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Examples

1. Personnel/Payroll

Record Series Number Record Series Title/Description Retention Disposition
U0620 Personnel Records - Departmental Copy - Faculty and Staff - (Master File in Personnel in Office or Unit Office) Ind. Destroy five years after - termination of employment in Office or Unit

Explanation of Example 1: This series refers to departmental personnel files for faculty and staff. The description points out that the Master File is maintained by an office higher within the University structure, which in this case is the university's Human Resources personnel office. The retention period for these records is indefinite, since it is determined by the length of employment. These records may be destroyed five years after termination of employment. See the note on personnel records in State University Model Records Retention Schedule.

2. Miscellaneous

Record Series Number Record Series Title/Description Retention Disposition
U0100 Correspondence - Official - (Documents the major activities, functions and programs of the University and important events in its history) Permanent
Vital
Transfer to the University Archives after administrative use has ceased

Explanation of Example 2: This series refers to official university correspondence which documents the policies and policy-making process, activities, etc. of the University. This series is more easily understood by contrasting it with series U0101 Correspondence -- General. This a permanent record series, which should be transferred to the University Archives after an appropriate period of time. The time frame for transfer will be different for each office; the Records Program suggests keeping official correspondence in the originating office for 5-10 years. The retention column also indicates that it is a vital record; see the note on vital records in State University Model Records Retention Schedule.

3. Fiscal Records

Record Series Number Record Series Title/Description Retention Disposition
U0238 Budget and Audit Workpapers 5 Retain record copy for a total of 5 years, destroy other copies when no longer needed

Explanation of Example 3: This series refers to the workpapers to compile the final operating budget and internal and external fiscal audit reports.  This series may be destroyed five years after the final budget or audit report has been completed.