University Archives

IUPUI 40th Anniverary Celebration

General Records Retention Guidelines: Records for Destruction

University Records NOT accepted by the IUPUI University Archives are listed below. These records can be destroyed or transferred elsewhere after their administrative or legal use has expired.

Accident reports files
Affirmative Action/Equal Opportunity files
Applications for employment files
Bank statements/cancelled checks files
Career planning/placement files
Clippings files
Conferences and workshop files, conducted by or attended by university personnel
Contracts, leases, and agreements files (facilities/services/equipment used by the department)
Energy and utilities files
Extra hour registration files
Faculty recruitment files
Financial aid/student loans files
Fire and safety files
Grant proposals, unapproved
Grants administration files (receipts, purchase orders, equipment lists, accounting records etc.)
Grievance files
Leave files
Loan recipient college enrollment verification files
Mailing lists
Maintenance services files
Overtime files
Parking assignment files
Patent files
Payroll time sheet files
Personnel files (Human Resources will hold the official record)
Placement tests and scores listings files (composite or individual test scores)
Position descriptions, non-faculty
Prospective graduates files
Purchase order files
Reference files (containing materials of topical interest to the department)
Scholarship reference files
Search committee files
Student internship/assistantship files (to student records, Registrar's Office)
Student locator (address) files
Summer school course offerings files
Supplies and equipment files
Surplus property files
Telephone billing files
Textbook requests and orders files
Time cards
Transfer admissions files
Transfer equivalent files
Travel request files
Travel reimbursement files
Veteran's benefits files
Work order files

Information last revised February 2004.