Please note: The official University of Iowa records retention schedules are under revision. Updates will be posted periodically. 

These retention schedules are designed to assist university departments in preserving official records appropriately while providing economy and efficiency in the creation, organization, maintenance, use, and disposition of records.

Search Criteria

Administrative unit: represents either the administrative unit responsible for establishing the official record retention criteria OR the administrative unit responsible for maintaining the official records identified.

Confidential: indicates official records that contain information of various sorts that the university receives and holds confidential unless otherwise ordered by a court, by the lawful custodian of the records or by another person duly authorized to release such information. Examples include: student records, medical records, personnel records, etc.

Vital: indicates official records that contain information considered essential for the operations of a department (and/or the university) and includes information that may prevent a department from incurring serious liability or risk, or that would be extremely costly to replace. In the event of a disaster, this information, if destroyed, would make it difficult for a department to conduct normal business activities.

Export the full list of Official Record Retention Schedules available to date – or use the search criteria below for a more targeted search.

Displaying 121 - 140 of 338

Filters

Fire Safety Inspection Report Responses (State Fire Marshal)

Institutional responses or plans for corrective action to State Fire Marshal's Annual University of Iowa Fire Safety Inspection Report.
Record category
Facilities Management
Official files maintained by
UI Department of Public Safety
Confidential
Yes
Vital
Yes

Fire Safety Inspection Reports and Response (Iowa City Fire Department)

Semi-Annual report issued by the Iowa City Fire Department as part of contract with ICFD for fire protection services and UI response or corrective measures.
Record category
Facilities Management
Official files maintained by
UI Department of Public Safety
Confidential
Yes
Vital
Yes

Flood insurance policies

Flood insurance files including policy documents, applications, renewals, correspondence, elevation certificates, etc.
Record category
Risk Management, Insurance and Loss Prevention
Official files maintained by
UI Risk Management
Confidential
Yes
Vital
Yes

Floor Plans

Building floor plans. Plans/drawings and any items deemed confidential by legal counsel are considered confidential.
Record category
Facilities Management
Official files maintained by
UI Facilities Management
Confidential
Yes
Vital
Yes

Forklift Inspection Records

Records of required forklift inspections for departments/facilities using forklifts.
Record category
Environmental Health & Safety
Official files maintained by
Local Department responsible for creating or overseeing the record
Confidential
No
Vital
Yes

Form W-2G: Raffle Reporting

Reports of winnings and tax withholding for university sponsored raffles where the value of the prize less amounts paid for participating is over $600 AND the value of the prize is over 300 times the amount the winner paid to participate. (Depts. must notify UI Office of the General Counsel and UI Accounts Payable when holding raffles.)
Record category
Tax Records
Official files maintained by
UI Purchasing, Accounts Payable and Travel
Confidential
Yes
Vital
Yes

Fringe benefit pool rate setting

Fringe benefit pool rate setting final reports, supporting files, and correspondence.
Record category
Accounting and Financial
Official files maintained by
UI Financial Analysis - Controller's Office
Confidential
Yes
Vital
Yes

Fume Hood Reports

Records of Fume hood tests and reports, and other ventilation tests conducted by EHS.
Record category
Environmental Health & Safety
Confidential
No
Vital
Yes

General Ledger Transactions (electronic format)

Transactions and balances within the PeopleSoft General Ledger system.
Record category
Accounting and Financial
Official files maintained by
UI Accounting & Financial Reporting
Confidential
Yes
Vital
Yes

Grades of Students from Iowa higher educational institutions that have closed

All grades attained by students of any institution of higher learning, whether incorporated or not, that have gone out of existence or cease to function as an educational institution within the state of Iowa, as transferred to the SUI per Code of Iowa requirement - Chapter 264: Perpetuation of College Credits
Record category
Academic/Student Records
Official files maintained by
Office of the Registrar
Confidential
Yes
Vital
Yes

Grievance Records and Settlements (employment) responded to by local department.

Documentation pertaining to a grievance or complaint including documentation of mutual agreement to resolve employment grievances at the local department level- kept separate from employee personnel file. (Not to include supervisory notes).
Record category
Personnel, Human Resources and Recruitment
Official files maintained by
Local Department responsible for creating or overseeing the record
Confidential
Yes
Vital
Yes

Grievance Records and Settlements (employment) responded to by University Human Resources or UI Health Care HR

Documentation pertaining to a grievance or complaint including documentation of mutual agreement to resolve employment grievances- at the University HR or UI Health Care HR level - kept separate from employee personnel file. (Not to include supervisory notes).
Record category
Personnel, Human Resources and Recruitment
Official files maintained by
University Human Resources
Confidential
Yes
Vital
Yes

Hazardous Waste Determination Records

This is information used to determine the hazards posed by a chemical waste picked up for waste disposal; Safety Data Sheets are commonly used for this purpose.
Record category
Environmental Health & Safety
Confidential
No
Vital
Yes

Hazardous Waste Disposal Regulatory Required Training Records

Records of regulatory-required training for UI staff performing hazardous waste disposal duties.
Record category
Environmental Health & Safety
Official files maintained by
Local Department responsible for creating or overseeing the record
Confidential
No
Vital
Yes

Hazardous Waste Facility Audits

Records of audits performed at the EMF
Record category
Environmental Health & Safety
Confidential
No
Vital
Yes

HazCom Program

Hazardous Communication program (inventory lists or Safety Data Sheets (SDSs) for Occ Safety) for Non-laboratory UI departments with OSHA Haz Com requirements.
Record category
Environmental Health & Safety
Official files maintained by
Local Department responsible for creating or overseeing the record
Confidential
No
Vital
No

Household Move Records

Incoming Faculty & Staff Relocation. Including, but not limited to: invoices from the moving company, the department authorization and e-mails, the moving company estimates, any significant emails (for audit purposes) about agreements to pay for special items (art work, automobile moving, wine collections etc.).
Record category
Contracts, Real Estate and Leasing
Official files maintained by
UI Purchasing, Accounts Payable and Travel
Confidential
Yes
Vital
Yes

Human and Non-Human Use Applications - Iowa Department of Public Health

Applications for the use of radioactive materials in human, non-human and laboratory subjects and research.
Record category
Environmental Health & Safety
Confidential
Yes
Vital
Yes

I-9's

I-9 Immigration Forms. Employers must retain an employee's completed form I-9 for as long as the individual works for the employer. Once the individual's employment has terminated, the employer must determine how long after termination the Form I-9 must be retained, which is either three years after the date of hire, or one year after the date employment is terminated, whichever is later. Forms I-9 can be retained either on paper or microform, or electronically.
Record category
Personnel, Human Resources and Recruitment
Official files maintained by
University Human Resources - Payroll
Confidential
Yes
Vital
Yes

IACUC Documents

Animal welfare concerns, letters to regulatory agencies, annual agency reports, post-approval monitoring reports

Record category
Office of the Institutional Animal Care and Use Committee
Official files maintained by
Office of the Institutional Animal Care and Use Committee
Confidential
Yes
Vital
Yes