Record Retention Tables
The below Record Retention Tables list the official repositories for University records as well as how long these records must be retained. Record retention periods may be increased by government regulation, judicial or administrative consent order, private or governmental contract, pending litigation or audit requirements. Such modifications supersede the requirements listed in this Policy.
Note: No document list can be exhaustive. Questions regarding the retention period for any specific document or class of documents not included in these tables should be addressed to the Office of the General Counsel (OGC).
Repositories and Retention Periods for Undergraduate, Graduate, Professional, Continuing Education and Summer Session, Extramural and Special Programs Student-Related Academic Records
Academic, Student
Type of Record | Official Repository | Duration |
Academic Actions, (Dismissal, etc.) | Office of the University Registrar | Permanent |
Academic Integrity Code Violations | AVP Student Affairs | Permanent |
Academic Records (including narrative evaluations, competency assessments, etc.) | Office of the University Registrar | Permanent |
Change of Grade Forms | Office of the University Registrar | Permanent |
Change to Student ID number | Office of the University Registrar | Permanent |
Consent to Release Personally Identifiable Information (Requests for Non-Disclosure) | Office of the University Registrar | Retained for same period as records to which they refer |
Course Offerings | Office of the University Registrar | Permanent |
Curriculum Change Authorizations | Office of the College Registrar | Permanent |
Directory Information Privacy Request (FERPA Hold) | Office of the University Registrar | Permanent |
Enrollment Verifications | Office of the University Registrar | 1 year from enrollment date |
Hold or Encumbrance Authorizations | Issuing Office | Until Released |
Name Changes | Office of the University Registrar | Permanent |
Original Grade Sheets | Office of the University Registrar | Permanent |
Student Class Schedules (Maintained in Banner) | Office of the University Registrar | 1 year from graduation date or date of last attendance |
Student Registration Forms-Continuing Education, Summer Sessions, and Extramural Studies | Office of the University Registrar | 1 year from registration |
Transcripts | Office of the University Registrar | Permanent |
Transcript Requests | Office of the University Registrar | 1 year from submission date |
Transfer Credit Evaluations | Office of the University Registrar | Permanent |
Veteran Administration Certifications | Office of the University Registrar | 3 years from graduation or date of last attendance |
Withdrawal Authorizations/Leaves of Absence | Office of the University Registrar/Graduate School/Professional School Registrars | 5 years after graduation or date of last attendance |
Admissions for Applicants Who Do Not Enroll, Whether Accepted or Rejected
Type of Record | Official Repository | Duration |
Advanced Placement Records, Applications for Admission or Readmission, Correspondence that is relevant, Entrance Exam Reports (ACT, SAT, et. al.), Residency Classification Forms, Letters of Recommendation, Transcripts — High School and Other College | Admissions Office | 3 years from date of start of application term |
Advanced Placement Records, Applications for Admission or Readmission, Acceptance Letter, Correspondence that is Relevant, Entrance Exam Reports (ACT, SAT et. al.) | Office of the University Registrar | Permanent |
Admissions for Applicants Who Enroll
Type of Record | Official Repository | Duration |
Letters of Recommendation | Office of the University Registrar | Until date of admission |
Recruitment Materials | Office of the University Registrar | Until date of enrollment |
Residency Certificates | Office of the University Registrar | Until date of enrollment |
Residency Change Documents (Non-resident to Resident) | Office of the University Bursar | 5 years from graduation or date of last attendance |
Student Waivers for Right of Access... (See Letters of Recommendation for Admission) | Office of the University Registrar | Until graduation or date of last attendance |
Transcripts — High School and Other College | Office of the University Registrar | Permanent |
International Student Forms (visa documentation, etc.) | International Students Services | 1 Year after application term |
Publications, Statistical Data/Documents, and Reports
Type of Record | Official Repository | Duration |
Degree, Grade, Enrollment, and Racial/Ethnic Statistics | Office of the University Registrar | Permanent |
Schedule of Classes (institutional) | Office of the University Registrar | Permanent |
NYSED Reports | Office of the University Registrar and Institutional Research | Permanent |
Catalogs | Office of the University Registrar/Office of the Provost | Permanent |
Commencement Programs | Library | Permanent |
Student Financial Services
Type of Record | Official Repository | Duration |
Financial Aid Records (applicants who do enroll) | Office of Financial Aid and Student Employment | 3 years from graduation date |
Student Loan Records (Perkins) | Student Financial Services | 3 years after the loan has been repaid, cancelled or assigned to the Dept. of Education |
Tuition, Fee, Housing, and Meal Plan Charges and Payments | Student Financial Services | 7 years |
Student Disability Services
Type of Record | Official Repository | Duration |
Medical records (letters, reports, evaluations, test results) | Office of Student Disability Services | 7 years |
Academic Adjustment Notices | Office of Student Disability Services | 7 years |
Progress Notes on Services Provided to Students | Office of Student Disability Services | 7 years |
Various Letters to Students, Faculty, etc. | Office of Student Disability Services | 7 years |
Repository and Retention Periods for Non-Student-Related Records
Academic Personnel
Type of Record | Official Repository | Duration |
Academic Search Records | See Affirmative Action/Equal Opportunity Section | |
Annual Conflict of Interest Disclosure Statements | Office of General Counsel and Human Resources | 3 Years |
Grievances | Appropriate Dean’s Office & Office of Labor Relations | No Cause Findings, 3 years from determination Cause Findings, Permanent |
Personnel Files, Appointment Letters and Forms | See Human Resources Section | |
Tenure or Promotion Dossiers | Appropriate Dean’s Office & Office of the Provost | If action approved, 3 years; If tenure denied, 3 years from end of term appointment |
Trustee Decisions Regarding Academic Personnel and Designated Executives | Office of General Counsel and Human Resources | Permanent |
Accounting and Finance
Type of Record | Official Repository | Duration |
Account Reconciliations (Balance Sheet) | Accounting/Treasurer | 6 Years |
Accounts Payable Vouchers and Attachments | Accounting/Treasurer | 6 Years |
Accounts Receivable Statements, Centrally Generated | Accounting/Treasurer | 6 Years |
Accounts Receivable Statements, Department Generated | Accounting/Treasurer | 6 Years |
Accounting Reports (monthly reports) Schedules of Department Balances, Transaction Statements, Account Analysis Statements, Monthly and Year-to-Date Salary and Wage Statements | Accounting/Treasurer | 6 Years |
Annual Financial Reports and Work papers | Accounting/Treasurer | Permanent |
APPS Invoices | Accounting/Treasurer | 6 Years |
Banking Records, Including Deposit and Withdrawal Records, Bank Statements and Reconciliation, Voided and Canceled checks | Accounting/Treasurer | 6 Years |
Billing Records | Accounting/Treasurer | 6 Years |
Capital Equipment Records | Accounting/Treasurer | Life of Asset: records of equipment purchased on federal funds must be retained for three years after final disposition |
Cash Receipts | Accounting/Treasurer | 6 Years |
DCAA Audit Work Papers | Accounting/Treasurer | 6 Years |
Depreciation Records | Accounting/Treasurer | Life of Asset |
Effort Certifications | Accounting/Treasurer | 6 Years |
Indirect Cost Rate Calculations | Accounting/Treasurer | 6 Years |
Inventories | Accounting/Treasurer | Life of Asset |
Journal Entries and Back-up Documentation | Accounting/Treasurer | 6 Years |
New Account Records and Back-up Documentation | Accounting/Treasurer | 6 years after account closing |
Procurement Card Charge Documentation | Accounting/Treasurer | 6 Years |
Subsidiary Ledgers (Accounts Payable, Accounts Receivable, etc.) | Accounting/Treasurer | 6 Years |
Summary Analysis Reports, end of year (Fund, Source, Function) | Accounting/Treasurer | 6 Years |
Trial Balances | Accounting/Treasurer | 6 Years |
Transaction Authority Cards | Accounting/Treasurer | 6 Years |
Travel Reimbursements and Attachments | Accounting/Treasurer | 6 Years |
University Audit Work Papers | Accounting/Treasurer | 6 Years |
Affirmative Action/ Equal Opportunity
Type of Record | Official Repository | Duration |
Academic Search Plans and Statements | For Forms, Human Resources; For Search Materials and Documents Supporting Decision, Appropriate Dean’s Office & Office of the Provost | 3 Years |
Academic Search Waivers | Office of Human Resources & Office of the Provost | For Permanent Waivers, 3 years from date of appointment; For Limited-Term Waivers, 3 years from satisfaction of subsequent search requirements or appointment termination |
Affirmative Action Programs | Office of Human Resources | Permanent |
Conciliation Agreements/ Orders on Consent | Office of Human Resources | Permanent |
Documents Supporting Other Academic or Non- Academic Selection Decisions (e.g., promotion, termination, compensation) | Appropriate Dean’s Office & Office of the Provost | 3 years from effective date of decision |
Federal and State Required Statistics and Reports | Office of Human Resources/Office of the Treasurer/Office of the University Registrar/Student Financial Services/Office of Institutional Research | Permanent |
Non-Academic Search and Hiring Forms | Office of Human Resources | 3 years from date of appointment |
Non-Academic Search Materials and Documents Supporting Hiring Selection Decisions | Office of Human Resources | 3 years from date of appointment |
Sexual Harassment Complaints, Investigations, and Findings | Office of General Counsel and Human Resources/Office of the AVP Student Affairs | No Cause Findings, 7 years from determination Cause Findings, Permanent |
Alumni Affairs and Development
Type of Record | Official Repository | Duration |
Alumni Records | Development | Permanent |
Gift Records | Development | 6 years for hard copy records Permanent for electronic records |
Gifts of Art | Development | Permanent |
Original Gift Letter Agreements, Signed by President and Donor | Office of General Counsel and Human Resources | Permanent |
Original Gift Letter Agreements, All others | Development | Permanent |
Planned Gifts (trusts, life income, agreements, annuities) Real Estate Gifts | Development | Permanent |
Construction
Type of Record | Official Repository | Duration |
As–built Drawings | Department of Design, Construction and Facilities Management | Permanent |
Contracts and Agreements | Department of Design, Construction and Facilities Management | 6 years after expiration |
Corporate Records
Type of Record | Official Repository | Duration |
Accreditation Records | Office of the President/Provost | Permanent |
Board of Trustee Minutes & Committee Meetings Materials | Office of General Counsel and Human Resources | Permanent |
Bylaws | Office of General Counsel and Human Resources | Permanent |
Charter | Office of General Counsel and Human Resources | Permanent |
Annual Reports | Office of General Counsel and Human Resources /Communications | Permanent |
Environmental Health and Safety
Type of Record | Official Repository | Duration |
Evacuation Drill Records | Security Department | 5 Years |
Fire Protection Systems Records | Security Department | 5 Years |
Incident Records | Security Department | 5 Years |
Portable Extinguisher Training Records | Security Department | 3 Years |
OSHA Records | Department of Design, Construction and Facilities Management | 30 years after termination of affected employee |
Human Resources
Type of Record | Official Repository | Duration |
Employee Personnel Files (including application, resume, payroll, appointment/salary forms) | Office of Human Resources | 6 years after termination |
Federal Reporting Requirements: Welfare Benefits and other Fringe Benefit Plans (i.e., 403 (c)). | Office of Human Resources | Permanent |
Individual Contracts of Employment | Office of Human Resources | 6 years after termination |
I–9 Forms (Faculty and Staff) | Office of Human Resources | 3 Years, or 1 year after termination (whichever is greater) |
I–9 Forms (Students) | Office of Human Resources | 3 Years, or 1 year after termination (whichever is greater) |
Occupational Injury or Illness, Records Relating to | Office of Human Resources | 5 Years |
Performance Appraisals | Office of Human Resources | 3 years after separation |
Search Committee Records, including employment applications, resumes, and all applicant search materials | Office of Human Resources | 3 Years |
Union Agreements | Office of Human Resources | Permanent |
Volunteer Registration Forms, Parental Consent Forms, and Agreements | Office of Human Resources | 3 Years |
Workers' Compensation Claims and Insurance Policies | Office of Human Resources | 18 Years |
Insurance
Type of Record | Official Repository | Duration |
Certificates of Insurance, Indemnification Agreements, Hold Harmless Agreements, Contracts | Office of the Chief Financial Officer/Office of General Counsel and Human Resources | 6 years after expiration |
Insurance Policies (Liability, Property, and Other Policies) | Office of the Chief Financial Officer | Permanent |
Incident Reports, Accident Reports | Office of General Counsel and Human Resources /Security | 4 years after report date |
Legal
Type of Record | Official Repository | Duration |
Consent Orders | Office of General Counsel and Human Resources | Permanent |
Court Orders | Office of General Counsel and Human Resources | Permanent |
Judgments | Office of General Counsel and Human Resources | Permanent |
Releases | Office of General Counsel and Human Resources | Permanent |
Settlements | Office of General Counsel and Human Resources | Permanent |
Medical
Type of Record | Official Repository | Duration |
University Student Health Services for Regulatory Required Medical Surveillance and Monitoring Records | University Student Health Services | 30 years after person leaves the University |
Patient Records (Non-regulatory) | University Student Health Services | 6 Years |
Patent and Trademarks
Type of Record | Official Repository | Duration |
Original Patents, Trademarks, and Related Work Papers | Office of General Counsel and Human Resources | Permanent |
Royalty Records | Office of General Counsel and Human Resources | Life of Patent or TM plus 6 years |
Payroll
Type of Record | Official Repository | Duration |
Annual Payment Records (W2, Alpha lists, employee transaction lists) | University Payroll Department | Permanent |
Imputed Income Records | University Payroll Department | 6 years |
Information Returns filed with Federal and State authorities (W-2, 941, 1042S, etc.) | University Payroll Department | 6 years |
Leave Reporting Documents | University Payroll Department | 4 years |
Payroll Deduction Authorization Forms | University Payroll Department | 5 years after employment ends |
Payroll Vouchers | University Payroll Department | 3 years |
Record of Payments and Deductions (payroll registers, deductions lists, adjustments) | University Payroll Department | 5 years |
Time Cards, student | Appropriate Department | 3 years after the date that all student loans are paid |
Time Cards, other | Appropriate Department | 3 years |
Wage Assignment Orders | University Payroll Department | 5 years after closed |
Pension
Type of Record | Official Repository | Duration |
Employee Eligibility for Pension | ||
Employee Personal Information (name, address, SSN, period of employment) | Office of Human Resources | 6 years after death of eligible employee and beneficiary |
Employee Service Records | Office of Human Resources | 6 years after death of eligible employee and beneficiary |
Plan Administrator Setting Forth Authority to Pay, Records of | Office of Human Resources | Permanent |
Pension Paid to Employees or their Beneficiaries | Office of Human Resources | 6 years after death of employee and beneficiary |
Pension Plans and All Attached Amendments | Office of Human Resources | Permanent |
Pensions or Pension Plans Filed with the Department of Labor and Internal Revenue Service | Office of Human Resources | Permanent |
Planning and Budget
Type of Record | Official Repository | Duration |
Plans and Projections | University Budget Office | Permanent |
Public Safety
Type of Record | Official Repository | Duration |
Accident Reports | Security Department/ Office of Human Resources | 4 years after report date |
Crime Stats & Reports | Security Department | 4 years after report date |
Property Damage Reports | Security Department | 4 years after report date |
Purchasing
Type of Record | Official Repository | Duration |
Purchase Orders, Contracts, Agreements | Purchasing Department | 6 years |
Documents for leases, licenses, construction contracts and other contracts of a temporary nature valued at less than $50,000 | Department of Design, Construction and Facilities Management/ Office of General Counsel and Human Resources | 6 years after expiration of lease or contract term |
Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Remainder Interests, Mortgages | Department of Design, Construction and Facilities Management/ Office of General Counsel and Human Resources | Permanent |
Property Tax Returns filed with taxing jurisdiction | Accounting/Treasurer | 6 Years |
Title Insurance Policies | Accounting/Treasurer | 10 years after disposal of property |
Sponsored Projects Contracts, Grants
Type of Record | Official Repository | Duration |
Grant and Contract Applications, Proposals, and Supporting Documentation | Office of Research Support | 6 years after close of grant (for New York State) 10 years after close of grant (for Federal Grants and Contracts) All other grants or awards, the longer of 6 years after close of grant or the period required by sponsor terms and conditions. |
Tax
Type of Record | Official Repository | Duration |
Assets: Acquisition/Disposition | See Accounting and Finance Section | |
Depreciation Schedules | See Accounting and Finance Section | |
Excise Tax Returns | Accounting/Treasurer | 6 Years |
Fringe Benefit Returns | See Human Resources Section | |
Income Tax Returns | Accounting/Treasurer | Permanent |
Information Returns (990, 1099, 8282, 90.22 etc.) | Accounting/Treasurer | Permanent |
Payroll Tax Returns (W-2, Social Security, Unemployment Tax) | See Payroll Section | |
Pension Tax Returns | See Pension Section | |
Property Tax Returns | See Real Property Section | |
Sales Tax Returns | Accounting/Treasurer | 6 Years |
Return to Retention of University Records Policy.