VIRGINIA TECH ABBREVIATED STATE RECORDS RETENTION SCHEDULE

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1 VIRGINIA TECH ABBREVIATED STATE RECORDS RETENTION SCHEDULE The following records retention information is a subset of the complete general state agency records retention guidance available from the Library of Virginia. This abbreviated schedule contains disposition information for records commonly created at Virginia Tech, and is not intended to replace the complete set of applicable schedules issued by the state records program. The complete schedules can be found at: Virginia Tech University Records & Information Governance April 2016

2 Administrative Records Routine Administrative Records [ ] Staff Meeting Files [ ] Indexes, Checklists, Control Lists [ ] Approved Certificates of Records Disposal [ ] Investigative Files, Records, or Reports [ ] Archival Transfer Forms [ ] Public Relations Files, Historically Significant [ ] Photographs, Historically Significant [ ] History Files, Archival [ , memoranda, notes, handwritten messages, and other materials created pursuant to routine office operations Documents internal staff meetings Records of internal control of a process or action which do not act as the only record of final approval of the action or process. Department copies of final, completed version of form RM-3; University Records and Information Governance and Library of Virginia retain official record copies. Internal investigations of incidents, officials, employees, departments, or operations and policies not covered by another general or specific schedule. Keep 3 years after end of calendar year Documents the transfer of permanent records to Virginia Tech University Keep 3 years after last action Archives. Documents information provided to the public and business or government communities. Includes statements, visual aids, news releases and news Permanent [in unit] clippings regarding historically significant events. Also, one official copy of any historically significant publications. Consists of the collection of photographs or negatives created by or for an agency. Includes events that document the agency's organization, special ceremonies, occasions, events and facilities. May include commercially available material. Permanent [University Archives] Documents an exceptional aspect of an agency s history or an event that would have research value beyond the agency, and is documented in records scheduled as non-permanent. Series requiring confidential destruction are marked *, but any record containing personally-identifiable information will require secure shredding or degaussing.

3 Fiscal Records Vendor Files [ ] Accounts Payable [ ] Budget Records [ ] Cash and Bank Reports [ ] Reimbursement Records* [ ] Grants Files* [ ] Purchasing Records* [ ] Payroll Records* [ ] Documents the agency's dealing with various vendors who provide goods and services. This series may include, but is not limited to: correspondence, contracts, and agreements. Documents moneys to be paid by the agency to its creditors. The series may include, but is not limited to: invoices, receipts, bills, canceled checks, returned checks, check registers, and checking statements. This series documents the agency's work to establish a budget. Includes Snapshot by Organization for both State & Foundation funds. Documents financial transactions within the agency. This series may include, but is not limited to: cash reports, transmittal and settlement records, warrant records, bank statements, and reconciliation documentation. P-card and payroll reconciliation files are to be kept for 5 years (see below). Documents the reimbursement of money to or from the agency. This series may include, but is not limited to: travel expense reimbursement and overpayment documentation. Does not include tuition reimbursement (see ). Documents the financial administration of state and federal grant money. This series may include, but is not limited to: audit reports, budget revisions, expenditure reports and receipts. Documents the purchasing of equipment, goods, services, and supplies by the agency. This series may include, but is not limited to: bids, bid proposals, contracts, agreements, purchase orders, and requisitions. Includes departmental purchasing card files and associated reconciliation documentation. Documents the payroll activities of the agency. This series may include, but is not limited to: deduction authorizations and registers, leave records, ledgers and reports, compensation files, retirement contributions, time and attendance records, and time sheets. Includes associated reconciliation documentation. Keep 3 years after end of fiscal year Keep 3 years after project completion Keep 5 years after end of fiscal year Series requiring confidential destruction are marked *, but any record containing personallyidentifiable information will require secure shredding or degaussing.

4 Personnel Records Documents the criminal history, if any, of a job applicant for the purposes of Criminal History & Background making a hiring decision. This series may include, but is not limited to: Check Records* criminal background investigation reports, fingerprint cards, central registry [ ] forms, and other security records. Recruitment, Hiring, Interview, and Selection Records* [ ] Grievance Records* [ ] Employee Personnel Records: Short Term* [ ] Employee Health Records* [ ] Employee Personnel Records: Long Term* [ ] Documents the process and result of recruiting, selecting, and hiring. This series may include, but is not limited to: applications of selected and rejected applicants, position descriptions, copies of announcements and advertisements, selection criteria, evaluations, interview notes, tests, work samples, and rankings. Documents the initial complaint, actions, investigation, summary, and disposition of an employee grievance. This series may include, but is not limited to: investigative and interview notes, logs, and reports. Documents any employee's work activity and history that is not included in the Long Term series. This series may include, but is not limited to: test results; professional certification and qualification records; evaluations; disciplinary actions; promotion/demotion, layoff, termination or tenure records; return to work notifications (issued by employer); and any other nonlong term record. Documents any long-term health risk, as well as any health treatment or examination given to an employee by a medical professional of the agency or an agent of the agency for exposure to hazardous substances, or on-the-job injuries, or for the employee s general well being. This series may include, but is not limited to: health assessments, medical clearance or release to duty notices, reports, x- rays, and other records. Documents any employee's history. This series should include, but is not limited to: date range employed, contact information, compensation and position history, reason for separation/termination, personnel action notices, and any retirement benefits information. Keep 3 years after event Keep 5 years after closed, obsolete, or rescinded Keep 5 years after separation Keep 30 years after separation Keep 50 years after separation Series requiring confidential destruction are marked *, but any record containing personally-identifiable information will require secure shredding or degaussing.

5 Academic Department Records Applications - Matriculating Students* [ ] Student Examination Files* [ ] Class Rolls and Grade Sheets* [ ] Department Files - Undergraduate Students* [ ] Research Accounting Records* [ ] Department Files - Graduate Students* [ ] Documents the receipt of recommendations for admissions and supporting character or academic evaluations. This series may include, but is not limited to: letters of recommendation and evaluations done by admissions to "score" students. Documents work completed by students for grades in a course. This series may include, but is not limited to: exams, quizzes, tests, and term papers. Documents that students registered for specific courses, attendance and grades given. This series may include, but is not limited to: grade reports. Documents the monitoring of undergraduate student status, history and grades within the academic department or school. This series may include, but is not limited to: approval of summer course work, transfer credits, leave/withdrawal, veterans status info, international studies visa application, dean/department notes, readmission application, and scholarships/awards. Documents the fiscal accountability of funds during the contract or grant period. This series may include, but is not limited to: invoices and grant reports. Documents the monitoring of graduate student status, history and grades within the academic department or school. This series may include, but is not limited to: approval of summer course work, transfer credits, leave/withdrawal, veterans status info, international studies visa application, dean/department notes, readmission application, scholarships or awards, and committee/thesis paperwork. Keep 1 year after end of semester Keep 3 years after end of semester Keep 5 years after graduation or withdrawal Keep 5 years after closed Keep 10 years after graduation or withdrawal Series requiring confidential destruction are marked *, but any record containing personallyidentifiable information will require secure shredding or degaussing.

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