WKU Records Management - Quarterly Updates

The Kentucky State University Model Schedule commonly called the General Records Schedule, is a tool for the staff and faculty of the Kentucky's public universities and KCTCS institutions to use when managing the records in their offices. It lists common records series created by most units in the university, gives an assessment of their value by indicating when (and if) those records should be destroyed. The General Records Schedule provides administrative and support staff with the necessary information needed to administer unit records in an efficient and cost-effective manner. The records schedule is maintained, revised and approved by the Kentucky Department for Libraries and Archives in conjunction with the university records officers who meet quarterly. The University Archivist and Records Officer is authorized to retain any record that he or she deems to have archival value.

Kentucky State University Model Schedule is available in pdf format.

---

Revision Date: June 14, 2012, next review September 4, 2012.

Additions:

Pending approval:

U0133 Patent Application File

Approved 2012

Section U0300 was reworked as Awards Committee section.  All personnel related records series were moved into the U0600 section.

Section U0900 was reworked as Athletics.  All purchasing / fiscal related records series were moved into the U0200 section.

Section U1000 was deleted.  All central stores records series were moved into the U0200 section.

U0125 Itinerary File

U0126 Records Transmittal File - Permanent Records

U0127 Records Transmittal File - Non-permanent Records

U0128 Microfilm Quality Evaluation Form

U0129 Records Destruction Certificate File

U0130 - Minutes - University Faculty/Staff Meetings 

U0131 - Maps

U0245 - Federal Tax Forms

U0246 - Department or Cost Center Request Form

U0250 - Electronic Funds Transfer Supporting Data File

U0483 - Extra-Academic Program File

U0643 - Student Faculty / Course Evaluation (SITES)

U0644 Grievance File

U0645 Hiring Process Materials File 

U0646 Affirmative Action File

U0647 Periodic Payroll Reports

U0648 Leave Request Form

U0649 Employee Medical / Health File

U0650 Form I-9 Employment Eligibility Verification

U0651 Unemployment Insurance Claim File

U0652 Work Schedules

U0800 University Student Housing Assignments

U0911 Athletic Recruiting Records

U0912 Athletic Competition Scheduling Records

U0915 Playbooks & Related Materials

U0916 Practice Schedule Records

U0917 NCAA Enforcement Records

Revisions:

Pending Approval:

U0247 Invitation for Bid/Request for Proposal File current retention destroy after 3 years or audit, whichever is longer.

Proposed retention:  Destroy successful bid or proposal files after 3 years or audit whichever is longer.  Destroy unsuccessful bid or proposal files after 1 year or audit, whichever is longer.

U1802 Research Files - Human Subjects current retention destroy 3 years after completion of research, unless otherwise specified by terms of the grant contract.

Proposed retention:  Destroy 5 years after completion of research, unless otherwise specified by the terms of the grant contract.  Corresponds with retention of U0120 Research Data.

U2305 Regulatory Testing Report Forms current retention destroy 60 days after report is produced.

Proposed retention: Retain until 2 years after report is produced, then destroy.  Conform to USDA regulations.

Deletions:

U0106 Newspaper Clipping File

U0241 IRS Form 990

U0304 Leave Request Form - moved to U0600's

U0305 Notification of Personnel Action File- moved to U0600's

U0306 Personnel Applications & Resumes - moved to U0600's

U0307 Personnel Policies & Procedures- use U0124 Policies & Procedures File

U0308 Personnel Records - moved to U0600's

U0309 Personnel Records - moved to U0600's

U0310 Tenure/Track Applications Not Accepted - moved to U0600's

U0311 Time & Attendance Report - moved to U0600's

U0312 Vacancy Reporting Form - moved to U0600's

U0313 Affirmative Action/Equal Opportunity Form - moved to U0600's

U0314 Request to Interview Candidate - moved to U0600's

U0601 Agreement for Salary Reduction

U0602 Applicant Referral Log

U0603 Bookstore Charge Slip

U0605 City Tax Reports

U0606 Deduction Listings

U0607 Earnings Records - Faculty/Staff

U0608 Earnings Records - Students

U0609 Employee Exit Interviews

U0611 Federal Tax Reports

U0612 First Report of Injury or Illness File

U0614 Job Description File

U0615 Leave Accrual Reports

U0616 Non-Injury Accident Report

U0618 Payroll Vouchers

U0619 Performance Evaluations

U0621 Personnel Policies - use U0124

U0622 Request for Payroll Refund File

U0623 Request for Tuition Waiver File

U0625 Salary Distribution File

U0626 Social Security Reports

U0628 Time and Attendance Reports

U0629 Vacancy Reporting Form

U0630 W4/K4 File - Students

U0632 Vacant Faculty Position Retention Form

U0634 Description of Available Position 

U0635 Affirmative Action / Equal Opportunity Form

U0636 Justification of Waiver Request File

U0637 Search Committee Form

U0638 Request to Interview Candidate

U0639 Interim Affirmative Action Report

U0640 Summary of Affirmative Action Process

U0641 Preferred Candidate Identified Form

U0705 Inventory Forms / Lists

U0706 Inventory File of State-Owned Vehicles - Use U0217

U0708 Payroll File - Hourly Employees

U0709 Time Cards

U0906 Vehicle Inventory File - Use U0217

U1100 Warehouse Inventory File