Common Records Series

Common Records Series are those records series that apply to any unit that creates them. Common Records Series fall into two categories: Local Administration and records in other functions with multiple Responsible Units.

Local Administration consists of general records that may be applicable to all units. This section should serve as general guidelines if no other records series apply. If specific operational or compliance needs apply to certain records, those should be documented in a functional records series.

Local Administration

Local Administration (LAD)

LAD-0100	Administrative Committees	End of year (fiscal, calendar or academic as applicable)	Trigger + 7 years
LAD-0200	Unit Management	End of year	Trigger + 5 years
LAD-0300	Office operations	End of year	Trigger + 3 years
LAD-0400	Project Management	End of project	Trigger + 5 years
LAD-0500	Unit Planning	End of year	Trigger + 5 years
LAD-0600	Unit Review or Audit	End of year	Trigger + 7 years
LAD-0700	Reports & Statistics	End of year	Trigger + 7 years

Other RCRS sections

Campus Administrative Services (CAS)

CAS-0700

Access Control and Keys

Superseded or obsolete

Trigger
Compliance, Legal and Risk Management (CMP)

CMP-0300

Contracts and Agreements

End of agreement and all survival clauses

Trigger + 7

Finance (FIN)

FIN-0210	Purchasing Cards	End of fiscal year	Trigger + 7 years
FIN-0300	Procurement	Bid awarded	Trigger + 7 years
FIN-0520	Unit Budget	End of fiscal year	Trigger + 7 years

Governance (GOV)

GOV-0600	Administrative Committees	End of year (fiscal, calendar or academic as applicable)	Trigger + 7 years
GOV-0400	Faculty Council: Meetings	End of academic year	Trigger + 20 years
GOV-0410	Faculty Council: Elections	End of academic year	Trigger + 7 years
GOV-0120	Policy Instruments: Local		Permanent
GOV-0100	Policy Instruments: Development and Review	Next formal policy review complete	Trigger + 3 years

Government, Community and Institutional Relations (GCIR)

GCIR-0900	Communications: Projects	Project complete	Trigger + 7 years
GCIR-0910	Communications: Publications and Media Releases	End of calendar year	Trigger + 15 years
GCIR-1000	Event Planning: Case files	Event complete	Trigger + 7 years
GCIR-1100	Images and Recordings	Image or recording will no longer be used	Trigger
GCIR-1110	Images and Recordings: Consent	Disposition of image or recording	Trigger + 2 years
GCIR-1120	Speaker Releases: Consent	Disposition of associated content	Trigger + 2 years

Human Resources (HUM)

HUM-0140	Local Personnel File	End of assignment with unit	Trigger + 2 years
HUM-0200	Recruitment: Competition Case Files	Hiring decision made	Trigger + 2 years
HUM-1100	Local Attendance	End of calendar year	Trigger + 3 years

Information Technology Services (ITS)

ITS-0400	IT Project Management	End of project and system normalized	Trigger + 5 years
ITS-0420	IT Project Deliverables: System Specifications and Code	System decommissioned and data migrated	Trigger + 2 years
ITS-0500	User Access: Requests		Permanent