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Records Retention Schedule


Introduction

This retention schedule is under development.  The Brandeis Records Retention Schedule (RRS) will consist of record categories and indicate how long each category needs to be retained. The length of retention is based on external laws, regulations, and contractual agreements, as well as legitimate business needs. The purpose of the RRS is to serve as a published policy and a guide for the Brandeis community's consistent record retention and destruction practices.  In order to ensure organizational and cost efficiency, it is important that non-permanent records are destroyed as soon as their retention periods expire.  This policy will be applicable to all departments of the University.

University Record Functional Outline:

  1. Corporate and Executive Records
    1. Board of Trustee minutes, bylaws, charter, articles of incorporation
  2. Student Records
    1. Undergraduate Admissions
    2. Graduate Admissions
    3. Registrar
    4. Enrollment and Student Life
    5. Student Advising
    6. Student Financial Services
    7. International Students and Scholars Office (ISSO)
  3. Information and Communications Records
    1. Library
    2. Brandeis Communications
  4. Human Resources Records
    1. Administration
    2. Benefits
    3. Employee Relations and Employment
    4. Compensation
    5. HR Information Systems
  5. Financial Records
    1. General Accounting
    2. Payroll
    3. Accounts Payable
    4. Procurement
    5. Sponsored Program Accounting

  6. Institutional Advancement and Alumni Relations Records
    1. Donor Records
    2. Gift Records
  7. Operations Records
    1. Campus Safety
    2. Facilities and Real Estate
  8. Legal and Contractual Records
  9. Technology Licensing & Transfer Records
  10. Research records
    1. Research administration records
    2. IRB records
  11. Administrative Records (transitory and duplicate office copy records)

Questions about how long certain record types should be retained can be directed to University Records Management, 6-4647