Data Retention Schedules
Eastern Michigan University's data retention schedules can be found below. Please Note: these schedules do not represent every type of data collected or stored by the University. They are instead a reflection of those types of data for which the university commonly receives public inquiry. As a reminder, some departments have unique data retention responsibilities that may change or take precedence over these general university practices, for a variety of reasons. The schedules on this site should be viewed as guidelines only. If you have questions concerning data retention practices at EMU, please email [email protected].
| ID | Title | Description | Creator / Responsible Unit | Retention Period | After Retention Period |
|---|---|---|---|---|---|
| ADMIN1 | Accreditation Records | Records documenting the accreditation review process of various external governing boards including evidence, recommendations, self-studies, program reviews, meeting minutes, and reports. | Office of the Provost | 10 years | Transfer to University Archives |
| ADMIN2 | Authorizations and Access Controls Records | Documents used in tracking permission to use or access University resources including building access permissions, IT security access permissions, and documents related to the distribution of keys and access codes. | IT, Physical Plant | 2 years | Contact Data Retention Team for more information: [email protected] |
| ADMIN3 | Civil Rights Complaint Case Files | Records documenting the investigations of the Office of Civil Rights and Institutional Equity into complaints of discrimination, harassment, or sexual misconduct. | Office of DEI, Legal Affairs, Title IX | 7 years | Maintain in Originating Office |
| ADMIN4 | Committee and Meeting Records | Documents related to non-confidential or non-privileged work undertaken by committees, councils, and task-forces organized by the University or external to and reporting to the University. | University Units that Create the Records | 7 years | Transfer to University Archives |
| ADMIN5 | Course Schedules and Class Schedules | Information about courses on offer at the University that is not documented in the Bulletins such as section numbers, schedules, enrollment limits, and other information. | Registrar | Permanent | Transfer to University Archives |
| ADMIN6 | Environmental Health and Safety Documents | Materials related to operations of and compliance with environmental health and safety regulations including but not limited to documents pertaining to accident reports, environmental policies, fire alarm and suppression systems, MSDS sheets, hazardous waste, and training of staff. | Environmental Health and Safety | Active + 30 years | Contact Data Retention Team for more information: [email protected] |
| ADMIN7 | Facilities Documents | Records related to the construction, maintenance, and operations of University facilities including but not limited to construction proposals, budgets, architectural plans, blueprints, and shop drawings. | Facilities Management, Purchasing | Life of the Facility | Transfer to University Archives |
| ADMIN8 | Federal Disclosure and Compliance Documents | Reports verifying compliance with disclosure requirements regarding federal and state laws related to students and higher education. | Deans, Athletics, Office of Research Compliance, Legal Affairs | Permanent | Transfer to University Archives |
| ADMIN9 | FERPA Compliance Records | Includes requests for nondisclosure of directory information, requests for formal hearings, waivers for rights of access, and written consent for records disclosure. | Registrar | Permanent unless the student terminates | Maintain in Originating Office |
| ADMIN10 | General Administration Records | Records that document the long-range development of the University, departments, and programs as well as providing insight into the daily operations of university units. Records include Academic program records, administrative files, appointment books/calendars, project files and reports, long-range plans, memos (of importance), statistical and data files, strategic plans, and other such documents. | University Units that Create the Records | 7 years | Transfer to University Archives |
| ADMIN11 | Informed Consent Release Forms | Completed and signed informed consent releases, also known as hold harmless waivers, release of liability, or personal injury liability waivers, in all paper and electronic formats, that are agreed to by EMU and non-EMU affiliates participating in EMU-sponsored programs including but not limited to sports activities and camps, academic camps, cultural camps, aquatic instruction, events, and any program where someone signs a release of liability. These releases generally state that EMU cannot be held accountable for accidental injury or bodily harm to an individual participating in a specific program. In the case of minors, these agreements are entered into by the parent or guardian of the minor participant. | University Units that Create the Records | 3 years after the completion of the program for participants 18 years or older. For minors, 3 years after participant reaches age 18. | Dispose |
| ADMIN12 | Inventory Management Records | Documents used in support and management of University resources such as moveable equipment, IT materials, and other inventory property of the University. | Purchasing, Risk Mgmt, Facilities | Active + 4 years | Dispose |
| ADMIN13 | Marketing and Events Records | Materials related to events held in University facilities or sponsored by the University in any facility such as Advancement activities, athletics, performing arts, and campus invitees. Materials include media files, publicity files, correspondence, schedules, and other administrative records. | Communications | 3 years | Transfer to University Archives |
| ADMIN14 | Policies and Procedures Records | These records include University and campus-specific policy documents and administrative procedure manuals detailing requirements or expectations in conducting day-to-day work at the University. | Legal Affairs | Superseded + 1 year | Transfer to University Archives |
| ADMIN15 | Publications | Final versions of University and University-unit publications including Bulletins, event and commencement programs, newsletters, calendars, advertisements, postcards, brochures, and other publicity material. | Communications | Immediate Transfer to Archives | Transfer to University Archives |
| ADMIN16 | Volunteer Participant Records | Records related to a student’s volunteer service through University programs including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, accommodations, evaluations, waivers, mentor agreements, hold harmless agreements, notification of appointment and change of status, as well as service history documents including dates of service and positions held. | University Units that Create the Records | 7 years | Dispose |
| ADMIN17 | Working Documents and Drafts | Important University documents used in carrying out business including but not limited to policy creation, curricula, facilities administration, accreditation and program review, projects, programs, research, and personal reference, but having no long-term historical value. | University Units that Create the Records | As long as useful | Dispose |
| ID | Title | Description | Creator / Responsible Unit | Retention Period | After Retention Period |
|---|---|---|---|---|---|
| BF1 | Bonds and Trusts | Legal documents regarding revenue, bonds, and trusts. | Business and Finance | Permanent | Contact Data Retention Team for more information: [email protected] |
| BF2 | Budget Planning and Financial Records | Documents used to develop University budgets and monitor university financial assets including statements of state allocations, lists of accounts and account records, expenditure reports, assets acquisition reports, annual budget summaries, investments, and reports, summaries of events / ticketing reports, and summary reports of accounting, debts, and external audits. | Business and Finance | 5 years | Transfer to University Archives |
| BF3 | Contracts | Legal agreements between the University and external entities including but not limited to: services provided to or received from the University by external entities, athletics game agreements, capital projects, catering agreements, conference agreements, equipment and maintenance agreements, event agreements, exhibit loan agreements, facility use agreements, faculty exchanges, healthcare agreements, leases, memberships and subscription agreements, non-disclosure agreements, publishing agreements, real estate agreements, software and license agreements, student placement agreements, transportation agreements, and utilities agreements. | University Units and Business and Finance | Active + 5 years or as stipulated by the individual agreement | Dispose |
| BF4 | Donor Files, Gifts, and Endowment Records | Records related to donations, gifts, and endowments including but not limited to agreements, contact information, account reports, scholarships, and public relations materials. | Business and Finance and University Foundation | The life of the donor + 10 years | Transfer to University Archives |
| BF5 | Externally Funded Grant Records | Documents related to approved externally-funded sponsored research projects and other activities including but not limited to final proposals, supporting data and statistics for the proposal, administrative guidance documents, and final reports. Internally funded grants, such as FRCE grants or President's & Provost's awards, are not included in this record type. **For grants that do not require any form of final reporting, or for any questions about retention in light of audits, litigation, or other special circumstances, please contact the Grant Accounting Office for more information | Grant Accounting Office and Office of Sponsored Programs | Active + 3 years from the date of submission of the final expenditure report, or longer as stipulated by the individual agreement or as specified by the sponsoring agency.** Also see Uniform Guidance 2 CFR 200.333 for exceptions. | |
| BF6 | Financial Statement Reports | Annual reports related to annual Budget and Performance Transparency Reporting. | Business and Finance | Permanent | Transfer to University Archives |
| BF7 | Financial Transaction Records | Documents used to execute or monitor the receipt or expenditures of any University funds or other property including but not limited to accounts payable and receivable, journal entries, ticket sales details, balance sheets, banking account statements and deposit slips, bills, cash register records, check stubs, credit card records, daily logs, invoices, payment authorizations, budget revisions, price quotes, purchase orders, receipts, reconciliation files, reimbursements, requisitions, and transaction details for budgets, internal audits, and supplies. | University Units that Create the Records | 5 years | Dispose |
| BF8 | Identification Card Records | Documents related to the issuance, maintenance, and termination of identification cards to University students, staff, faculty, and guests. | Business and Finance | 3 years | Dispose |
| BF9 | Insurance Records | Documents relating to a variety of insurance policies, reports, and claims including certificates of insurance, carrier reports, policy reports, policy audits, and claims files. | Risk management | Active + 7 years | Dispose |
| BF10 | Payroll Documents | Includes documents and reports that provide information about employee wages earned, leave balances, credit card (business), and other benefits accrued or expended. | Business and Finance | | Dispose |
| BF11 | Retirement Plan Records | Business and Finance | 50 years | Dispose | |
| BF12 | Tax Records | Documents related to a variety of Federal and State tax reports as well as tax exemption certification including but not limited to Employers Quarterly Federal Tax Returns, Miscellaneous Income Statements, Withholding Allowance Certificates, Request for Taxpayer Identification Number and Certificate, Wage and Tax statements, certificates of sales tax exemption, and other related Federal and State tax forms. | Business and Finance | Active + 5 years | Dispose |
| BF13 | Unclaimed Property Records | Records related to unclaimed property and uncashed checks kept in accordance with State of Michigan law. | Business and Finance | Permanent | Contact Data Retention Team for more information: [email protected] |
| BF14 | Unsuccessful Grant Records | Reports and supporting documents related to unsuccessful externally-funded sponsored research projects. | Office of Research and Graduate Studies | As long as useful | Dispose |
| ID | Title | Description | Creator / Responsible Unit | Retention Period | After Retention Period |
|---|---|---|---|---|---|
| HC1 | Autism Collaborative Center | Records from the Autism Collaborative Center | Autism Collaborative Center | 7 years, subject to HIPAA | Dispose |
| HC2 | Counseling Records | Records from Counseling and Psychological Services (CAPS), the Community Behavioral Health Clinic, or the Counseling Cclinic | Clinic | 7 years past date of last treatment or 7 years past the age of maturity, whichever is later; subject to HIPAA | Dispose |
| ID | Title | Description | Creator / Responsible Unit | Retention Period - benchmark | After Retention Period |
|---|---|---|---|---|---|
| HR1 | Academic Personnel Decision Files | Includes academic personnel-specific documentation related to promotion, tenure, reappointment, and emeritus status. | AHR, Office of the Provost | 7 years after separation | Transfer to University Archives |
| HR2 | Affirmative Action Plans | These records document the local government’s plans to comply with affirmative action requirements. They may include the plan, supporting documentation, analyses, raw data, tests given to employees, validation studies, etc. | HR | RETAIN UNTIL: Plan expires PLUS: 3 years THEN: Destroy | Dispose |
| HR3 | Background Check | These files document that the local government conducted appropriate background checks on employees. These files may contain release forms to conduct criminal history checks, fingerprint checks and professional conduct checks, and the results of those checks. They may also include driving records, drug and alcohol tests, physical exam results, polygraph test results, credit history reports, etc. | RETAIN UNTIL: Individual is no longer employed PLUS: 6 years THEN: Destroy | Dispose | |
| HR4 | Benefit Plans | These documents define the terms of benefit plans that are available to employees. These files may include the plan documents, plan descriptions, reports, etc. | HR | RETAIN UNTIL: Superseded by a new version PLUS: 6 years THEN: Destroy | Dispose |
| HR5 | Complaints | These records document the filing and investigation of a complaint. Complaints may relate to affirmative action, sexual harassment, labor practices, disability issues, etc. | HR, Title IX Office | RETAIN UNTIL: Complaint is dismissed or resolved PLUS: 6 years THEN: Destroy | Dispose |
| HR6 | Employee Database | Local governments may maintain electronic data to administer personnel and payroll functions including timekeeping, tenure, payroll, retirement, etc. | HR, AHR, Payroll, UACDC, IT | Permanent | Maintain in Originating Office |
| HR7 | Employee Injury Records‐‐OSHA 300 Log | This log identifies all employee injuries within a calendar year. In accordance with 9 CFR 1904.33, this log and other supplementary records shall be retained for 5 years following the calendar year that the records cover. | HR | RETAIN UNTIL: Date created PLUS: 5 years THEN: Destroy | Dispose |
| HR8 | Employee Injury Records—Exposure | These files include any reports of accidents or injuries involving exposure to toxic substances or blood‐borne pathogens. These files are maintained separately from the personnel file. These files may include incident reports, medical reports, responses by supervisors and management, requests for medical leave, insurance forms, applications for continuation of insurance, supporting medical documentation, etc. [29 CFR 1910.1020] | HR | RETAIN UNTIL: Date created PLUS: 30 years THEN: Destroy | Dispose |
| HR9 | Employee Injury Records—Non‐exposure | These files include any reports of accidents or injuries involving an employee. Records of injuries are kept separate from the personnel file. These files may include incident reports, responses by supervisors and management, requests for medical leave, insurance forms, application for continuation of insurance, etc. OSHA requires that any information pertaining to a job‐related illness and injury be kept on file for five years after the end of the fiscal year in which the event occurred. | HR, EHS | RETAIN UNTIL: Date created PLUS: 5 years THEN: Destroy | Dispose |
| HR10 | Employment Applicant and Search Files | Includes job announcements and descriptions, letters of application, letters of reference, resumes / CVs, transcripts, pre-employment testing (drugs, physical, etc.), certifications, search committee policies and procedures, and affirmative action compliance records. Some of this information will be transferred to the Personnel Employment Records of employees. | AHR, HR, or UACDC, depending on classification | 3 years from hiring decision | Dispose |
| HR11 | Grievance and Arbitration Case Files | Original complaints, responses, evidence, previous documentation re: performance and discipline, meeting notes, correspondence, testimonies, investigation results, and settlements. | AHR, HR depending on classification | Permanent | Maintain in Originating Office |
| HR12 | I-9 | Federal Form I‐9 includes verification by employers of identity and immigration status of all new employees. These files will contain Employment Eligibility Verification form, copy of one document from List A or copy of one document from List B and C. This file may also include a copy of driver’s license and any Department of Homeland Security correspondence and subsequent documentation regarding “no match” verification. Note: These files are maintained separately from the basic personnel file. 8 CFR 274 a.2 (1998) requires that employers maintain signed copies of I‐9 forms. | Equifax as of 2023 | RETAIN UNTIL: Date of hire PLUS: 3 years OR RETAIN UNTIL: Termination PLUS: 1 year (whichever is later) THEN: Destroy | Dispose |
| HR13 | Job Advertisements/Postings | These records document the advertising of available positions that the local government intends to fill, both internally and externally. They may include notices, published advertisements, etc. | HR, AHR, UACDC | Permanent | Maintain in Originating Office |
| HR14 | Job Classifications and Descriptions and Position Reclassifications | These records document job classification systems and existing positions. Job descriptions may include a summary of responsibilities, functions, applicant requirements, salary and benefit classifications, etc. | HR, AHR, UACDC | all RETAIN UNTIL: a new Superseded by version PLUS: 6 years THEN: Destroy | Dispose |
| HR15 | Labor-Management Relations Files | Collective Bargaining Agreements, meeting minutes, negotiation documents including proposals and counter-proposals, correspondence, evidence used in negotiations. | AHR, HR depending on classification | Permanent | Maintain in Originating Office |
| HR16 | Medical Files | These files document private medical information for a specific employee, including disability accommodations. | HR | RETAIN UNTIL: Individual is no longer employed PLUS: 30 years THEN: Destroy | Dispose |
| HR17 | Personnel Employment Records (Regular Faculty/Fixed Term Faculty/Adjunct Faculty/Staff) | Files related to employees' service with the University including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, sabbatical files, accommodations, evaluations, professional development, contracts, separations, background checks, notification of appointment and change of status, as well as employment history documents including dates of employ, pay grade / salary, positions held, and titles. After separation, original university documents should be transferred from departmental and dean's office personnel files to AHR or Employment Services/HR to be consolidated with the official personnel file. | AHR, HR, or UACDC depending on classification | 7 years after separation of employee | Contact Data Retention Team for more information: [email protected] |
| HR18 | Personnel Files—Contractual Employees | These files are maintained on all contractual employees. They may include W‐9 forms, verification of insurance, copies of contracts, etc. | HR, AHR, Payroll | RETAIN UNTIL: Contract expires PLUS: 6 years THEN: Destroy | Dispose |
| HR19 | Personnel Files—Temporary Employees | These files are maintained on all temporary, seasonal and student employees. They may contain the same documents listed in item #100A, as well as work permits and certificates of age for minors. | HR, UACDC, Payroll | RETAIN UNTIL: Individual is no longer employed PLUS: 6 years THEN: Destroy | Dispose |
| HR20 | Personnel Medical Records | Documents related to employee medical leave request and FMLA leave requests. | AHR, HR depending on classification | 7 years after separation of employee | Dispose |
| HR21 | Student Employee and Graduate Assistant Personnel Records | Files related to student employees' service with the University including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, accommodations, evaluations, professional development, contracts, separations, background checks, notification of appointment and change of status, as well as employment history documents including dates of employ, pay grade / salary, positions held, and titles. | UACDC, HR depending on classification | 3 years after separation of employees | Dispose |
| HR22 | Unemployment Insurance Case Files | Original statements and supporting documents created in addressing unemployment insurance claims. | HR, AHR depending on classification | 5 years from date of last activity | Dispose |
| HR23 | Worker Disability Compensation Reports | These reports are received from disability insurance providers. They identify the amount of benefits that were paid from the policy. | HR | RETAIN UNTIL: Fiscal year ends PLUS: 3 years THEN: Destroy | Dispose |
| ID | Title | Description | Creator / Responsible Unit | Retention Period | After Retention Period |
|---|---|---|---|---|---|
| LE1 | Clery Act Records | Documents created in compliance with the Clery Act regarding the disclosure of information about crime on or near campus as required by the United States Department of Education. | DPS | 7 years | Dispose |
| LE2 | Complaints - Citizens | These records document any complaints filed by citizens against an officer. They may include, but may not be limited to, date, citizen information, description of the incident, and action taken (if any). | DPS | Employee separates from employment plus 2 years. Supporting Documents retain until investigation is complete plus 6 years | Dispose |
| LE3 | General Law Enforcement Records - For Disposal | Documents related to the business and operations of the DPS including but not limited to personal property records. | DPS | Useful life plus 3 years | Dispose |
| LE5 | Law Enforcement Records - Permanent | Documents of enduring value produced by the DPS and maintained in the DPS system, including but not limited to policies and procedures and certain reports | DPS | Permanent | Maintain in Originating Office |
| LE6 | Patrol Video | Video recordings produced in the course of officers' daily duties including but not limited to dashcam and bodycam footage. | DPS | 3 years | Dispose |
| LE7 | Traffic Tickets | Traffic tickets | DPS | 4 years | Dispose |
| LE8 | Security Camera Footage | Video recordings created by security cameras located on the university campus | DPS | 90 days | Dispose |
| ID | Title | Description | Creator / Responsible Unit | Retention Period | After Retention Period |
|---|---|---|---|---|---|
| STUD1 | Academic advising records | Academic advising records | UACDC | upon graduation or 2 years after last registration, whichever is sooner | Digitally archived |
| STUD2 | Academic Student Complaints | Documents related to student complaints about academic issues. | Office of the Ombuds, Office of the Provost | 10 years | Contact Data Retention Team for more information: [email protected] |
| STUD3 | Admissions Records - Enrolled Students | Includes but is not limed to applications, resumes, academic transcripts, test scores and placement tests, writing samples and statements, letters of recommendation, acceptance letters, visas and other documentation, and residency documentation. | Admissions and Registrar | 7 years after Admission | Dispose |
| STUD4 | Admissions Records - Non-Enrolled Students | Includes but is not limed to applications, resumes, academic transcripts, test scores and placement tests, writing samples and statements, letters of recommendation, acceptance letters, visas and other documentation, and residency documentation. | Admissions and Registrar | 3 years | Dispose |
| STUD5 | Athletic Eligibility/Certification Records | Athletics eligibility/certification records | Registrar/Athletics | 10 years | |
| STUD6 | Disciplinary Records | Academic disciplinary records | OWCR, academic departments | 7 years after graduation except for cases where there is a dismissal - suspension or expulsion. Those are retained indefinitely. | Dispose |
| STUD7 | FERPA Compliance | Includes requests for nondisclosure of directory information, requests for formal hearings, waivers for rights of access, and written consent for records disclosure. | Registrar | Permanent unless terminated by student | Dispose |
| STUD8 | Financial Aid Records | All records related to a specific student's application for, awarding of, and disbursement of funds. | Office of Financial Aid | 5 years | Dispose |
| STUD9 | General Student Records | Includes but is not limited to application for degrees, degree audits, major / minor selections, enrollment verification, transfer credit evaluation, academic petitions, substitutions, waivers, and appeals,leaves of absence and withdrawal. | Registrar | Depends on the type of record; contact registrar for more information. | Contact Data Retention Team for more information: [email protected] |
| STUD10 | Grades and Coursework | Includes exams, grade lists, graded coursework. | Department | 5 years after course completion | Dispose |
| STUD11 | Instruction and Individual Curriculum Notes, including Syllabi | Documents showing course requirements, class descriptions, and reading lists. The Archives recommends transferring this material once it is no longer being actively used. Faculty members have the option of sending this material. | The instructor who created the documents | As long as useful | Contact Data Retention Team for more information: [email protected] |
| STUD12 | Registered Student Organization Conduct Records | Records related to and/or generated through complaints, investigations, and disciplinary actions pertaining to cases of violations or potential violations of any university policy related to the conduct of a registered student organization. Hard copy Student Opinion Survey forms filled out by students near the conclusion of each course. | OWCR | Permanent | Maintain in Originating Office |
| STUD13 | Special Student Records | Includes but is not limited to records related to specialized credentials and training, student teaching, practicum evaluations and others | Registrar, Academic Departments | Depends on the type of record; contact Registrar or relevant Academic Department for more information | Contact Data Retention Team for more information: [email protected] |
| STUD14 | Student Conduct Records | Records related to and/or generated through complaints, investigations, and disciplinary actions pertaining to cases of violations or potential violations of any university policy related to the conduct of an individual student. | OWCR | Permanent in cases of suspension, dismissal, or conduct holds; 7 years otherwise | Dispose |
| STUD15 | Student employment records | I-9 and related documents; hiring records; criminal background checks | UACDC | Contact UACDC | Dispose |
| STUD16 | Theses and Dissertations | Theses and Dissertations written by students in pursuit of a graduate degree. | Graduate School | Permanent - Immediately Transfer to Institutional Repository in Library | Transfer to University Archives |
| ID | Title | Description | Creator / Responsible Unit | Retention Period | After Retention Period |
|---|---|---|---|---|---|
| OTHER1 | FOIA Requests | Requests for University Records, correspondence relating to those requests, and responses including responsive documents | Legal Affairs | No less than 1 year | Dispose |
| OTHER2 | Internet Site Content | A website is an interface for presenting information to the public about programs, events, and activities. This record includes the content and layout of the website. Internet technology may be capable of storing inactive web content, but it is not designed to support the preservation of information as technology evolves. | Integrated Content | Active | Dispose |
| OTHER3 | Title IX Records | Records of Title IX-related communications and complaints, including but not limited to notes, investigative reports, and communications by and with the University's Title IX office, maintained in the Title IX office's files. | Title IX |