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Records Retention Schedule


Introduction

This retention schedule is under construction.  The Brandeis Records Retention Schedule (RRS) will consist of record categories and indicate how long each category, regardless of format - paper or electronic, needs to be retained. The length of retention is based on external laws, regulations, and contractual agreements, as well as legitimate internal 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:

I. Corporate and Executive Records: Permanent Retention (Under University Archives)
    a. Board of Trustee minutes, bylaws, charter, articles of incorporation

II. Student Records
     a. Undergraduate Admissions
     b. Registrar
     c. Enrollment and Student Life
     d. Student Financial Services
     e. International Students and Scholars Office (ISSO)

III. Information and Communications Records

IV. Human Resources Records
     a. Administration
     b. Benefits
     c. Employee Relations and Employment
     d. Compensation
     e. HR Information Systems 

V. Financial Records
     a. Cashiering
     b. Payroll
     c. Accounts Payable
     d. Procurement
     e. Sponsored Research

VI. Development and Alumni Relations Records

VII. Operations Records
     a. Campus Safety
     b. Facilities and Real Estate

VIII. Legal and Contractual Records

IX. Technology Licensing & Transfer Records

X. Curriculum and Education Records

XI. 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