Specialized Retention Schedules

Specialized retention schedules are designed for record types that are unique to a particular university unit. An example is Media Relations’ academic personnel biographical files.

Academic Governance Retention Schedule

Academic Technologies Retention Schedule

College of Human Medicine, Dean's Office Retention Schedule

Graduate School Retention Schedule

International Office of Health and Safety Retention Schedule

MSU Extension Human Resources Retention Schedule

Office of Gift Planning Retention Schedule

Office of the Ombudsperson Retention Schedule

System Log Files Retention Schedule

University Archives & Historical Collections Retention Schedule

Schedule Number: 105.98
Schedule Approved Date: General
Title: Fiscal Records—Controller’s Office Record
Disposition: FY + 6 years
Disposition Description: Maintain in office one year past the end fiscal year or until audit is complete, then send files to the archives for the remaining 5 years.
Functional Category: Fiscal
Description: These records are the unique, original financial records retained by the Controller’s Office, including Kuali Financial System, and constitute the official University record.
Offices: Controller’s Office

Schedule Number: 126.98
Schedule Approved Date: Special
Title: Academic Personnel Biographical Files
Disposition: Permanent
Disposition Description: Hold in office for three years, then transfer to archives for permanent retention.
Functional Category: Personnel
Description: These files hold information about academic personnel suitable for release to the media. Includes information about publications, achievements, and honors. May contain photographs.
Offices: (Academic) Human Resources

Schedule Number: 137.98
Schedule Approved Date: Special
Title: University Catalog, Course Descriptions, Enrollment Highlights
Disposition: Permanent
Disposition Description: The Registrar will provide the archives with copies once they are produced. These documents will be retained permanently by the Archives.
Functional Category: Academic
Description: These are official publications documenting MSU academic programs and enrollment statistics.
Offices: Registrar's Office

Schedule Number: 137.99
Schedule Approved Date: Special
Title: Transcripts – Permanent Academic Record
Disposition: Permanent
Disposition Description: These records will be maintained by the Registrar’s Office. Functional Category: Academic
Description: These are official student records and represent the core academic achievement of MSU students.
Offices: Registrar's Office

Schedule Number: 139.99
Schedule Approved Date: Special
Title: MSU Construction Contract Records
Disposition: Permanent
Disposition Description: These records will be transferred to the Archives upon completion of the contract.
Functional Category: Administrative
Description: These are construction contracts and supporting documentation for development of MSU properties.
Offices: Contracts & Grants- MSU Construction Contracts Office

Schedule Number: 143.08
Schedule Approved Date: Special
Title: Semester Effort Reports
Disposition: 15 years (Effective 04-2008)
Disposition Description: These records will be transferred to the Archives when they are no longer active.
Functional Category: Administrative
Description:  Semester Effort Reports (SER) are documents generated in association with federal and state contracts and grants.  These reports are used for audit purposes.
Offices: MSU Contracts & Grants Office ONLY

 

 


*Adobe Acrobat Reader is required to read PDF documents.