Records
Retention Center
Records
Retention Center
Index to State University Records Retention Schedule
| Records Retention Home | General Category/Dept. Index | Specific Record Index | Destruction Certificate | Contacts |
| SPECIFIC RECORDS | SERIES NUMBER(S) |
| ACADEMIC ACTION AUTHORIZATION FILE | U0400 |
| ACADEMIC RECORDS | U0401, U0467 |
| ACCEPTANCE LETTERS | U0402, U0403 |
| ACCIDENT REPORT FILE | U0300, U0600, U0616 |
| ACCOUNT RECONCILIATION FILE | U0800 |
| ADJUSTMENT FORM (CASHIER) | U1400 |
| ADVANCED PLACEMENT RECORDS | U0404, U0405 |
| AFFIRMATIVE ACTION FORMS | U0313, U0635, U0639-U0641 |
| AGENCY FUND RECEIPTS FILE (CASHIER) | U1401 |
| AGENCY FUND VOUCHER (CASHIER) | U1402 |
| AGREEMENT FOR SALARY REDUCTION, EMPLOYEE | U0601 |
| APPEALS FILE (STUDENTS) | U0478 |
| APPLICANT REFERRAL LOG | U0602 |
| APPLICATIONS/AWARDS TO CONSTRUCT UNIV. BUILDINGS | U0700 |
| APPLICATIONS FOR ADMISSION OR READMISSION | U0406-U0407 |
| APPLICATIONS FOR GRADUATION | U0408 |
| APPLICATIONS FOR SCHOLARSHIPS | U0472-U0473 |
| BANK STATEMENTS | U0209, U0801 |
| BID FILE | U0900 |
| BLUEPRINTS, PLANS, SPECS. (BLDGS., GROUNDS, LANDSCAPES) | U0701 |
| BUILDING INSPECTION FILE | U0702 |
| BOND DOCUMENTATION FILE | U0802 |
| BOOKSTORE CHARGE SLIPS (FAC. & STAFF) | U0603, U1200 |
| BOOKSTORE DAILY REPORTS | U0803 |
| BUDGET ALLOCATIONS FILE | U0200 |
| BUDGET CHANGE FORMS FILE | U0201 |
| BUDGET, DEPT. OPERATING | U0202 |
| BUDGET, OPERATING | U0203 |
| BUDGET REQUESTS, ANNUAL OR BIENNIAL | U0204, U0804 |
| BUDGET, RESEARCH PROJECTS | U0205 |
| BUDGET WORKPAPERS | U0238 |
| BUILDING INSPECTION FILE | U0702 |
| BUREAU OF LABOR STATISTICS LOG AND SUMMARY OF OCCUPATIONAL INJURIES & ILLNESSES | U0604 |
| CANCELLED CHECKS | U0210, U0805 |
| CAPITAL CONSTRUCTION/BUILDING FILE | U0703 |
| CAPITAL CONST. DISBURSEMENTS & RECEIPTS FILE | U0806 |
| CAPITAL CONSTRUCTION ENCUMBRANCE FILE | U0807 |
| CASH REGISTER DETAIL TAPES | U0808 |
| CASH REGISTER RECEIPTS | U0809 |
| CASH TRANSMITTAL LETTERS | U0206, U0810 |
| CATERING RECORDS FILE | U1102 |
| CHANGE OF GRADE FILE | U0409 |
| CHECK REGISTERS | U0811 |
| CHECK STUBS | U0812 |
| CITATION RECEIPT FILE (CAMPUS POLICE) | U1302 |
| CITY TAX REPORTS | U0605 |
| CLASS ROSTERS | U0410 |
| CLASS SCHEDULES | U0411, U0412 |
| CONTRACTS, AGREEMENTS & RELATED PAPERS | U0207, U0208 |
| CORRESPONDENCE | U0100, U0101 |
| CORRESPONDENCE/INDEPENDENT STUDY ACADEMIC RECORDS | U0467 |
| COUNSELING FILES | U0413 |
| COURSE CHANGE FILE | U0414 |
| COURSE PROPOSAL FILE | U0470-U0471 |
| COURSE SYLLABUSES | U0415 |
| CREDIT BY EXAMINATION FILE | U0416 |
| CREDIT/NO CREDIT APPROVAL FILE | U0417 |
| CURRICULUM AND INSTRUCTION FILE | U0418 |
| DAILY CASH DISTRIBUTION FILE (CASHIER) | U1403 |
| DAILY REPORTS | U1201 |
| DEDUCTION LISTINGS (FACULTY & STAFF) | U0606 |
| DEGREE AUDIT RECORDS | U0419 |
| DEED FILES | U1600-U1601 |
| DEGREE AUDIT RECORDS | U0419 |
| DEGREE STATISTICAL REPORTS | U0420 |
| DEGREES AWARDED FILES | U0421 |
| DENTAL RECORDS/ADULTS (HEALTH SERVICES) | U1701 |
| DENTAL RECORDS/CHILDREN (HEALTH SERVICES) | U1702-U1703 |
| DENTAL RECORDS/STUDENTS (HEALTH SERVICES) | U0477 |
| DEPOSIT SLIPS | U0211, U0813 |
| DIAGNOSTIC FILES (HEALTH SERVICES) | U1703 |
| DISABILITY (STUDENT SERVICES FILE) | U0475 |
| DISCIPLINARY ACTION DOCUMENTS | U0422 |
| EARNINGS RECORDS | U0607-U0608 |
| EMPLOYEE EXIT INTERVIEWS | U0609 |
| EMPLOYEE INSURANCE FILE | U0610 |
| EMPLOYEE PERSONNEL ROSTER | U0301 |
| ENROLLMENT STATISTICAL REPORTS | U0423 |
| ENROLLMENT VERIFICATIONS FILE | U0424 |
| ENTRANCE EXAMINATION REPORTS | U0425-U0426 |
| FEDERAL TAX REPORTS | U0611 |
| FEE ASSESSMENT FORMS FILE | U0427 |
| FINAL EXAMINATION SCHEDULE | U0429 |
| FINANCIAL AID DOCUMENTS | U0428 |
| FINANCIAL RECORDS (NOT SUBJECT TO AUDIT) | U0237 |
| FIRST REPORT OF INJURY OR ILLNESS FILE | U0302, U0612 |
| FOREIGN STUDENT FILE | U0430 |
| GRADE INFORMATION FILE | U0431 |
| GRADE SHEETS | U0432 |
| GRADE STATISTICAL REPORT | U0433 |
| GRADUATION AUTHORIZATION FILE | U0434 |
| GRADUATION LISTS | U0435 |
| GRANTS | U1800-U1801 |
| HEALTH & FITNESS RECORD FILE | U0474 |
| HIRING | U0632-U0639, U0640-U0641 |
| IMPREST CASH - BANK STATEMENTS | U0209 |
| IMPREST CASH - CANCELLED CHECKS | U0210 |
| IMPREST CASH - DEPOSIT SLIPS | U0211 |
| IMPREST CASH LISTINGS | U0212 |
| IMPREST CASH RECONCILIATION STATEMENTS | U0213 |
| IMPREST CASH, SUMMARY OF DISBURSEMENTS/REQUESTS FOR REIMBURSEMENTS | U0214 |
| IMPREST CASH VOUCHERS | U0209-U0215 |
| INCIDENT REPORT (CAMPUS POLICE) | U1300 |
| INDEPENDENT STUDY ACADEMIC RECORDS | U0467 |
| INSURANCE FILE, BUILDING & EQUIPMENT | U0704 |
| INTERACCOUNT BILLS | U0216, U0814 |
| INTERLIBRARY LOAN | U0121 |
| INTERNSHIP AGREEMENTS | U0469 |
| INVENTORY FILE OF STATE-OWNED VEHICLES | U0706 |
| INVENTORY FILE, VEHICLE | U0218, U0706 |
| INVENTORY FILE OF STATE OWNED VEHICLES | U0706 |
| INVENTORY FORMS/LISTS | U0217, U0705 |
| INVENTORY RETURN FILE | U1202 |
| INVESTIGATIVE FILE (CAMPUS POLICE) | U1301 |
| INVOICES | U0219, U0815 |
| JOB CLASSIFICATION FILE | U0613 |
| JOB DESCRIPTION FILE | U0303, U0614 |
| KY STATE AGENCY/UNIV. COOPERATIVE PUBLICATIONS | U0117 |
| LEASE AGREEMENT FILE | U0816 |
| LEASES | U0220 |
| LEAVE ACCRUAL REPORTS | U0615 |
| LEAVE REQUEST FORM | U0304 |
| LEDGERS/JOURNALS | U0817 |
| LEGISLATIVE FILE | U0102 |
| MAINTENANCE FILE | U0707 |
| MANUALS, OPERATING | U0103 |
| MEDICAL RECORDS | U0436-U0437, U1700 |
| MINUTES | U0104-U0105 |
| NAME CHANGE AUTHORIZATION FILE | U0438 |
| NEWSPAPER CLIPPING FILE | U0106 |
| NON-INJURY ACCIDENT REPORT | U0616 |
| NOTIFICATION OF PERSONNEL ACTION FILE | U0305 |
| OFFICIAL RECEIPT (CASHIER) | U1404 |
| ORDERS, PURCHASE AND RELATED DOCUMENTS | U0221, U0901 |
| ORDERS, WORK | U0222 |
| PARKING PERMIT FILE (CAMPUS POLICE) | U1303 |
| PASS/FAIL REQUEST FILE | U0439 |
| PATIENT FILE | U1700 |
| PAYROLL FILE, HOURLY EMPLOYEES | U0708 |
| PAYROLL REFUND | U0622 |
| PAYROLL SOURCE DOCUMENT FILE | U0617 |
| PAYROLL VOUCHERS | U0618 |
| PERFORMANCE EVALUATIONS | U0619 |
| PERSONNEL ACTION FORMS | U0305 |
| PERSONNEL APLICATIONS AND RESUMES | U0306 |
| PERSONNEL FILE, MASTER | U0620 |
| PERSONNEL POLICIES AND PROCEDURES | U0307, U0621 |
| PERSONNEL RECORDS (EMPLOYEES) | U0301, U0308-U0309 |
| PERSONNEL RECORDS (STUDENTS) | U0468 |
| PHOTOCOPY MACHINE USER DOCUMENTATION | U0223 |
| PHOTOGRAPHIC FILE | U0107 |
| PHYSICAL PLANT | U0700-U0704 |
| PLACEMENT SCORES | U0440-U0441 |
| POLICY/PROCEDURE FILE (CAMPUS POLICE) | U1304 |
| POSITION CONTROL FORM | U0633 |
| PRESS RELEASES | U0108 |
| POSITION ADVERTISEMENT FORMS | U0634 |
| PROPERTY APPRAISAL FILE | U1602 |
| PROPERTY FILES | U1603 |
| PUBLICATIONS | U0109, U0117 |
| PURCHASE ORDERS | U0221 |
| RACIAL/ETHNIC STATISTICAL REPORTS | U0110 |
| READMISSION FILE | U0442 |
| RECEIVING/SHIPPING REPORTS | U0902 |
| RECONCILIATION DOCUMENTS | U0818 |
| RECRUITMENT MATERIALS | U0443 |
| REFERENCE/INFORMATIONAL MATERIALS | U0111 |
| REFUND AUTHORIZATIONS | U0819 |
| REGISTRATION FORMS | U0444 |
| REIMBURSEMENT FORMS FILE | U0820 |
| REPORT OF SALES TAX | U0821 |
| REPORTS, ANNUAL OR SUMMARY | U0112 |
| REPORTS, ANNUAL FINANCIAL | U0230 |
| REPORTS, AUDIT | U0229 |
| REPORTS, PERIODIC ACTIVITY | U0113 |
| REPORTS, RACIAL/ETHNIC STATISTICAL REPORTS | U0110 |
| REPORTS, RECEIVING | U0231 |
| REPORTS, SPECIAL STUDIES | U0114 |
| REQUEST AND AUTHORIZATION FOR REFUND (CASHIER) | U1405 |
| REQUEST FOR AUTHORIZATION OF HONORARIUM (CASHIER) | U1406 |
| REQUEST FOR PAYROLL REFUND FILE | U0622 |
| REQUEST FOR TUITION WAIVER FILE | U0623 |
| REQUEST TO INTERVIEW FORMS | U0638, U0314 |
| REQUESTS/DISCLOSURES OF PERSONALLY IDENTIFIABLE INFORMATION FILE | U0445 |
| REQUISITIONS | U0903 |
| REQUISITIONS, CENTRAL STORES | U0224 |
| REQUISITIONS, FORMS | U0225 |
| REQUISITIONS, PURCHASE | U0226 |
| REQUISITIONS, SUPPLIES | U0227 |
| REQUISITIONS, TELEPHONE | U0228 |
| RESEARCH FILES - ANIMAL SUBJECTS | U1803 |
| RESEARCH FILES - HUMAN SUBJECTS | U1802 |
| RESEARCH PROJECTS/STUDIES | U0115, U0117, U0120 |
| RESIDENCY CLASSIFICATION FORMS FILE | U0446 |
| RETURNED CHECK NOTICE (CASHIER) | U1407 |
| SALARY DISTRIBUTION FILE | U0625, U0822 |
| SCHOLARSHIP APLICATIONS | U0472 |
| SEARCH COMMITTEE FORM | U0637 |
| SHIFT CHANGE FILE (CAMPUS POLICE) | U1305 |
| SOCIAL SECURITY CERTIFICATION FILE | U0447 |
| SOCIAL SECURITY REPORTS | U0626 |
| SPECIAL BOOK ORDER FILE | U1203 |
| SPEECHES/PAPERS | U0116 |
| STOCK STATUS LIST | U1000 |
| STUDENT APPEALS | U0478 |
| STUDENT CHARGE FILE | U1204 |
| STUDENT CLASS SCHEDULES | U0448 |
| STUDENT CREDENTIAL FILE | U0476 |
| STUDENT DISABILITY SERVICES FILE | U0475 |
| STUDENT FILE | U0449-U0451 |
| STUDENT GOVERNMENT FILES | U0452 |
| STUDENT LOAN DOCUMENTATION FILE (FINANCIAL AID) | U1500 |
| STUDENT REQUESTS FOR NONDISCLOSURE OF DIRECTORY INFORMATION FILE | U0453 |
| STUDENT WAIVERS FOR RIGHTS OF ACCESS TO SEE LETTERS OF RECOMMENDATION FOR ADMISSION | U0454 |
| STUDENT WORKER TIME SHEETS | U0455 |
| STUDENT'S WRITTEN CONSENT FOR RECORDS DISCLOSURE FILE | U0456 |
| SUBSIDIARY ACCOUNTS FILE | U0823 |
| SURPLUS PROPERTY FILE | U0904 |
| TEACHER CERTIFICATIONS FILE | U0457 |
| TECHNOLOGY RECORDS | U1900-U1905 |
| TELEPHONE BILLS/PRINTOUTS OF CHARGES | U0905, U0232 |
| TELEPHONE LISTING OF CHARGES | U0232 |
| TENURE TRACK APPLICATIONS, NOT ACCEPTED | U0310, U0627 |
| TEST SCORES | U0458 |
| TEXTBOOK INFORMATION FILE | U1205 |
| TEXTBOOK ORDER REQUISITION FILE | U1206 |
| THESES/DISSERTATION | U0118 |
| TIME AND ATTENDANCE REPORTS | U0311, U0628 |
| TIME CARDS | U0709 |
| TOTAL DAILY RECEIPTS FILE | U1207 |
| TRAFFIC TICKET FILE (CAMPUS POLICE) | U1306 |
| TRANSCRIPT REQUEST FILE | U0459 |
| TRANSCRIPTS | U0460-U0461 |
| TRANSFER CREDIT EVALUATIONS | U0462 |
| TRAVEL AUTHORIZATIONS | U0233 |
| TRAVEL REQUESTS | U0234, U0824 |
| TRAVEL VOUCHERS (DEPT. COPY) | U0235 |
| TUITION AND FEE CHANGE FILE | U0463 |
| TUITION WAIVERS | U0623 |
| UNIFORM ACCIDENT REPORT (CAMPUS POLICE) | U1307 |
| UNIFORM CITATION (CAMPUS POLICE) | U1308 |
| UNIFORM OFFENSE REPORT (CAMPUS POLICE) | U1309 |
| VACANCY REPORTING FORM | U0312, U0629 |
| VACANT FACULTY POSITION RETENTION FORM | U0632 |
| VEHICLE INVENTORY FILE | U0906 |
| VEHICLE MAINTENANCE FILE | U0907 |
| VEHICLE USAGE SCHEDULE (CAMPUS POLICE) | U1310 |
| VENDOR LISTS | U0908 |
| VETERAN'S ADMINISTRATION CERTIFICATION FILE | U0464 |
| VIDEOTAPE FILE | U0119 |
| VOUCHERS | U0236, U0825 |
| WAIVER (RECRUITMENT PROCESS) | U0636 |
| W 4/K 4 FILE, STUDENTS | U0630 |
| WAREHOUSE INVENTORY FILE | U1100 |
| WITHDRAWAL AUTHORIZATION FILE | U0465 |
| WITHDRAWAL REQUEST FILE, AGENCY FUNDS | U0826 |
| WORK ORDERS | U0222, U0710 |
| WORK SCHEDULES | U1101, U1311 |
| WORK STUDY FILES | U0466 |
| WORKER'S CLAIMS (COMPENSATION) FILE | U0631 |
| YEAR 2000 RECORDS | U1900-U1905 |
Last Updated 04/21/2003
208 Waterfield Library
Murray, KY 42071-3307
Phone: (270)809-2291