State
Archives and Records Commission
Public
Records Division
Kentucky
Department for Libraries and Archives
IND=Indefinite
V=Vital Record P=Permanent C=Confidential Record
| Series Number |
Title |
Retention (Years)
|
Disposition |
| U0100 |
Correspondence - Official(V) |
P
|
Transfer to the University
Archives after administrative use has ceased |
| U0101 |
Correspondence - General |
Ind.
|
Retain no longer than two years |
| U0102 |
Legislative File |
5
|
Destroy |
| U0103 |
Manuals, Operating - (Which
document university activities, functions) |
P
|
Retain one copy of each manual
permanently. Destroy excess copies when no longer needed |
| U0104 |
Minutes(V) |
P
|
Transfer one copy to the University
Archives. Retain one copy in the Creating Unit. Destroy excess copies when
no longer useful |
| U0105 |
Minutes - Tapes or Stenographic
Notes |
P
|
Transfer to the University
Archives after minutes have been created and approved by appropriate authority |
| U0106 |
Newspaper Clipping File |
Ind.
|
Destroy when no longer useful |
| U0107 |
Photographic File |
P
|
Transfer to the University
Archives |
| U0108 |
Press Releases |
P
|
Retain one copy of each release
in the University Archives. Destroy excess copies when no longer useful |
| U0109 |
Publications |
P
|
Transfer one copy of each publication
to the University Archives. Retain one copy in the Creating Unit. Destroy
excess copies when no longer useful |
| U0110 |
Racial/Ethnic/Gender Statistical
Reports |
P
|
Transfer one copy of each report
to the University Archives. Destroy excess copies when no longer needed
administratively |
| U0111 |
Reference/Informational Materials |
Ind.
|
Destroy when no longer useful |
| U0112 |
Reports - Annual or Summary |
P
|
Transfer one copy to the University
Archives. Retain one copy in the Creating Unit. Destroy excess copies when
no longer useful |
| U0113 |
Reports - Periodic Activity |
Ind.
|
Destroy when Annual or Summary
Reports are accepted, and when no longer useful to the Creating Unit. NOTE:
Retain if Annual or Summary reports are not created |
| U0114 |
Reports/Special Studies |
P
|
Transfer one copy to the University
Archives. Destroy excess copies when no longer needed administratively |
| U0115 |
Research Projects - Final Report(C) |
P
|
Transfer one copy to the University
Archives. Retain one copy in the Creating Unit. Destroy excess copies when
no longer useful |
| U0116 |
Speeches/Papers |
P
|
Transfer one copy to the University
Archives. Retain one copy in the Creating Unit. Destroy excess copies when
no longer useful |
| U0117 |
Kentucky State Agency/University
Cooperative Publications |
P
|
Forward three copies to the
Publications Section of KDLA's Public Records Division when issued. Transfer
one copy to the University Archives for permanent retention. Retain one
copy in the creating unit. Destroy excess copies when no longer useful |
| U0118 |
Theses/Dissertations |
P
|
Transfer one copy to the University
Archives. Destroy excess copies when no longer needed administratively |
| U0119 |
Videotape File |
P
|
Transfer master to the University
Archives. Destroy excess copies when no longer needed administratively,
or erase and reuse |
| U0120 |
Research Data(V)(C) |
Ind.
|
Destroy five years after submission
or publication of final report and audit, except where funding agency's
retention requirements are longer |
| U0121 |
Interlibrary Loan Request File |
3
|
Destroy |
