Seton Hall University Libraries: Records Management: Records Retention Guidelines

Different types of records need to be retained for different periods, to comply with state and federal guidelines. This resource is a starting point for departments to consider as they create a retention schedule for the first time, or update their retention schedule to include new types of records. Please note that these are general guidelines that will not apply in all situations. The Records Manager is happy to work with departments across campus to create a retention schedule that suits the needs of each operation.

		Records Retention Recommendations Office of Records Management
Record Title	Record Description		Retention Period			Comments
Record Title	Record Description		Office (active)	Storage (inactive)	Total	Comments
Faculty Files	Records that document the hiring, reappointment, tenure, and evaluation of all full-time and part-time faculty and staff.		WA	7	WA + 7
Student Files	Records for each individual student for their period of enrollment at the university.		GRAD	7	GRAD + 7
Graduate Assistant/Student Worker Files	Records that document the term of graduate assistants, student workers, and interns, including applications, time sheets, etc.		WA	2	WA + 2
Purchase Orders, Expense Reports, Invoices, Budget Files, etc.	Records that document show financial transactions and budget allocations at the departmental level.		C	3	C + 3
Departmental Policies, Procedure Manuals, etc.	Records that document departmental guidelines, policies, procedures, and workflows.		US	5	US + 5	Archival
Handbooks, Annual Reports, Publications, etc.	Records that document institutional and departmental history.		5	5	10	Archival
Grants Files	Records include applications and proposals, supporting documentation, and reports by faculty and staff for grants.		LG	7	LG + 7	Archival
Accreditation Files, Self-Study Reports, etc.	Records that document the ability of the university to meet various academic and accreditation standards.		10	10	20	Archival
Correspondence	Records that document the internal, day-to-day communication of SHU employees.		C	1	C + 1
Meeting Minutes, Committee Reports, etc.	Records created by committees that document their business, including minutes, reports, and agendas.		3	3	6	Archival
Applications, Resumes, CVs, etc.	Records related to the recruitment of new employees, including job postings and applications.		1	2	3
Appointment Books, Visitor Logs, Calendars, etc.	Records that keep track of the day-to-day business of a department, including visitors, meetings, appointments, etc.		C	3	C + 3

*** Please note that this document is meant to provide general guidelines for records retention periods. Based on the operational, legal, and fiscal needs of your department, longer periods of retention may be necessary. Contact the Records Management department when creating/updating your records retention schedule.

Retention Terms

AC	·····	After Completion
AT	·····	After Termination
C	·····	Current Year
GRAD	·····	After Graduation
Lg	·····	Life Of Grant
Lp	·····	Life Of Product
Lu	·····	Life Of University
Perm	·····	Permanent
TEMP	·····	Temporary
UE	·····	Until Enrolled
Us	·····	Until Superceded
Uta	·····	Until Tax Audit
v	·····	Vital Record
Wa	·····	While Active

Numerals indicate years of retention unless otherwise indicated.