What to weed

After consulting your departmental records retention schedule, feel free to weed ‘transitory’ documents that do not provide any substantive or unique information about your department/program. These may include:

  • calendars
  • routine correspondence
  • memoranda
  • drafts of reports
  • mailings from other offices, committees, or departments

Because some department information is archived by other campus offices, including the offices of the Dean of Faculty and the Provost, you can weed and discard other types of records.  Below we’ve noted the office that is keeping the ‘copy of record’, as well as suggested retention periods for your copy.

  • Who keeps copy of record?  copy of record is with the Dean of Faculty during the active phase, later with the President's Office/Archives
    What should you weed/destroy? Applications, salary letters, leave information, evaluations, tenure/promotion information, information re: funding received from the Dean's office, grant award letters, etc.

    See also What to transfer to the Archives

  • Who keeps copy of record? Dean of Faculty
    How long to keep your copy? Retain for no more than (7) years
  • Who keeps copy of record? Dean of Faculty
    How long to keep your copy? Please forward to the Dean of Faculty following termination of the case
  • Who keeps copy of record? Dean of Faculty
    How long to keep your copy? Retain only the most recent external review
  • Who keeps copy of record? Final course descriptions, major requirements, etc. archived with the CEP and in the Faculty Meeting Minutes
    How long to keep your copy? Retain for (7) years

    After 7 years, transfer to the Archives documentation of investigation, decision-making, goal setting, etc., (i.e. the thought process behind your department's curriculum).

  • Who keeps copy of record? Registrar
    How long to keep your copy? Retain for no more than (4) years
  • Who keeps copy of record? Provost
    How long to keep your copy? Retain for no more than (7) years
  • These should be in the possession of individual faculty only. Please destroy department copies.

  • Retain for (2) years then destroy.

  • Who keeps copy of record? 80-90% archived with the Provost
    How long to keep your copy? Retain files relating to ongoing grants

    See also What to transfer to the Archives

  • Who keeps copy of record? Provost/Controller
    How long to keep your copy?

    Retain background information on restricted gifts, i.e. how each gift can be spent;

    Retain general budget/fund information for no more than (2) years.

  • Who keeps copy of record? Dean of Faculty
    How long to keep your copy?  Retain for no more than (4) years.
  • Retain for (7) years, then destroy.

  • Who keeps copy of record? copy of record is with the Dean of Faculty during the active phase, later with the President's Office/Archives
    How long to keep your copy?

    Recruitment files should be purged after (2) years.

    Personnel files of retirees and former employees should be sent to Human Resources. HR will review records for incorporation into the employee files.

If you have records in the categories listed above that are recent and/or that you actively use, you should keep them. Your records retention schedule should be the main source of guidance.

Questions? Contact us.

See also: