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 319

Filters

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

IACUC Minutes, Semi-Annual Reports

IACUC meeting minutes, semi-annual reports, and recommendations

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

IL-50I: Form IL-492-0053

Illinois Employer Withholding Tax Payment filed monthly with Illinois Dept. of Revenue & Finance by UI Payroll.
Record category
Tax Records
Official files maintained by
University Human Resources - Payroll
Confidential
Yes
Vital
Yes

ILL-94I: Form IL-492-0018

Illinois Employer's Quarterly Withholding Tax Return filed quarterly with Illinois Dept. of Revenue & Finance by UI Payroll.
Record category
Tax Records
Official files maintained by
University Human Resources - Payroll
Confidential
Yes
Vital
Yes

Ill-W-3: Form IL-492-0019

Annual Illinois Withholding Return filed annually with Illinois Department of Revenue & Finance by UI Payroll.
Record category
Tax Records
Official files maintained by
University Human Resources - Payroll
Confidential
Yes
Vital
Yes

Immigration Approval Notice or Green Card

H1B, TN, O1, E3, H1B1-Chile/Singapore, etc. approval notices, lawful permanent resident (Green Cards) documentation.
Record category
Personnel, Human Resources and Recruitment
Official files maintained by
Local Department responsible for creating or overseeing the record
Confidential
Yes
Vital
Yes

Immigration Filings Documentation

H1B, TN, O1, E3, H1B1-Chile/Singapore, etc. filings, lawful permanent resident (Green Card) filings and supporting documentation.
Record category
Personnel, Human Resources and Recruitment
Official files maintained by
University Human Resources - Faculty & Staff Immigration Services
Confidential
Yes
Vital
Yes

Incident Files

Records of incidents involving personal injury and property damage to third parties both on and off University property.
Record category
Risk Management, Insurance and Loss Prevention
Official files maintained by
UI Risk Management
Confidential
Yes
Vital
Yes

Incident Files- injury to minors

Records of incidents involving personal injury to minors both on and off University property.
Record category
Risk Management, Insurance and Loss Prevention
Official files maintained by
UI Risk Management
Confidential
Yes
Vital
Yes

Incident Investigation Reports

Reports from incident investigations, including those involving biological, chemicals, or radioactive materials, and other types of incidents, such as injury investigation follow-up, etc.
Record category
Environmental Health & Safety
Confidential
No
Vital
No

Informal Resolutions of Complaints Brought to Academic or Administrative Officers

All records of informal resolutions of complaints brought to academic or administrative officers (AAOs) alleging violations of UI Community Policies, including witness statements and any associated findings.
Record category
Personnel, Human Resources and Recruitment
Official files maintained by
Local Department responsible for creating or overseeing the record
Confidential
Yes
Vital
Yes