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KENTUCKY STATE UNIVERSITY Permanent Records & Records Kept over 50 Years

Series Number	Description	Disposition Instructions
U0100	Correspondence – Official	Retain until no longer useful, then transfer to the University Archives for permanent retention.
U0103	Operating Manuals (documenting university functions)(Record Copy)	Retain one (1) copy of each manual permanently. Retain excess copies until no longer useful, then destroy.
U0104	Minutes of policy-making bodies (i.e. Board of Regents, Faculty Senate, faculty meetings, etc.)(V)	Transfer one (1) copy to the University Archives for permanent retention. Retain one (1) copy permanently in the creating unit. Retain excess copies until longer useful, then destroy.
U0108	Press Releases	Retain one (1) copy of each release permanently in the University Archives. Retain excess copies until no longer useful, then destroy.
U0109	Publications (Record Copy-university related functions, including catalogs and commencement programs)	Transfer one (1) copy of each publication to the University Archives for permanent retention. Retain one (1) copy permanently in the creating unit. Retain excess copies until no longer useful, then destroy.

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U0112	Annual or Summary Reports	Transfer one (1) copy to the University Archives for permanent retention. Retain one (1) copy permanently in the creating unit. Retain excess copies until no longer useful, then destroy.
U0114	Reports/Special Studies	Transfer one (1) copy to the University Archives for permanent retention. Retain excess copies until no longer useful, then destroy.
U0115	Research Projects/Studies (Non-Sponsored) - Final Report	Transfer one (1) copy to the University Archives for permanent retention. Retain one (1) copy permanently in the creating unit. Retain excess copies until no longer useful, then destroy.
U0116	Speeches/Papers/Presentations (Presented by President, faculty, and administrative heads on behalf of University)	Transfer one (1) copy to the University Archives for permanent retention. Retain one (1) copy permanently in the creating unit. Retain excess copies until no longer useful, then destroy.
U0117	KY State Agency/University Cooperative Publications (which result from university research projects or programs funded by state government agencies.)	Upon publication, forward three (3) copies to the Archives and Records Management Division, KDLA. Transfer one (1) copy to the University Archives for permanent retention. Retain one (1) copy permanently in the creating unit. Retain

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		excess copies until no longer useful, then destroy.
U0118	Theses/Dissertations -	Transfer one (1) copy to the University Archives for permanent retention. Retain excess copies until no longer useful, then destroy.
U0124	Policies and Procedures (May be in a manual or electronic Format)	Retain one (1) copy of all editions permanently in the office of origin. Retain duplicate copies until superseded or no longer useful, then destroy.
U0126	Records Transmittal File - Permanent Records (Locator copy - Original in Archives and Records Management Division)	Retain permanently.
U0128	Microfilm Quality Evaluation Form (Duplicate - Original in Archives and Records Management Division)	Retain permanently.
U0129	Records Destruction Certificate File	Forward one copy to Kentucky Department for Libraries and Archives, Archives and Records Management Division. Retain one (1) copy permanently at university.
U0131	Maps – This series represents maps, intended for public distribution, which consist of images and/or data plotted to show geographic points at which various objects, incidents or phenomena occur across the Commonwealth. Examples of information on these maps include, topographical or geological features, land use planning	Universities should capture one (1) copy of static maps or take periodic snapshots of GIS data not captured in the KYGEONET, for permanent retention. Data should be updated when superseded. To help determine rate and methods of capture, university staff can

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	data or archaeological sites in Kentucky. These maps may be printed and maintained in paper or maintained in electronic format. Electronic maps may be static images or dynamic packages produced by a Geographic Information System (GIS). Some of this information is made available through the KYGEONET, Kentucky's enterprise geographic information system. The KYGEONET is Series 05431, scheduled under the Division of Geographic Information. Series contains: spatial coordinates; plotted images and/or data. May contain: appropriate metadata.	contact Archives and Records Management Division staff. Retain duplicate copies and copies made for internal reference until no longer useful, then destroy.
U0133	Intellectual Property File	Retain case file for patents issued by the United States Patent and Trademark Office until one (1) year after the expiration of patent, then destroy. Retain case file for copyrights until one (1) year after expiration, then destroy. Retain case file for trademarks permanently. Retain rejected applications for one (1) year, then destroy.
U0136	Friends Organization Records	Retain permanently in creating unit or transfer to the University Archives for permanent retention when no longer useful. Retain Series U0102, General Correspondence, for no longer than two (2) years, then destroy.
U0139	Hazardous Materials	Retain until thirty (30)

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	Notification File	years after the specific hazardous material is no longer used on campus, then destroy. A specific Safety Data Sheet may be destroyed if the university maintains a record identifying the substance used, where it was used and when it was used.
U0140	University Organization Membership Application	Retain lifetime membership applications for seventy-five (75) years, then destroy. Retain terminated membership applications until one (1) year after termination, then destroy.
U0203	Budget - University Operating Updated description (V)	Retain for two (2) years, then transfer one copy to University Archives for permanent retention. Retain other copies until no longer useful, then destroy.
U0230	Annual or Summary Financial and Audit Reports (V)	Transfer official copy of the final report to University Archives for permanent retention. Retain other copies until no longer useful, then destroy.
U0238	Budget and Audit Work Papers	Transfer record copy to Records Center, if appropriate. Retain for a total of five (5) years, then destroy. Retain other copies until no longer useful, then destroy.
U0242	Bond Documentation File	Transfer to the University Archives for permanent retention after all financial

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		transactions are completed and after audit. Retain cancelled bonds and coupons until three (3) years after maturity and audit, then destroy. Retain other material permanently.
U0243	Capital Construction Disbursements and Receipts File	Retain permanently in creating unit
U0244	Ledgers/Journals (V)	Retain official copy until no longer useful, then transfer to the University Archives for permanent retention. Retain copies for three (3) years, then destroy.
U0300	Awards Committee Records	Retain until no longer useful, then transfer to University Archives for permanent retention. The University Archivist may designate another appropriate repository for permanent retention of selected records to be administered under guidelines approved by the University Archivist.
U0301	Award Nominee Files	Retain nominee files for winners permanently in the University Archives. The University Archivist may designate another appropriate repository for permanent retention of selected records to be administered under guidelines approved by the University Archivist. Retain remaining records for five (5) years or until

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		the work may no longer be re-nominated, whichever is longer, then destroy. Some award programs may elect to retain these for a longer period.
U0302	Award Presentation Materials	Transfer one copy to university archives for permanent retention.
U0303	Award Winning Works	Transfer at least one copy to the University Libraries for permanent retention.
U0401	Student Academic Performance File (V)	Retain official copy permanently in Registrar's Office or transfer to the University Archives for permanent retention.
U0408	Application/Authorization for Graduation File	Retain record copy permanently in appropriate registrar's office. This may be the University Registrar or the Registrar of the appropriate college, such as medicine or law.
U0412	Class Schedules – (Institutional record copy maintained by chief academic officer)	Transfer one copy of each schedule to the University Archives for permanent retention. Retain excess copies until no longer useful, then destroy. Retain forms documenting the adding, changing or canceling of specific courses or sections until one (1) year after the semester to which they pertain, then destroy.
U0421	Degree Awarded Files (Includes Associate, Undergraduate, Graduate)	Transfer permanent documentation to Master File (401). Retain remainder until five (5)

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		years after graduation or last date of attendance, then destroy.
U0422	Disciplinary Warning/Action File	Retain files documenting academic-integrity-code-violation (with sanctions) or other dismissal/expulsion permanently. Retain other files until three (3) years after graduation or last date of attendance or until three (3) years after all sanctions have been met, whichever is longer, then destroy.
U0432	Final Grade Submission Reports	Retain record copy permanently in creating unit, which in some universities may be the Registrar.
U0435	Graduation Lists – (Contains names of students completing degree requirements)	Transfer one (1) copy of each list to the University Archives for permanent retention. At some universities, these may also be retained in the Registrar's Office. Retain excess copies until no longer useful, then destroy.
U0449	Student File – College or Department Copy	Transfer permanent information to Student Academic Performance File (U0401). Retain remainder until five (5) years after graduation or last date of attendance. Retain copies of this material that are not the official copy until no longer useful, then destroy.

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U0452	Student Government Files – (Contains by-laws, minutes, correspondence, agendas, etc.)	Transfer to the University Archives for permanent retention.
U0479	Student Awards and Honors	Send notification of award or honor to University Archives and Registrar at the end of each grading period to be included in student file. Retain file until no longer useful, then transfer to the University Archives for permanent retention.
U0480	Student Organization Files	Retain until two (2) years after no longer useful, then transfer to University Archives for permanent retention.
U0501	Accession Records May contain: log listing dates of acquisition , acquisition/accession numbers, descriptions of artifacts or collections, and donor names, etc.	Retain permanently in creating unit.
U0502	Deaccession Records May include: transfer forms to transfer ownership/custody of materials held within institutional collections to other institutions, etc.	Retain in creating unit.
U0503	Appraisal Records May include: appraisals and valuation reports; reference materials used by appraisers; and related documentation and correspondence.	Retain permanently in creating unit.

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U0505	Collection Management Records	Retain finding aids/reference guides until superseded or obsolete, then destroy. Retain all other records permanently in the creating unit.
U0506	Visitor Records	Retain for fifty (50) years, then destroy.
U0613	Job Description/Classification File	Retain permanently in creating unit. Retain department or subunit copies until no longer useful, then destroy.
U0620	Master Personnel File - (Faculty and staff) – (Contains performance evaluations, requests for tenure, personnel actions, etc.) (V)	Transfer master personnel file to the university archives upon termination of employment or retain in the creating unit, which in some universities is the Human Resources Office. Retain until seventy-five (75) years after creation, then destroy. Retain departmental or college copies until five (5) years after termination of employee, then destroy. Retain copies found in other units until two (2) years after termination, then destroy. Retain personnel files for temporary workers until two (2) years after

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		termination, then destroy.
U0624	Retirement Reports	Retain 75 years in creating unit then destroy.
U0653	Promotion/Tenure File	Retain materials not returned to candidate in creating unit until three (3) years after official notification of decision, then destroy. Retain official notification of decision, which may be part of the candidate's Personnel File, for seventy-five (75) years, then destroy.
U0701	Blueprints, Plans and Specifications for Buildings, Grounds and Landscapes File (V)	Retain until no longer useful, then transfer to the University Archives for permanent retention; or retain permanently in the creating unit, which, in some universities, is the Facilities Office.
U0703	Construction/Renovation File	Retain until three (3) years after building project is closed, then transfer to the University Archives for permanent retention; or retain permanently in creating unit, which at some universities may be Facilities or Capital Construction Projects.
U0711	Asbestos Management and Exposure File	Retain asbestos management records for duration of ownership of the structure, then transfer to new owner or retain for the life of the building plus thirty (30) years, then destroy. Retain asbestos training records for one (1)

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		year after employee separation, then destroy. Retain asbestos exposure records for thirty (30) years after employee separation, then destroy
U0910	Catastrophic Injury Insurance Records	Retain for seventy-five (75) years, or until after estate settlement, whichever is longer, then destroy.
U0915	Playbooks and Related Materials	Retain in office until no longer useful, then transfer to Archives for permanent retention.
U0921	Game Statistics Records	Retain Permanently.
U0922	Individual Athletic Competition Records	Retain Permanently.
U0923	Student Athlete Advising File	Transfer permanent information to Series U0401, Student Academic Performance File. Maintain National Collegiate Athletic Association (NCAA) records for six (6) years, then destroy. Retain remainder of file until five (5) years after graduation or last date of attendance, then destroy.
U1316	Felony Investigation Case File (V)	Retain for eighty (80) years, then destroy.
U1603	Property Records Files (This series documents property bought and sold on behalf of the university)(V)	Retain permanently in creating unit, which in some universities is the Facilities Office, or transfer to the University Archives for permanent retention when no longer useful.

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U2200 Donor/Endowment Records Retain records documenting the university's efforts to develop donors, such as correspondence or biographical data, until superseded or no longer useful, then destroy. Retain records of minor donors, such as gifts-in-kind or annual fund campaign records for seven (7) years, then destroy. Retain records of major donors, such as planned gifts or endowments, permanently.

Last Updated: September 2021

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