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UNT System Consolidated CORE Records Retention Schedule

Below are the approved record series that comprise the UNT System Records Retention Schedule. The schedule is approved by the the Texas State Library and Archives Commission. You may browse the entire schedule by expanding each of the eleven categories below, or narrow your search by using the optional Series selector or keyword search.

1.1 - Administrative Records-General

Retention Policy #: 6 Accreditation Records
Retention Policy #: 369 Administrative Hearings
Retention Policy #: 673 Advisory Board Records
Retention Policy #: 721 Affiliation Agreements.
Retention Policy #: 18 Audits
Retention Policy #: 687 Awards Records - Selection Records
Retention Policy #: 33 Broadcasts
Retention Policy #: 51 Client Records - From Institutes
Retention Policy #: 53 Complaint Records
Retention Policy #: 400 Compliance Opinions and Advice
Retention Policy #: 565 Compliance Training / Tracking Records
Retention Policy #: 238 Conference Papers and Presentations
Retention Policy #: 60 Correspondence - Administrative
Retention Policy #: 61 Correspondence - General
Retention Policy #: 67 Curriculum Change Records
Retention Policy #: 314 Customer Surveys
Retention Policy #: 686 Daily Broadcast Logs
Retention Policy #: 689 Election Records
Retention Policy #: 403 Events Administration Records
Retention Policy #: 105 Executive Orders
Retention Policy #: 401 Films, Videotapes, and Sound Recordings
Retention Policy #: 665 Free Speech
Retention Policy #: 414 Interlibrary Loan Borrowing Records
Retention Policy #: 674 Legal Opinions and Advice - Internal
Retention Policy #: 153 Legislative Appropriation Request (LAR)
Retention Policy #: 415 Library Patron Records
Retention Policy #: 353 Litigation Files
Retention Policy #: 164 Meeting Minutes - Staff
Retention Policy #: 165 Meeting Notes
Retention Policy #: 166 Meetings - Audio or Videotapes of Open
Retention Policy #: 168 Meetings - Supporting Documentation
Retention Policy #: 676 News Release Records - Routine Releases
Retention Policy #: 177 Organization Charts
Retention Policy #: 406 Patent Applications - Not Issued
Retention Policy #: 189 Plans and Planning Records
Retention Policy #: 352 Proposed Legislation
Retention Policy #: 368 Public Information Reports
Retention Policy #: 171 Public Relations Records
Retention Policy #: 211 Quality Assurance Reviews
Retention Policy #: 355 Registration Logs
Retention Policy #: 225 Reports - Activity
Retention Policy #: 220 Reports - Administrative
Retention Policy #: 224 Reports - Consultants and Committees
Retention Policy #: 226 Reports - Faculty Semester Workload
Retention Policy #: 234 Reports - Student
Retention Policy #: 235 Reports - Student Exception
Retention Policy #: 236 Reports - Twelfth Class Day
Retention Policy #: 376 Reports and Studies - Special Activity
Retention Policy #: 248 Research Data
Retention Policy #: 566 Routine Compliance Reviews / Reports
Retention Policy #: 379 Safe Combination Records
Retention Policy #: 679 Speeches
Retention Policy #: 261 Statements of Truth - in - Lending
Retention Policy #: 263 Strategic Plans
Retention Policy #: 311 Suggestion System Records
Retention Policy #: 370 Sunset Review Report and Documentation
Retention Policy #: 321 Texas Register Submissions
Retention Policy #: 322 Textbook Adoption Records
Retention Policy #: 327 Training Materials
Retention Policy #: 680 Training Materials
Retention Policy #: 328 Transitory Information
Retention Policy #: 660 Volunteer Records

1.2 - Administrative Records-Records Management

Retention Policy #: 76 Destruction Authorizations
Retention Policy #: 117 Forms History File
Retention Policy #: 116 Forms Inventory
Retention Policy #: 432 Records Control Locator Aids
Retention Policy #: 214 Records Disposition Log
Retention Policy #: 431 Records Inventory Worksheets
Retention Policy #: 215 Records Management Plans
Retention Policy #: 216 Records Retention Schedule (SLR 105)
Retention Policy #: 217 Records Transmittal Forms - Agency Copy

1.3 - Administrative Records-State Publications

Retention Policy #: 207 Publication Development Files
Retention Policy #: 208 State Publications

10.1 - Advancement and Donor Records

Retention Policy #: 10 Alumni Records
Retention Policy #: 694 Gift Income Records or Donor Files

11.1 - Athletic Program Records

2.1 - Electronic Data Processing Records-Automated

Retention Policy #: 17 Audit Trail Records
Retention Policy #: 70 Data Entry Documents
Retention Policy #: 681 Documentation - Automated Applications
Retention Policy #: 124 Hardware Documentation
Retention Policy #: 19 Master AC Files
Retention Policy #: 20 Processing Files
Retention Policy #: 317 Technical Documentation

2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Policy #: 22 Batch Data Entry Control Records
Retention Policy #: 57 Computer Job Schedules and Reports
Retention Policy #: 58 Computer Utilization Records
Retention Policy #: 682 Data Entry Documents
Retention Policy #: 441 Data Processing Policies and Procedures
Retention Policy #: 445 History Files - Web Sites
Retention Policy #: 440 Information Security Risk Records
Retention Policy #: 444 Internet Cookies
Retention Policy #: 178 Output records for computer production
Retention Policy #: 210 Quality Assurance Records
Retention Policy #: 316 System Monitoring Records

3.1 - Personnel Records-Employee

Retention Policy #: 12 Applications for Employment - Hired
Retention Policy #: 471 Apprenticeship Records, Non-student
Retention Policy #: 27 Biographical Records (Vitas, etc
Retention Policy #: 30 Bonds - Fidelity Bonds of Employees
Retention Policy #: 45 Certificates of Age
Retention Policy #: 66 Criminal History Checks
Retention Policy #: 723 Drug Test Records - Negative Results
Retention Policy #: 724 Drug Test Records - Positive Results
Retention Policy #: 84 Employee Counseling Records
Retention Policy #: 88 Employee Insurance Records
Retention Policy #: 472 Employee Recognition Records
Retention Policy #: 92a Employment Contracts
Retention Policy #: 92b Employment Contracts
Retention Policy #: 94 Employment Opportunity Announcements
Retention Policy #: 95 Employment Selection Records
Retention Policy #: 465 Grievance Records
Retention Policy #: 123 Grievance Records
Retention Policy #: 664 Ombuds Records
Retention Policy #: 184 Performance Appraisals
Retention Policy #: 31a Performance Bonds
Retention Policy #: 31b Performance Bonds
Retention Policy #: 188 Personnel Information or Action Forms
Retention Policy #: 468 Physical Examinations/Medical Reports
Retention Policy #: 202 Positions/Job Descriptions
Retention Policy #: 473 Public Access Option Form
Retention Policy #: 241 Request for Name Change - Employee
Retention Policy #: 453 Requests for Work Schedule Changes
Retention Policy #: 249 Resumes - Unsolicited

3.2 - Personnel Records-Payroll

Retention Policy #: 85 Employee Deduction Authorizations
Retention Policy #: 86 Employee Earnings Records
Retention Policy #: 110 Federal Tax Records
Retention Policy #: 129 Income Adjustment Authorization
Retention Policy #: 259 State Deferred Compensation Records
Retention Policy #: 693 Unemployment compensation records.
Retention Policy #: 339 W-4 Forms
Retention Policy #: 340 Wage Rate Tables

3.3 - Personnel Records-Personnel Administration

Retention Policy #: 9 Affirmative Action Plans
Retention Policy #: 89 Agency Staffing Reports
Retention Policy #: 479 Aptitude and Skills Tests
Retention Policy #: 480 Aptitude and Skills Tests (Test Papers)
Retention Policy #: 23 Benefit Plans/Group Insurance
Retention Policy #: 246 Employee Request for Tuition Assistance
Retention Policy #: 98 Equal Pay Records
Retention Policy #: 187 Former Employee Verification Records
Retention Policy #: 478 Job Procedure Records
Retention Policy #: 148 Labor Statistics Reports
Retention Policy #: 477 Personnel Policies and Procedures
Retention Policy #: 475 Time and Effort Report
Retention Policy #: 483 Training Administration Records
Retention Policy #: 341 Work Schedules / Assignments

3.4 - Personnel Records-Time and Leave

Retention Policy #: 484 Family Medical Leave Case Files
Retention Policy #: 149 Leave Status Reports
Retention Policy #: 179 Overtime Authorizations
Retention Policy #: 180 Overtime Schedules
Retention Policy #: 254 Sick Leave Pool Documentation
Retention Policy #: 324 Time Cards and Timesheets
Retention Policy #: 325 Time Off and/or Sick Leave Requests

4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Policy #: 4 Accounts Payable Information
Retention Policy #: 5 Accounts Receivable Ledgers
Retention Policy #: 25 Billing Detail
Retention Policy #: 486 Electronic Fund Transfers
Retention Policy #: 96 Encumbrance Detail
Retention Policy #: 135 Interdepartmental Orders
Retention Policy #: 136 Interdepartmental Transfers
Retention Policy #: 137 Inventory and Other Cost Files
Retention Policy #: 143 Investment Transaction Files

4.2 - Fiscal Records-Documents of Original Entry

Retention Policy #: 708 Batch Tickets (MSRDP).
Retention Policy #: 43 Cash Deposit Vouchers
Retention Policy #: 44 Cash Receipts
Retention Policy #: 68 Daily Cash Receipts Log
Retention Policy #: 97 Encumbrance Vouchers
Retention Policy #: 490 Expenditure Vouchers
Retention Policy #: 120 General Journal Voucher
Retention Policy #: 209 Purchase Orders, Reports, Documentation
Retention Policy #: 720 Receipt books (msrdp yellow copy).
Retention Policy #: 418 Vendor Setup Forms
Retention Policy #: 337 Vouchers, Local
Retention Policy #: 338 Vouchers, State

4.3 - Fiscal Records-Journals or Registers

Retention Policy #: 144 Expenditures Journals or Registers
Retention Policy #: 145 Receipts Journals or Registers
Retention Policy #: 146 Sales Journals or Registers

4.4 - Fiscal Records-Ledgers

Retention Policy #: 150 Accounts Payable Ledgers
Retention Policy #: 151 Accounts Receivable Ledgers
Retention Policy #: 491 Employee Savings Bond Ledgers
Retention Policy #: 152 General and Subsidiary Ledgers

4.5 - Fiscal Records-Reports

Retention Policy #: 222 Annual Financial Reports
Retention Policy #: 495 Annual Operating Budgets
Retention Policy #: 34 Budgets - Internal
Retention Policy #: 227 External Fiscal Reports
Retention Policy #: 228 Internal Fiscal Management Reports
Retention Policy #: 498 USAS Reports - Annual
Retention Policy #: 496 USAS Reports - Daily
Retention Policy #: 497 USAS Reports - Monthly
Retention Policy #: 237 Worksheets for Preparing Fiscal Reports

4.6 - Fiscal Records-Documents Showing Compliance with System of Internal Control

Retention Policy #: 170 Balancing Records
Retention Policy #: 42 Cash Counts
Retention Policy #: 138 Inventory Sheets
Retention Policy #: 213 Reconciliations

4.7 - Fiscal Records-Other Fiscal

Retention Policy #: 366 Account Records
Retention Policy #: 21 Bank Statements
Retention Policy #: 41 Capital Asset Records
Retention Policy #: 48 Claim Files
Retention Policy #: 54 Comptroller Statements
Retention Policy #: 77 Detail Chart of Accounts
Retention Policy #: 113 Fines Records, Paid
Retention Policy #: 114 Fines Records, Unpaid
Retention Policy #: 500 Fixed Asset Sequential Number Logs
Retention Policy #: 109 Grant Records (Federal and State)
Retention Policy #: 204 Promissory Notes - Financial Aid
Retention Policy #: 205 Promissory Notes - Non- Financial Aid
Retention Policy #: 218 Refunds and Repayments
Retention Policy #: 250 Returned Checks / Warrants / Drafts
Retention Policy #: 255 Signature Authorizations
Retention Policy #: 260 State Grant Information on File

5.1 - Support Services Records-General

Retention Policy #: 24a Bid Documentation
Retention Policy #: 24b Bid Documentation
Retention Policy #: 47 Charge Schedules/Price Lists
Retention Policy #: 509 Contract Log
Retention Policy #: 59a Contracts and Leases
Retention Policy #: 59b Contracts and Leases
Retention Policy #: 506 Contracts and Leases - Not Executed
Retention Policy #: 62 Correspondence Tracking Records
Retention Policy #: 73 Deeds and Easements
Retention Policy #: 74 Delivery Reports
Retention Policy #: 133a Insurance Policies
Retention Policy #: 133b Insurance Policies
Retention Policy #: 507 Licenses and Permits for Non-vehicles
Retention Policy #: 159 Mail and Telecommunication Listings
Retention Policy #: 173 Office Procedures
Retention Policy #: 503 Permits / Mail Services
Retention Policy #: 203 Postage Records
Retention Policy #: 505 Registered Mail Receipts
Retention Policy #: 501 Service Request Forms

5.2 - Support Services Records-Facility Management

Retention Policy #: 14 Appraisals - Building or Property
Retention Policy #: 510 Building Code Listing
Retention Policy #: 37 Building Construction Project Files
Retention Policy #: 514 Building Plans and Specifications
Retention Policy #: 38 Building Space Requests
Retention Policy #: 69 Damage Reports
Retention Policy #: 56 Equipment History File
Retention Policy #: 100 Equipment Inventory Detail Report Forms
Retention Policy #: 101 Equipment Manuals
Retention Policy #: 102 Equipment Warranties
Retention Policy #: 106 Facilities Reservation Logs
Retention Policy #: 140 Inventory (Annual Physical)
Retention Policy #: 139 Inventory System Update Listings
Retention Policy #: 158 Lost and Stolen Property Reports
Retention Policy #: 516 Material Specifications
Retention Policy #: 206 Property Destruction, Certificates of
Retention Policy #: 515 Quality Control Reports
Retention Policy #: 253 Service Orders
Retention Policy #: 257 Space Utilization Reports
Retention Policy #: 312 Supply Usage Records
Retention Policy #: 313 Surplus Property Sale Reports
Retention Policy #: 332 Utility Usage Reports

5.3 - Support Services Records-Purchasing

Retention Policy #: 24c Bid Documentation
Retention Policy #: 52 Commodity Code Listing
Retention Policy #: 118 Freight Bills Paid
Retention Policy #: 119 Freight Claims
Retention Policy #: 176 Order - Acknowledgements
Retention Policy #: 181 Packing Slips
Retention Policy #: 394 Procurement Card (P-Card) Records
Retention Policy #: 521 Purchasing Logs
Retention Policy #: 522 Requests for Information

5.4 - Support Services Records-Risk Management

Retention Policy #: 65 Course Safety Evaluations
Retention Policy #: 87 Employee Identification
Retention Policy #: 91 Employee Security Records
Retention Policy #: 104 Evacuation Plans
Retention Policy #: 115 Fire Orders
Retention Policy #: 125 Hazard Communication Plans
Retention Policy #: 130 Injury Frequency Reports/Loss Reports
Retention Policy #: 131 Inspection Records
Retention Policy #: 160 Material Safety Data Sheets
Retention Policy #: 212 Radiation Dosimetry Records
Retention Policy #: 728 Radiation Program Audits.
Retention Policy #: 729 Radiation Protection Program Records.
Retention Policy #: 229 Reports - Laboratory
Retention Policy #: 90 Security Access Records
Retention Policy #: 336 Visitor Control Registers
Retention Policy #: 342 Workers Compensation Reports
Retention Policy #: 343 Workplace Chemical Lists

5.5 - Support Services Records-Telecommunication

Retention Policy #: 81 Disputed Call Documentation
Retention Policy #: 156 Long Distance Telephone Logs
Retention Policy #: 262 Station Activity Reports
Retention Policy #: 315 System Activity Reports

5.6 - Support Services Records-Vehicles

Retention Policy #: 613 Airplane Flight Logs
Retention Policy #: 614 Airplane Passenger Lists
Retention Policy #: 155 License and Driving Record Checks
Retention Policy #: 182 Parking Permits or Assignments
Retention Policy #: 615 Pilot License Verifications
Retention Policy #: 552 Vehicle Accident Records
Retention Policy #: 334 Vehicle Titles and Registrations
Retention Policy #: 169 Vehicle Use Reports (Mileage)

6.1 - Police Records

Retention Policy #: 576 Dispatch Reports
Retention Policy #: 560 DVD Media - Charges Filed
Retention Policy #: 568 DVD Media - Charges Not Filed
Retention Policy #: 571 Parking Citation Appeals
Retention Policy #: 191 Police - Fingerprint Records
Retention Policy #: 671 Police Academy Records
Retention Policy #: 190 Police Arrest Records
Retention Policy #: 575 Police Incident Reports
Retention Policy #: 573 Security/Safety Notices and Warnings
Retention Policy #: 666 Sexual Offender Registration File.
Retention Policy #: 567 Surveillance Video Tapes
Retention Policy #: 572 Vehicle Assistance Records

7.1 - Student Records

Retention Policy #: 268 Departmental Student Information Files
Retention Policy #: 604 Honors/Awards
Retention Policy #: 274 Student Data Sheets
Retention Policy #: 393 Student Grievance Records

7.10 - Student Records – International

7.2 - Student Records-Faculty

Retention Policy #: 585 Catalogs - Student Records
Retention Policy #: 593 Course Contents / Syllabi
Retention Policy #: 578 Course Evaluations
Retention Policy #: 108 Faculty Grade Book
Retention Policy #: 590 Program and Course Development Records

7.3 - Student Records – Admission

Retention Policy #: 658 Admissions - No Fee Applications
Retention Policy #: 579 Admissions Records - Accepted
Retention Policy #: 580 Admissions Records- Not Accepted
Retention Policy #: 581 Admissions Report
Retention Policy #: 302 Student Recruitment Records
Retention Policy #: 318 Tests - English Usage Scores - Internal

7.4 - Student Records - Financial Aid

Retention Policy #: 347 Scholarship Applications - Not Awarded
Retention Policy #: 281 Student Financial Aid - Cancellations
Retention Policy #: 304 Student Scholarship Records - Awarded

7.5 - Student Records – Finance

Retention Policy #: 244 Request for Student IDs
Retention Policy #: 589 Tuition and Fee Charges

7.6 - Student Records - Campus Life/Services

7.7 - Student Records - Advising/Degree Plan/Graduation

Retention Policy #: 605 Independent Study Records
Retention Policy #: 270 Student Advising Records
Retention Policy #: 276 Student Degree Plans

7.8 - Student Records – Registrar

Retention Policy #: 582 Academic Transcripts
Retention Policy #: 591 Class Lists
Retention Policy #: 49 Class Roll Summary
Retention Policy #: 50 Class Schedules Preparation Records
Retention Policy #: 592 Commencement Records
Retention Policy #: 603 Dean's List
Retention Policy #: 684 Deceased Student Files
Retention Policy #: 577 Diploma Mailing Verification Records
Retention Policy #: 111 Federation Enrollment Records
Retention Policy #: 287 Grade Reports
Retention Policy #: 172 Notification of Small Class
Retention Policy #: 231 Reports - Semester Credit Hour
Retention Policy #: 594 Reports - Statistical
Retention Policy #: 243 Request for Student ID Changes
Retention Policy #: 303 Residency Classification Forms
Retention Policy #: 264 Student Academic Progress Records
Retention Policy #: 265 Student Academic Status Report
Retention Policy #: 266 Student Academic Suspension Waiver
Retention Policy #: 272 Student Block and Clear Records
Retention Policy #: 267 Student Class Records - Add / Drop
Retention Policy #: 275 Student Degree Applications
Retention Policy #: 278 Student Enrollment Statistics
Retention Policy #: 279 Student Enrollment Verification
Retention Policy #: 286 Student Grade Changes
Retention Policy #: 242 Student Name Change Records
Retention Policy #: 291 Student Pass / Fail Records
Retention Policy #: 245 Transcript Request Forms
Retention Policy #: 273 Veterans Records

7.9 - Student Records - Certification Programs

8.1 - Medical Records

Retention Policy #: 654 Counseling Clinics - Patient Records
Retention Policy #: 669 Drug Recall Notices
Retention Policy #: 715 Explanation of benefits.
Retention Policy #: 661 HIPAA Training Records
Retention Policy #: 161 Medical Record - Adults Only
Retention Policy #: 162 Medical Record - Children Only
Retention Policy #: 702 Patient medical records - x-rays adult.
Retention Policy #: 668 Pharmacy - Drug Administration Records
Retention Policy #: 719 Prescriptions (Controlled Substance).
Retention Policy #: 698 Prescriptions (Regular).

9.1 - Research Administration and Accounting

Retention Policy #: 716 Animal Protocols.
Retention Policy #: 704 Certificate of veterinary inspection.
Retention Policy #: 709 Human Research Protocols.
Retention Policy #: 692 Research Animal Health Records.
Retention Policy #: 697 State Grant Information on File.
Retention Policy #: 691 USDA Animal Tags.
Retention Policy #: 690 USDA Inspection Records.
Retention Policy #: 705 USDA Reports of Acquisition.