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Records Retention General Schedule for Administrative Records

General Schedule for Administrative Records [Contact University Archives with questions regarding this General Schedule]

Record Series

(and Description)

Retention Period

(Regardless of Format)

Additional Notes

MDAH #

Accreditation Records  

Records kept according to Accreditation Organization requirements, either institutional- or program-specific.  Includes annual accreditation surveys, final reports, compilations of information, statistics, studies, and meeting minutes.

Retain permanently; one set of materials to be transferred to University Archives upon completion of accreditation process.

 

5699

Affiliation Agreements  

Documentation of agreements with external facilities (hospitals, clinics, pharmacies, companies, etc.) that accept students for purpose of practical experience specifically connected to a USM degree program.  Records may include signed agreements as well as correspondence and related records of negotiations contributing to the relationship with the external party.

Retain for 5 years from close or end of agreement, and then destroy.

 

5700

Agreements for Instruments and Equipment

For all offices or departments responsible for instruments and equipment under agreements/contracts. Includes, but not limited to office equipment, scientific instruments, computers, scanners and cameras. May include warranty documents.

Hold original or authenticated reproduction three (3) years after release of the audit; then destroy.

 

 

 

G45

Calendars/Appointment Logs – President and Executive Officers

This series consists of documentation of appointments, itineraries, etc. of the University President and senior executive offices.  May include spreadsheets and personal data assistant files.

Retain one (1) year after end of fiscal year, then transfer to University Archives.

Senior Executive officers include the President, Provost, and Vice Presidents of the University.

5819

Calendars/Appointment Logs – Non-Executive Officers

This series consists of documentation of appointments, itineraries, etc. of institutional officials, managers, and directors of staff.  Included may be spreadsheets and           personal data assistant software files.

Retain one (1) year after end of fiscal year, then dispose.

 

5820

Correspondence (Formal)

Correspondence of historical significance pertaining to programs, administration and mission-specific work of a department or division of the University.  Includes correspondence which historically would have been signed and/or printed on letterhead by a Director, Department Head, Dean, Vice-President, President or key University officials such as a Budget Officer, Controller, or University Counsel.  Formal correspondence does include University letterhead, official announcements, and high importance electronic or digital transmissions with the above characteristics. (Does not include routine announcements covered under MDAH # 5702)      

Inactive records sent to University Archives annually, where they will be retained permanently.

This records series applies only to correspondence that is not included in or directly related to another records series in this schedule. Do not separate correspondence from project or planning files.

5701

Correspondence (General)

Correspondence pertaining to the routine operations of a University office, department, or division. Examples include memos to staff on meeting schedules, planned events, changes in personnel and deadline reminders to staff, students, and faculty.

Retain for 3 years from end of fiscal year of creation, and then destroy.

 

5702

Correspondence Logs

Any record to track incoming/outgoing mail, correspondence, etc. May take the form of a log. 

Retain 1 year from end of fiscal year of creation, and then destroy.

 

5703

 

Department Property Listings

This series consists of property listings, departments or persons responsible for property, and original costs of items.

Hold files until property has been removed from service, then destroy.  Audit must have been released three (3) years prior to disposal.

 

5936

Delivery Reports (Shipping and Receiving)

This series consists of documentation of goods and supplies shipped or delivered.

Retain one (1) year after from end of fiscal year shipped or delivered, and then destroy.

 

5704

Event and Conference Files

This series consists of records that deal with the nature and subject of an event sponsored by the University.  Included are brochures, advertising materials, press releases, guest lists, and speaker vitae.

Retain one (1) year from date of event; then transfer to University Archives for permanent retention.

 

 

Contact University Archivist for assistance with odd-sized materials.

5706

 

 

Executive Orders

Materials that initiate and document procedures governing USM and its programs. May originate with Institutions of Higher Learning or other state and federal oversight organizations.

Retain in office of record as long as order is in effect, then transfer to University Archives.

 

5823

Facilities Reservation Logs

This series consists of reservation files for University facilities, including meeting rooms, auditoriums, etc.

Retain one (1) year in office from date of creation; then dispose.

 

5707

Forms History File

This series consists of the master set of forms designed for or created by a department, office, or division of the university and establish how USM documented or collected information at a given point in time and can establish compliance with accrediting and regulatory requirements. Examples of forms include: student registration, personnel purchasing requisition, cash accounting, request for departmental services, field trip release, use of photography, etc.

Once form is revised, transfer one (1) copy to University Archives for permanent retention.

 

5708

Mail and Telecommunications Listings

This series consists of documents listing addresses, phone numbers, fax numbers or e-mail addresses for staff, faculty, students and routine contacts.

Retain each generation until superseded; then dispose.

This retention does not apply to the Campus Telephone and Email Directory, which is covered by Publications  – Final Copy.

5710

Meetings, Minutes and Agendas

For meetings of senior level offices:  President, Vice Presidents, Directors and Deans, and committees reporting to the President or the officers listed.  Includes final version or compilation of minutes, the agenda distributed prior to or at the start of the meeting, plus any audio, video or electronic recording of proceedings, and original notes plus final transcription of meeting minutes.

Hold in office of origin for one (1) year from date of recording, then transfer to University Archives.  All documents and media will be clearly identified prior to transfer.

 

5822

Meeting Files – Closed  

This series consists of files of meetings that are closed to the public.  Included are student disciplinary files, hearing files, proprietary information files, personnel files, video and audio recordings of meetings, agendas, and related files.

Hold in the current files area one (1) year from date of recording, then transfer to University Archives with clear identification of contents of recording media.

 

5864

Mileage Reports

This series consists of mileage reports, logs, or other related records kept on University vehicles.

Retain three (3) years after fiscal year ends; then dispose.  Audit must   have been released three (3) years prior to disposal.

 

5713

News or Press Releases – Department Copy

This series consists of news or press release support information provided by departments, divisions, or colleges to the News and Media Relations Office.

Hold until lapse of administrative need; then dispose.

 

5714

News or Press Releases – Official Copy

This series consists of official press releases from the Office of University Communications.  Press releases are compiled from information provided by individual University units.

Hold permanently.  One copy of every release will be forwarded to the University Archives for permanent retention.

 

5959

Organization Charts

This series consists of diagrams, charts, and schematics outlining organizational structure, division, departmental and/or personnel relationships, span of control or responsibilities at the University of Southern Mississippi. This series applies to charts created by all levels and departments.

Annually transfer one (1) copy of each approved revision or superseding draft to University Archives.

Retention applies even if chart is continually produced in “draft” state. A copy of each generation shall be transferred to University Archives.

5746

Photocopier Use Log

This series consists of copier page count, and related use logs and summaries.

Hold in current files area one (1) year; then dispose.

 

5716

Photographs

This series consists of photographs created for use by University of Southern Mississippi personnel. The University does not necessarily own copyright for all images. This series includes all formats including negatives, prints, slides, and digital media. Images are retained that document the operations, programs, facilities, activities, or other institutional history.

Annually transfer to the University Archivist for evaluation for permanent retention.

 

5893

Plans and Planning Records, Departmental

This series consists of records documenting institutional or departmental plans, relating to new or redefined academic programs, institutional or departmental services.

A single copy set of these records shall be transferred to University Archives at end of year plan is completed.

Final versions are permanent whether approved (implemented) or not.

5717

Procedures and Policies

This series consists of files that officially initiate, define, or amend procedures and policies for departments, divisions, or subunits of the University.  Included are correspondence, notices to affected personnel, final versions of policies, revisions of directives, and related files. 

Hold in current files area one (1) year from date of approval and/or distribution, then transfer to University Archives. Office of origin may maintain reference copies for as long as administratively valuable.

 

 

 

5862

Procedures, General Office

Any manual, guide, etc. that establishes standard office or departmental procedures or processes for daily/annual operations.

Hold in the current files area one (1) copy of each version permanently. Hold all other copies in the current files area one (1) year after superseded, then dispose.

Delete/purge electronic copies of superseded procedures to avoid printing outdated instructions.

5863 

Publications-Production Files - Background Materials

This series consists of background material and drafts used in the production of publications.  Research publications are not included in this series.

Hold in current files area one (1) year; then dispose.

Final publications are permanent records. See Publications– Final Copy.

5718

Publications - Production Files - Graphics

This series consists of illustrations, diagrams, artwork, computer-generated graphic images, or photography produced specifically for a publication.

Annually transfer to University Archives for permanent retention.

Final publications are permanent records. See Publications– Final Copy.

5723

Publications-Final Copy

Publications produced for public distribution.  Includes but is not limited to: catalogs, annual reports, periodic reports, promotional literature, flyers, calendars and other University of Southern Mississippi-related publications.

Annually transfer a minimum of two (2) original copies, a born digital file, or verified image of the publication to University Archives for permanent retention.

 

5870

Reports, Annual

This series consists of annual reports, which are compiled using staff and departmental monthly reports for the year.

Hold office/department and division/college internal annual reports permanently in office of origin. Transfer (1) copy to University Archives. Transfer one (1) copy of University's comprehensive, published annual report at the end of the year to the Mississippi Department of Archives and History and to the Mississippi Library Commission.

 

5949

Reports, Monthly Departmental

This series consists of monthly departmental reports which document activities of each departmental unit.  The report is compiled from staff reports and is used to create annual activity reports..

Hold files five(5) years; then dispose.

 

 

 

5948

 

 

Reports, Monthly, Staff

This series consists of monthly staff reports related to activities of individual staff members in departments and divisions, which are typically used to compile department/division reports.

Hold in office of origin one(1) year; then dispose

 

5947

Speeches and Papers

Notes, text, or speeches, papers, etc. delivered in conjunction with work. Not limited to administrative officers of the University. 

Transfer a single copy of the document to University Archives upon completion of presentation, including guidance on copyright assignment. 

 

G58

Strategic Plans

This series consists of strategic plans for operations and campus planning to provide direction and allocation of resources to accomplish institutional goals.

Annually transfer final plans to University Archives for permanent retention.

Departments may retain working copies for reference, and may discard them any time after University Archives has acknowledged     receipt of the annual transfer.

5720

Visitor Control Registers 

This series consists of records documenting visitors to limited access or restricted areas of USM facilities.

Hold three (3) years after fiscal year of creation; then dispose.

 

5721

Work Schedules-Assignments

This series consists of records that detail faculty, staff, student hours of work; work location; and supervisor or employee contact information.

Hold files one (1) year after end of fiscal year; then dispose.

 

5722

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