bancroft Library Berkeley, CA (510) Philip Spiekerman 300 Lakeside Drive, 7th floor Oakland, CA (510) Bob Tuffnell University Auditor 300 Lakeside Drive, 4th floor Oakland, CA (510) Edward F. Smith 2330 Murphy Hall 405 Hilgard Avenue Los Angeles, CA (310) ix December, 1991