Department Head: Associate Dean for Nursing
Department Records Retention Liaison(s): Administrative Assistant
Next Review Date: 2024
|
Document Type |
Description |
Retention Period |
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Administration |
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Accreditation Records - External |
Reports made by accrediting associations, recommendations by said committees, and institutional responses to committee observations and suggestions |
Permanent |
|
Department Meeting Agendas and Minutes |
The informal notes that are the instant written record of a meeting or hearing. They typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues |
Retain for three (3) years |
|
Internal Review Records & Self-Studies |
Variety of documents relating to the accreditation review process for the separate colleges or professional organizations to ensure that academic or professional standards are met and maintained |
Permanent |
|
Annual Reports |
Annual report of the activities of the originating office or department |
Permanent |
|
Clinical Studies |
Study documentation may be collected, recorded and stored in physical (paper) or electronic form. Regardless of the form, researchers are responsible for storing study documentation securely to preserve the integrity of the records, protect identifiable health information and maintain the confidentiality of the data. Access to study documentation should be limited to study staff. Study documentation must be available for internal audits, external monitoring, or inspection by regulatory agencies. |
Retain seven (7) years after conclusion of study or as requested by funding agency |
|
Committee Records |
Correspondence, reports, etc. relating to committees, task forces, commissions, and other standing or ad hoc groups |
Permanent |
|
Curriculum Correspondence & Memos |
Internal memos, e-mail, and other correspondence that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the university or an office or department for major, minors, graduate studies and courses. |
Permanent |
|
Policy Correspondence & Memos |
Internal memos, e-mail, and other correspondence that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the university or an office or department |
Permanent |
|
Correspondence & Memos - Routine |
Incoming and outgoing letters, memoranda, and email pertaining to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. |
Retain two (2) years |
|
Grant Files |
Records relating to the agency’s development of grant proposals to state or federal agencies or other funding sources, and the administration of grant awards and programs. Records may include, but are not limited to, grant applications and agreements, studies, notices, technical specification, drawings, plans, bid and contract records, accounting, banking, purchasing, and payroll records, bonds, monitoring and performance reports, expenditure and outlay reports, memoranda, and correspondence. |
Permanent |
|
Unsuccessful Grant Files |
Records relating to the agency’s development of grant proposals to state or federal agencies or other funding sources, and the administration of grant awards and programs. Records and letter of denial for grant may include, but are not limited to, grant applications |
Retain three (3) years |
|
Handbooks |
A reference work, or other collection of instructions, that is intended to provide ready reference. Handbooks may deal with any topic and are generally compendiums of information in a field or about a particular technique. |
Retain current and most previous handbook only
|
|
Public Relations Materials |
Clippings and press releases; documents related to official functions; internally produced newsletters, documents commemorating anniversaries, etc.; final versions of department related speeches and other formal public communications |
Retain five (5) years. Consult Archives before any transfer or destruction.
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Pamphlets, Invitations and Brochures |
Department event material and Informational material |
Permanent |
|
Photographic & Video Materials |
Photo-prints, negatives, slides, films, videotapes, etc. This does not include photographic or video materials used/compiled for medical/research purposes. |
Permanent |
|
Promotion and Tenure Files |
Information gathered to support tenure and promotion decisions |
Retain seven (7) years after date of decision |
|
Legal - Contracts |
Legal agreements with individuals/entities and associated documents |
Retain five (5) years after expiration of contract |
|
Legal - Investigation or Inspection Reports |
Reports of findings associated with investigations of complaints or incidents, and/or reports of inspections made that can include identifying information, general inspection results, and remarks |
Retain five (5) years after end of the investigation or inspection |
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*HIPAA privacy record documents — keep six years from the date it was created or the date it was last in effect, whichever is later, and. COBRA notices — no required retention period, but it's recommended these documents be kept for at least six years from the date they were given.