GENERAL RECORDS SCHEDULE GS1-SL

Item Schedule Record Series Title Time Retention Period
377a GS1-sl 911 Record: Logs I year After received
36a GS5 Accident Records: Student/Employee 5 yrs. Provided applicable audits have been released.
37a GS5 Accreditation Records: Accreditation Report 5 fiscal yrs. Then transfer to applicable agency provided applicable audits have been released.
38a GS5 Accreditation Records: Final Self-Study 5 fiscal yrs. Then transfer to applicable agency provided applicable audits have been released.
39a GS5 Accreditation Records: Supporting Documents 1 yr. After accredited.
002a GS1-sl Administrative Convenience Records   Retain until obsolete, superseded or administrative value is lost.
122a GS1-sl Administratore Records: Agency Director/Program  Manager 10 yrs. Contact FSA after min. retention is met.
003a GS1-sl Administrative Support Records   Retain Until obsolete, superseded or administrative value is lost
41a GS5 Admission Records: Registered Student 5 yrs. After attendance provided applicable audits have been released.
42a GS5 Admission Records: Students Denied Admission 3 yrs. After application submitted.
3a GS5 Admission Records: Unregistered Student 3 fiscal yrs. Provided applicable audits have been released.
025a GS1-sl Advertisements: Legal 5 fiscal yrs. Provided applicable audits have been released.
082a GS1-sl Affirmative Action Records 2 yrs. Provided litigation has been resolved.
43a GS5 Annual Reports 3 fiscal yrs.  
44a GS5 Annual Reports: Federally Funded Programs 3 yrs. After termination of federal funds.
245a GS1-sl Annual Reports: Governing Body Perm.  These records may have archival value: contact FSA for archival review.
204a GS1-sl Architectural/Building Plans: Preliminary Drawings    Retain until completion and acceptance.
116a GS1-sl Attendance and Leave Records 3 fiscal yrs. Provided applicable audits have been released & resolved.
008a GS1-sl Audits: Auditor General 10 fiscal yrs. Contact FSA after min. retention is met.
056a GS1-sl Audits: Independent 10 fiscal yrs.  
073a GS1-sl Audits: Internal 5 fiscal yrs. Provided applicable audits have been released.
083a GS1-sl Audits: State/Federal 10 fiscal yrs. Contact FSA after min. retention is met.
057a GS1-sl Audits: Supporting Documents 3 fiscal yrs. Provided applicable audits have been released & resolved.
50a GS1-sl Automated Accounting System Reports 3 fiscal yrs. Provided applicable audits have been released.
085a GS1-sl Bank Statements: Reconciliation 5 fiscal yrs. Provided applicable audits have been released.
87a GS1-sl Bargaining Records 5 fiscal yrs. After expiration or cancellation of contract provided applicable audits have been released.
070a GS1-sl Bid Records: Capital Improvement Successful Bids 15 yrs. After awarded provided applicable audits have been released.
071a GS1-sl Bid Records: Capital Improvement Unsuccessful Bids 5 fiscal yrs. After awarded provided applicable audits have been released.
072a GS1-sl Bid Records: Non-Capital Improvement 5 fiscal yrs. After awarded provided applicable audits have been released.
058a GS1-sl Budget Records: Approved Annual Budget Perm. Maintain for 5 years, then contact FSA for archival review.
46a GS5 Budget Transfer Forms 3 fiscal yrs. Provided applicable audits have been released.
011a GS1-sl Cabinet Affairs Files Perm. Maintain for 5 years, then contact FSA for archival review.
089a GS1-sl Calendars 1 yr.  
47a GS5 Cash Control Reports 180 days After annual report.
6a GS5 Class Rolls 3 fiscal yrs. Provided applicable audits have been released.
48a GS5 Class, Course, Room & Faculty Schedules 1 semester Retain until end of semester
49a GS5 Committee Records 3 fiscal yrs. Provided applicable audits have been released.
094a GS1-sl Complaints: Citizens/Consumers/Employees 1 yr. After resolved provided applicable audits have been released.
064a GS1-sl Contracts/Leases/Agreements: Capital Improvement/Real Property 15 yrs. After completion or termination of contract provided applicable audits have been released.
065a GS1-sl Contracts/Leases/Agreements: Non-Capital Improvement 5 fiscal yrs. After completion or termination of contract provided applicable audits have been released.
017a GS1-sl Correspondence & Memoranda: Administrative 3 fiscal yrs. Contact FSA after min. retention is met.
338a GS1-sl Correspondence & Memoranda: Program & Policy Development 5 fiscal yrs. Provided applicable audits have been released. Contact FSA after min. retention is met.
50s GS5 Course & Program Records   Retain until obsolete, superseded or administrative value is lost.
186a GS1-sl Directives/Policies/Procedures 2 yrs. After superseded or becoming obsolete. Contact FSA after min. retention is met.
51a GS5 Directives/Policies/Procedures: President/Provost Perm. Permanent. These records may have archival value.
259a GS1-sl Disaster Preparedness Drill Records 2 cal. yrs. Provided reviews have been conducted.
210a GS1-sl Disaster Preparedness Plans 5 fiscal yrs. After superseded or becoming obsolete. Contact FSA after min. retention is met.
340a GS1-sl Disbursement Records: Detail 5 fiscal yrs. Provided applicable audits have been released.
341a GS1-sl Disbursement Records: Summary 10 yrs. Provided applicable audits have been released.
098a GS1-sl Disciplinary Case Files Employees 5 yrs. After final action.
52a GS5 Discipline Records: Student (Final Action) 5 yrs. After matriculation.
53a GS5 Discipline Records: Student (Major Offense) Perm. Retain until posted to permanent record.
54a GS5 Discipline Records: Student (Minor Offense) 5 yrs.  
342a GS1-sl Donation Records Permanent  
040a GS5 Drop/Add Records 1 semester After posted.
260a GS1-sl Drug Test Case Files 5 yrs. Anniversary years after final action. 
264a GS1-sl Electronic Funds Transfer Records 5 fiscal yrs. After termination of service agreement/authorization
231a GS1-sl Electronic Records Software and Documentation   Retain as long as there are software dependent records in storage.
206a GS1-sl Employee Conduct Counseling Records 1 yr. After final action.
55a GS5 Employee Fee Waiver Records 3 fiscal yrs. Provided applicable audits have been released.
024a GS1-sl Employment Application and Selection Records 2 yrs. After personnel action and any litigation is resolved.
269a GS1-sl Employee Assistance Program Records 2 fiscal yrs. 2 anniversary years after final action.
113a GS1-sl Employment Assistant Program Records 5 fiscal yrs. After final report provided applicable audits have been released.
020a GS1-sl Encumbrance Certification Forward Records 3 fiscal yrs. Provided applicable audits have been released.
167a GS1-sl Environmental Regulation Compliance Records 5 fiscal yrs. After completion of project provided applicable audits have been released.
103a GS1-sl Equal Employment Opportunity Compliance Records 4 fiscal yrs. After final action provided applicable audits have been released & resolved.
104a GS1-sl Equipment/Vehicle Maintenance Records 1 fiscal yr. After disposition of equipment.
224a GS1-sl Equipment/Vehicle Usage Records 1 year  
56a GS5 Examination Materials: Non-Standardized (Student) 1 semester After expiration of appeal process.
57a GS5 Examination Materials: Standardized (Student) 3 fiscal yrs. Provided test scores posted to permanent record provided applicable audits have been released.
208a GS1-sl Expenditure Plans: Capital Improvement Perm. Maintain for 5 years, then contact FSA for archival review.
227a GS1-sl Exposure Records 30 yrs.  
9a GS5 Expulsion Records: Student 5 yrs. After graduation, transfer or withdrawal.
270a GS1-sl Facility Reservation/Rental Records 5 fiscal yrs. Provided applicable audits have been released.
58a GS5 Faculty Assignment Reports 3 fiscal yrs. Provided applicable audits have been released.
106a GS1-sl Feasibility Study Records 3 yrs. After completion of study provided applicable audits have been released. Contact FSA after min. retention is met.
157as   GS1-sl Federal & State Income/Employment Tax Forms/Reports 4 cal. yrs.  
59a GS5 Fee Collection Reports 3 fisc. yrs. Provided applicable audits have been released.
271a GS1-sl Fee/Service Schedules 3 fiscal yrs. After obsolete or super seded.
067a GS1-sl Final Orders Records Perm. Maintain for 5 years, then contact FSA for archival review.
84a GS1-sl Financial Account Authorization Records 5 fiscal yrs. After authorization superseded, expired, or cancelled provided applicable audits have been released.
60a GS5 Financial Aid Records 5 yrs. After last enrollment provided applicable audits have been released.
347a GS1-sl Financial History Summary Records Perm.  
10a GS5 Financial Obligation Clearance Records 3 yrs. After clearance provided applicable audits have been released.
11a GS5 Financial Reports: Monthly 3 fiscal yrs. Provided applicable audits have been released.
13a GS5 Food Service Records 3 fiscal yrs. Provided applicable audits have been released.
61a GS5 General Equivalency Diploma (GED) Records 3 fiscal yrs. Provided applicable audits have been released.
62a GS5 Grade Records: Data Input Forms 1 semester After posted to Student Record.
63a GS5 Grant Files: Funded 3 yrs. After completion of grant provided applicable audits have been released.
64a GS5 Grant Files: GEPA-Related 5 yrs. After completion of grant provided applicable audits have been released.
109a GS1-sl Grant Files: Grantor Agency 5 fiscal yrs. After completion of project provided applicable audits have been released. Contact FSA after min. retention is met.
348a GS1-sl Grant Files: Recipient 5 fiscal yrs. After completion of project provided applicable audits have been released.
110a GS1-sl Grievance Files 3 fiscal yrs. After settlement provided applicable audits have been released.
350a GS1-sl Health Records: Blood Borne Pathogen/Asbestos/Exposure 30 yrs. After termination, retirement or separation from employment
65a GS5 Higher Education General Information Surveys 5 yrs. After final report provided applicable audits have been released.
66a GS5 Identification Records: Fee Paid 3 fiscal yrs. Provided applicable audits have been released.
67a GS5 Identification Records: No Fee Paid   Retain until obsolete, superseded or administrative value is lost.
241a GS1-sl Incident Reports 4 yrs. 4 years from date of incident
023a GS1-sl Information Request Records 1 fiscal yr. Provided applicable audits have been released.
188a GS1-sl Injury Records 5 yrs. After completion or termination of contract provided applicable audits have been released.
14a GS5 In-Service Education Records 3 fiscal yrs. Provided applicable audits have been released.
193as GS1-sl Inspection Records: Fire/Security/Safety 4 yr. After inspection provided applicable audits have been released.
219a GS1-sl Inspection Reports: Fire Extinguisher 1 yrs. 1 year or life of equipment, whichever is sooner.
68a GS5 Instructor Evaluations 1 semester After submitted.
111a GS1-sl Insurance Records: Agency 5 fiscal yrs. After final disposition of claim or expiration of policy provided applicable audits have been released.
69a GS5 Intern Supervisor Participation Certificates 6 fiscal yrs. After issued.
040a GS1-sl Inventory: Agency Property 3 fiscal yrs. Provided applicable audits have been released.
70a GS5 Leave Index Records: Terminated (10 years or More Service) 25 yrs. After separation or termination of employment.
71a GS5 Leave Index Records: Terminated (less than 10 years service) 5 cal. yrs. After termination.
119a GS1-sl Legislation Records   Retain until obsolete, superseded or administrative value is lost. Contact FSA after min. retention is met.
221as GS1-sl Licenses: Occupational 1 cal. yr. After expiration provided applicable audits have been released.
027a GS1-sl Litigation Case Files 5 yrs. After case closed or appeal process expired provided applicable audits have been released.
47a GS1-sl Mail: Registered and Certified 1 fiscal yrs.  
001a GS1-sl Mail: Undeliverable/Returned 1 yr. After returned undeliverable.
029a GS1-sl Mailing Lists   Retain until obsolete, superseded or administrative value is lost.
030a GS1-sl Management Surveys/Studies: Internal  1 cal. yr. After final data or report released.
212a GS1-sl Medical Records 5 cal. yrs.  
169a GS1-sl Minority Business Certification Case Files 3 fisc. yrs. Provided applicable audits have been released.
032a GS1-sl Minutes: Official Meetings Perm. Maintain for 5 years, then contact FSA for archival review.
123a GS1-sl Minutes: Official Meetings (Supporting Documents) 2 fiscal yrs. Provided applicable audits have been released.
033a GS1-sl Minutes: Other Meetings 1 yr. Contact FSA after min. retention is met.
004a GS1-sl Minutes:Official Meetings (Preliminary/Audio Recordings) 2 anni. After adoption of officialminutes or certificstion of transcript.
32a GS1-sl Minuts: Official Meetings Permanent.  
034a GS1-sl News Releases 90 days Contact FSA after min. retention is met.
124a GS1-sl Operational and Statistical Reports Records: Office   Retain until obsolete, superseded or administration value is lost.
026a GS1-sl Opinions: Legal Perm. Maintain for 5 years, then contact FSA for archival review.
125a GS1-sl Opinions: Legal (Supporting Documents) 3 fiscal Yrs. provided applicable audits have been released.
126a GS1-sl Organization Charts   Retain until obsolete, superseded or administrative value is lost.
127a GS1-sl Parking Decal/Permit Records 2 fiscal yrs. Provided applicable audits have been released.
74a GS5 Parking Tickets 180 days After ticket.
80a GS4 Patient Medical Record 7 yrs. After last entry. These records may have archival value.
035a GS1-sl Payroll Records : Posted 5 fiscal yrs. Provided applicable audits have been released. 
129a GS1-sl Payroll Records: Deduction Authorizations 5 fiscal yrs. After final action provided applicable audits have been released.
183a GS1-sl Payroll Records: Ledgers/Trial Balance Reports 5 fiscal yrs. Provided applicable audits have been released.
195a GS1-sl Payroll Records: Supporting Documents  3 yrs. Provided Applicable audits have been released.
359a GS1-sl Pencion Records: Retirees 3 fiscal yrs. After final payment provided applicable audits have been released.
358a GS1-sl Pension Records: Plan/Fund 5 fiscal yrs. Provided applicable audits have been released.
75a GS5 Permits: Mail Service 1 yr. After expiration.
019a GS1-sl Personnel Records (within FRS) 25 yrs. After separation or termination of employment.
76a GS5 Personnel Records: Activity Report 3 fiscal yrs. Provided applicable audits have been released.
77a GS5 Personnel Records: Evaluation Academic/Professional/Faculty 5 yrs. After termination of employment
066a GS1-sl Personnel Records: OPS/Volunteer/Intern/Temporary Employment   3 fiscal yrs. After termination or termination of employment provided applicable audits have been released.
378a GS1-sl Personnel Records: Supplemental Documentation  5 fiscal yrs. Provided applicable audits have been released.
202a GS1-sl Petty Cash Documentation Records 5 fiscal yrs. Provided applicable audits have been released.
78a GS5 Physical Plant Statistical Reports 5 fiscal yrs. After superseded by new report provided applicable audits have been released.
19a GS5 Plant Security Reports 5 fiscal yrs. After final disposition provided applicable audits have been released.
20a GS5 Plant Survey Reports 5 fiscal yrs. After superseded by new report provided applicable audits have been released.
038a GS1-sl Position Description Records 2 yrs. After superseded provided applicable audits have been released.
133a GS1-sl Postage/Shipping  Records 3 fiscal yrs. Provided applicable audits have been released.
21a GS5 Private Loan and Scholarship Records 5 fiscal yrs. After paid or declared non-collectable provided applicable audits have been released.
22a GS5 Procedures: Manuals   Retain until obsolete, superseded or administrative value is lost.
136a GS1-sl Project Files: Capital Improvement 15 fiscal yrs. After completion of project provided applicable audits have been released.
137a GS1-sl Project Files: Federal 5 fiscal yrs. After completion of project provided applicable audits have been released.
138a GS1-sl Project Files: Non-Capital Improvement 5 fiscal yrs. After completion of project provided applicable audits have been released.
79a GS5 Project Files: Priority Reports 3 fiscal yrs. Provided applicable audits have been released.
23a GS5 Project Files: Program Development 3 fiscal yrs. After project’s completion provided applicable audits have been released.
24a GS5 Project Files: Real Property Leases 15 yrs. After completion or termination of contracts provided applicable audits have been released.
80a GS5 Promotion and Tenure Records: Denied 5 yrs.  
81a GS5 Promotion and Tenure Records: Granted 25 yrs. After termination of employment.
139a GS1-sl Promotion/Transfer Records 2 yrs. After selection is finalized or confirmed.
222a GS1-sl Property Control Records   Retain until the next physical inventory is completed and resolved, after the equipment leaves service.
041a GS1-sl Property Transfer Forms 1 fiscal yr. Provided applicable audits & a physical inventory have been released.
128a GS1-sl Public Information Files 90 days Contact FSA after min. retention is met.
238as GS1-sl Public Program/Event Records 5 fiscal yrs. After completion of contract provided applicable audits have been released.
042a GS1-sl Purchasing Records 5 fiscal yrs. Provided applicable audits have been released.
172a GS1-sl Real Property Records: Property Acquired 3 fiscal yrs. After final 
25a GS5 Real Property: Acquisitions/Condemnation/Disposal Records Perm. Permanent.
365a GS1-sl Receipt/Revenue Records: Detail 5 fiscal yrs. Provided applicable audits have been released.
366a GS1-sl Receipts/Revenue Records: Summary 10 fiscal  yrs. Provided applicable audits have been released.
045a GS1-sl Records Disposition Documentation Perm. Permanent.
322a GS1-sl Records Management Compliance Statements 1 fiscal yr.  
068as GS1-sl Records Retention Schedules: Agency Specific Perm. Maintain for 5 years, then contact FSA for archival review.
26a GS5 Refund Records 3 fiscal yrs. Provided applicable audits have been released.
296a GS1-sl Registration Records Ivents 5 fisc. yrs. Provided applicable audits have been released.
27a GS5 Registrations: Student 3 fiscal yrs. Provided applicable audits have been released.
143a GS1-sl Resolutions: Supporting Documents 3 yrs. After date of resolution.
82a GS5 Safety-to-life Inspection Records 3 fiscal yrs. Provided applicable audits have been released.
049a GS1-sl Salary Comparison Reports 1 fiscal yr. Provided applicable audits have been released. Contact FSA after min. retention is met.
240a GS1-sl Salary Schedules 10 fiscal yrs. Contact FSA after min. retention is met.
83a GS5 Scholarship/Loan Records 5 fiscal yrs. After paid.
300a GS1-sl Signature Authorization records 1 fiscal yr. After obsolete or superseded.
144a GS1-sl Social Security Controlled Summary Records 4 cal. yrs. After due date of tax provided applicable audits have been released.
371a GS1-sl Staff Administration Records   After obsolete or superseded.
84a GS5 State Student Assessment Records: Test Results/Reports 3 fiscal yrs. Provided applicable audits have been released.
86a GS5 Student Advisement Records: Graduate 1 yr. After graduation, transfer or withdrawal.
87a GS5 Student Advisement Records: Withdrawal 3 yrs. After transfer or withdrawal.
88a GS5 Student Appeal Records 3 yrs. After final appeal, provided posted to permanent record provided applicable audits have been released.
28a GS5 Student Counseling Records: Graduate 1 yr. After graduation, transfer or withdrawal.
29a GS5 Student Counseling Records: Withdrawal 3 yrs. After transfer or withdrawal.
89a GS5 Student Education Records: Supporting Documents 5 yrs. After graduation, transfer, or withdrawal provided applicable audits have been released.
90a GS5 Student Employment Records 3 fiscal yrs. After termination of employment provided applicable audits have been released.
91a GS5 Student Transcripts Perm. Permanent.
302a GS1-sl Surveillance Recording 30 days Then erase & reuse provided any necessary images are saved.
33a GS5 Suspension Records 3 yrs.  
92a GS5 Tax Shelter Annuities 3 fiscal yrs. Provided applicable audits have been released.
028a GS1-sl Telephone Call Records 1 fiscal yr. Provided applicable audits have been released.
93a GS5 Tickets (Sold) Reports 3 fiscal yrs. Provided applicable audits have been released.
147a GS1-sl Training Material Records   Retain until obsolete, superseded or administrative value is lost. Contact FSA after min. retention is met.
148as GS1-sl Training Records 3 yrs. After completion of training.
146a GS1-sl Transitory Messages   Retain until obsolete, superseded or administrative value is lost.
052a GS1-sl Travel Records 5 fiscal yrs. Provided applicable audits have been released.
257as GS1-sl Unclaimed Property Records 5 yrs. After the property becomes reportable.
149a GS1-sl Unemployment Compensation Records 3 fiscal yrs. Provided applicable audits have been released.
078a GS1-sl Vehicle Accident Reports 4 fiscal yrs. Provided applicable audits have been released.
154a GS1-sl Vehicle Records 1 yr. After disposition of vehicle provided applicable audits have been released.
097a GS1-sl Vendor Files 3 fiscal yrs. Provided applicable audits have been released.
94a GS5 Veterans Records: Educational Assistance 3 fiscal yrs. Provided applicable audits have been released.
054a GS1-sl Visitor Logs 30 days  
156a GS1-sl Vouchers: Federal Project Paid 5 fiscal yrs. After completion or termination of project provided applicable audits have been released.
35a GS5 Withdrawal Records 5 yrs. After transfer or withdrawal.
141a GS1-sl Work Orders 3 fiscal yrs. Provided applicable audits have been released.
289a GS1-sl Work Schedules 1 fiscal yr. Provided applicable audits have been released.
055a GS1-sl Workers' Compensation & Injury Report Records 5 cal. yrs.  
If you have any questions concerning Records Management, contact, Lora Stern  lstern@fau.edu (561)297-3113. Send general comments or questions to Stacey Semmel, ssemmel@fau.edu.
GENERAL RECORDS SCHEDULE GS1-SL
Item Schedule Record Series Title Time Retention Period
377a GS1-sl 911 Record: Logs I year After received
36a GS5 Accident Records: Student/Employee 5 yrs. Provided applicable audits have been released.
37a GS5 Accreditation Records: Accreditation Report 5 fiscal yrs. Then transfer to applicable agency provided applicable audits have been released.
38a GS5 Accreditation Records: Final Self-Study 5 fiscal yrs. Then transfer to applicable agency provided applicable audits have been released.
39a GS5 Accreditation Records: Supporting Documents 1 yr. After accredited.
002a GS1-sl Administrative Convenience Records   Retain until obsolete, superseded or administrative value is lost.
122a GS1-sl Administratore Records: Agency Director/Program  Manager 10 yrs. Contact FSA after min. retention is met.
003a GS1-sl Administrative Support Records   Retain Until obsolete, superseded or administrative value is lost
41a GS5 Admission Records: Registered Student 5 yrs. After attendance provided applicable audits have been released.
42a GS5 Admission Records: Students Denied Admission 3 yrs. After application submitted.
3a GS5 Admission Records: Unregistered Student 3 fiscal yrs. Provided applicable audits have been released.
025a GS1-sl Advertisements: Legal 5 fiscal yrs. Provided applicable audits have been released.
082a GS1-sl Affirmative Action Records 2 yrs. Provided litigation has been resolved.
43a GS5 Annual Reports 3 fiscal yrs.  
44a GS5 Annual Reports: Federally Funded Programs 3 yrs. After termination of federal funds.
245a GS1-sl Annual Reports: Governing Body Perm.  These records may have archival value: contact FSA for archival review.
204a GS1-sl Architectural/Building Plans: Preliminary Drawings    Retain until completion and acceptance.
116a GS1-sl Attendance and Leave Records 3 fiscal yrs. Provided applicable audits have been released & resolved.
008a GS1-sl Audits: Auditor General 10 fiscal yrs. Contact FSA after min. retention is met.
056a GS1-sl Audits: Independent 10 fiscal yrs.  
073a GS1-sl Audits: Internal 5 fiscal yrs. Provided applicable audits have been released.
083a GS1-sl Audits: State/Federal 10 fiscal yrs. Contact FSA after min. retention is met.
057a GS1-sl Audits: Supporting Documents 3 fiscal yrs. Provided applicable audits have been released & resolved.
50a GS1-sl Automated Accounting System Reports 3 fiscal yrs. Provided applicable audits have been released.
085a GS1-sl Bank Statements: Reconciliation 5 fiscal yrs. Provided applicable audits have been released.
87a GS1-sl Bargaining Records 5 fiscal yrs. After expiration or cancellation of contract provided applicable audits have been released.
070a GS1-sl Bid Records: Capital Improvement Successful Bids 15 yrs. After awarded provided applicable audits have been released.
071a GS1-sl Bid Records: Capital Improvement Unsuccessful Bids 5 fiscal yrs. After awarded provided applicable audits have been released.
072a GS1-sl Bid Records: Non-Capital Improvement 5 fiscal yrs. After awarded provided applicable audits have been released.
058a GS1-sl Budget Records: Approved Annual Budget Perm. Maintain for 5 years, then contact FSA for archival review.
46a GS5 Budget Transfer Forms 3 fiscal yrs. Provided applicable audits have been released.
011a GS1-sl Cabinet Affairs Files Perm. Maintain for 5 years, then contact FSA for archival review.
089a GS1-sl Calendars 1 yr.  
47a GS5 Cash Control Reports 180 days After annual report.
6a GS5 Class Rolls 3 fiscal yrs. Provided applicable audits have been released.
48a GS5 Class, Course, Room & Faculty Schedules 1 semester Retain until end of semester
49a GS5 Committee Records 3 fiscal yrs. Provided applicable audits have been released.
094a GS1-sl Complaints: Citizens/Consumers/Employees 1 yr. After resolved provided applicable audits have been released.
064a GS1-sl Contracts/Leases/Agreements: Capital Improvement/Real Property 15 yrs. After completion or termination of contract provided applicable audits have been released.
065a GS1-sl Contracts/Leases/Agreements: Non-Capital Improvement 5 fiscal yrs. After completion or termination of contract provided applicable audits have been released.
017a GS1-sl Correspondence & Memoranda: Administrative 3 fiscal yrs. Contact FSA after min. retention is met.
338a GS1-sl Correspondence & Memoranda: Program & Policy Development 5 fiscal yrs. Provided applicable audits have been released. Contact FSA after min. retention is met.
50s GS5 Course & Program Records   Retain until obsolete, superseded or administrative value is lost.
186a GS1-sl Directives/Policies/Procedures 2 yrs. After superseded or becoming obsolete. Contact FSA after min. retention is met.
51a GS5 Directives/Policies/Procedures: President/Provost Perm. Permanent. These records may have archival value.
259a GS1-sl Disaster Preparedness Drill Records 2 cal. yrs. Provided reviews have been conducted.
210a GS1-sl Disaster Preparedness Plans 5 fiscal yrs. After superseded or becoming obsolete. Contact FSA after min. retention is met.
340a GS1-sl Disbursement Records: Detail 5 fiscal yrs. Provided applicable audits have been released.
341a GS1-sl Disbursement Records: Summary 10 yrs. Provided applicable audits have been released.
098a GS1-sl Disciplinary Case Files Employees 5 yrs. After final action.
52a GS5 Discipline Records: Student (Final Action) 5 yrs. After matriculation.
53a GS5 Discipline Records: Student (Major Offense) Perm. Retain until posted to permanent record.
54a GS5 Discipline Records: Student (Minor Offense) 5 yrs.  
342a GS1-sl Donation Records Permanent  
040a GS5 Drop/Add Records 1 semester After posted.
260a GS1-sl Drug Test Case Files 5 yrs. Anniversary years after final action. 
264a GS1-sl Electronic Funds Transfer Records 5 fiscal yrs. After termination of service agreement/authorization
231a GS1-sl Electronic Records Software and Documentation   Retain as long as there are software dependent records in storage.
206a GS1-sl Employee Conduct Counseling Records 1 yr. After final action.
55a GS5 Employee Fee Waiver Records 3 fiscal yrs. Provided applicable audits have been released.
024a GS1-sl Employment Application and Selection Records 2 yrs. After personnel action and any litigation is resolved.
269a GS1-sl Employee Assistance Program Records 2 fiscal yrs. 2 anniversary years after final action.
113a GS1-sl Employment Assistant Program Records 5 fiscal yrs. After final report provided applicable audits have been released.
020a GS1-sl Encumbrance Certification Forward Records 3 fiscal yrs. Provided applicable audits have been released.
167a GS1-sl Environmental Regulation Compliance Records 5 fiscal yrs. After completion of project provided applicable audits have been released.
103a GS1-sl Equal Employment Opportunity Compliance Records 4 fiscal yrs. After final action provided applicable audits have been released & resolved.
104a GS1-sl Equipment/Vehicle Maintenance Records 1 fiscal yr. After disposition of equipment.
224a GS1-sl Equipment/Vehicle Usage Records 1 year  
56a GS5 Examination Materials: Non-Standardized (Student) 1 semester After expiration of appeal process.
57a GS5 Examination Materials: Standardized (Student) 3 fiscal yrs. Provided test scores posted to permanent record provided applicable audits have been released.
208a GS1-sl Expenditure Plans: Capital Improvement Perm. Maintain for 5 years, then contact FSA for archival review.
227a GS1-sl Exposure Records 30 yrs.  
9a GS5 Expulsion Records: Student 5 yrs. After graduation, transfer or withdrawal.
270a GS1-sl Facility Reservation/Rental Records 5 fiscal yrs. Provided applicable audits have been released.
58a GS5 Faculty Assignment Reports 3 fiscal yrs. Provided applicable audits have been released.
106a GS1-sl Feasibility Study Records 3 yrs. After completion of study provided applicable audits have been released. Contact FSA after min. retention is met.
157as   GS1-sl Federal & State Income/Employment Tax Forms/Reports 4 cal. yrs.  
59a GS5 Fee Collection Reports 3 fisc. yrs. Provided applicable audits have been released.
271a GS1-sl Fee/Service Schedules 3 fiscal yrs. After obsolete or super seded.
067a GS1-sl Final Orders Records Perm. Maintain for 5 years, then contact FSA for archival review.
84a GS1-sl Financial Account Authorization Records 5 fiscal yrs. After authorization superseded, expired, or cancelled provided applicable audits have been released.
60a GS5 Financial Aid Records 5 yrs. After last enrollment provided applicable audits have been released.
347a GS1-sl Financial History Summary Records Perm.  
10a GS5 Financial Obligation Clearance Records 3 yrs. After clearance provided applicable audits have been released.
11a GS5 Financial Reports: Monthly 3 fiscal yrs. Provided applicable audits have been released.
13a GS5 Food Service Records 3 fiscal yrs. Provided applicable audits have been released.
61a GS5 General Equivalency Diploma (GED) Records 3 fiscal yrs. Provided applicable audits have been released.
62a GS5 Grade Records: Data Input Forms 1 semester After posted to Student Record.
63a GS5 Grant Files: Funded 3 yrs. After completion of grant provided applicable audits have been released.
64a GS5 Grant Files: GEPA-Related 5 yrs. After completion of grant provided applicable audits have been released.
109a GS1-sl Grant Files: Grantor Agency 5 fiscal yrs. After completion of project provided applicable audits have been released. Contact FSA after min. retention is met.
348a GS1-sl Grant Files: Recipient 5 fiscal yrs. After completion of project provided applicable audits have been released.
110a GS1-sl Grievance Files 3 fiscal yrs. After settlement provided applicable audits have been released.
350a GS1-sl Health Records: Blood Borne Pathogen/Asbestos/Exposure 30 yrs. After termination, retirement or separation from employment
65a GS5 Higher Education General Information Surveys 5 yrs. After final report provided applicable audits have been released.
66a GS5 Identification Records: Fee Paid 3 fiscal yrs. Provided applicable audits have been released.
67a GS5 Identification Records: No Fee Paid   Retain until obsolete, superseded or administrative value is lost.
241a GS1-sl Incident Reports 4 yrs. 4 years from date of incident
023a GS1-sl Information Request Records 1 fiscal yr. Provided applicable audits have been released.
188a GS1-sl Injury Records 5 yrs. After completion or termination of contract provided applicable audits have been released.
14a GS5 In-Service Education Records 3 fiscal yrs. Provided applicable audits have been released.
193as GS1-sl Inspection Records: Fire/Security/Safety 4 yr. After inspection provided applicable audits have been released.
219a GS1-sl Inspection Reports: Fire Extinguisher 1 yrs. 1 year or life of equipment, whichever is sooner.
68a GS5 Instructor Evaluations 1 semester After submitted.
111a GS1-sl Insurance Records: Agency 5 fiscal yrs. After final disposition of claim or expiration of policy provided applicable audits have been released.
69a GS5 Intern Supervisor Participation Certificates 6 fiscal yrs. After issued.
040a GS1-sl Inventory: Agency Property 3 fiscal yrs. Provided applicable audits have been released.
70a GS5 Leave Index Records: Terminated (10 years or More Service) 25 yrs. After separation or termination of employment.
71a GS5 Leave Index Records: Terminated (less than 10 years service) 5 cal. yrs. After termination.
119a GS1-sl Legislation Records   Retain until obsolete, superseded or administrative value is lost. Contact FSA after min. retention is met.
221as GS1-sl Licenses: Occupational 1 cal. yr. After expiration provided applicable audits have been released.
027a GS1-sl Litigation Case Files 5 yrs. After case closed or appeal process expired provided applicable audits have been released.
47a GS1-sl Mail: Registered and Certified 1 fiscal yrs.  
001a GS1-sl Mail: Undeliverable/Returned 1 yr. After returned undeliverable.
029a GS1-sl Mailing Lists   Retain until obsolete, superseded or administrative value is lost.
030a GS1-sl Management Surveys/Studies: Internal  1 cal. yr. After final data or report released.
212a GS1-sl Medical Records 5 cal. yrs.  
169a GS1-sl Minority Business Certification Case Files 3 fisc. yrs. Provided applicable audits have been released.
032a GS1-sl Minutes: Official Meetings Perm. Maintain for 5 years, then contact FSA for archival review.
123a GS1-sl Minutes: Official Meetings (Supporting Documents) 2 fiscal yrs. Provided applicable audits have been released.
033a GS1-sl Minutes: Other Meetings 1 yr. Contact FSA after min. retention is met.
004a GS1-sl Minutes:Official Meetings (Preliminary/Audio Recordings) 2 anni. After adoption of officialminutes or certificstion of transcript.
32a GS1-sl Minuts: Official Meetings Permanent.  
034a GS1-sl News Releases 90 days Contact FSA after min. retention is met.
124a GS1-sl Operational and Statistical Reports Records: Office   Retain until obsolete, superseded or administration value is lost.
026a GS1-sl Opinions: Legal Perm. Maintain for 5 years, then contact FSA for archival review.
125a GS1-sl Opinions: Legal (Supporting Documents) 3 fiscal Yrs. provided applicable audits have been released.
126a GS1-sl Organization Charts   Retain until obsolete, superseded or administrative value is lost.
127a GS1-sl Parking Decal/Permit Records 2 fiscal yrs. Provided applicable audits have been released.
74a GS5 Parking Tickets 180 days After ticket.
80a GS4 Patient Medical Record 7 yrs. After last entry. These records may have archival value.
035a GS1-sl Payroll Records : Posted 5 fiscal yrs. Provided applicable audits have been released. 
129a GS1-sl Payroll Records: Deduction Authorizations 5 fiscal yrs. After final action provided applicable audits have been released.
183a GS1-sl Payroll Records: Ledgers/Trial Balance Reports 5 fiscal yrs. Provided applicable audits have been released.
195a GS1-sl Payroll Records: Supporting Documents  3 yrs. Provided Applicable audits have been released.
359a GS1-sl Pencion Records: Retirees 3 fiscal yrs. After final payment provided applicable audits have been released.
358a GS1-sl Pension Records: Plan/Fund 5 fiscal yrs. Provided applicable audits have been released.
75a GS5 Permits: Mail Service 1 yr. After expiration.
019a GS1-sl Personnel Records (within FRS) 25 yrs. After separation or termination of employment.
76a GS5 Personnel Records: Activity Report 3 fiscal yrs. Provided applicable audits have been released.
77a GS5 Personnel Records: Evaluation Academic/Professional/Faculty 5 yrs. After termination of employment
066a GS1-sl Personnel Records: OPS/Volunteer/Intern/Temporary Employment   3 fiscal yrs. After termination or termination of employment provided applicable audits have been released.
378a GS1-sl Personnel Records: Supplemental Documentation  5 fiscal yrs. Provided applicable audits have been released.
202a GS1-sl Petty Cash Documentation Records 5 fiscal yrs. Provided applicable audits have been released.
78a GS5 Physical Plant Statistical Reports 5 fiscal yrs. After superseded by new report provided applicable audits have been released.
19a GS5 Plant Security Reports 5 fiscal yrs. After final disposition provided applicable audits have been released.
20a GS5 Plant Survey Reports 5 fiscal yrs. After superseded by new report provided applicable audits have been released.
038a GS1-sl Position Description Records 2 yrs. After superseded provided applicable audits have been released.
133a GS1-sl Postage/Shipping  Records 3 fiscal yrs. Provided applicable audits have been released.
21a GS5 Private Loan and Scholarship Records 5 fiscal yrs. After paid or declared non-collectable provided applicable audits have been released.
22a GS5 Procedures: Manuals   Retain until obsolete, superseded or administrative value is lost.
136a GS1-sl Project Files: Capital Improvement 15 fiscal yrs. After completion of project provided applicable audits have been released.
137a GS1-sl Project Files: Federal 5 fiscal yrs. After completion of project provided applicable audits have been released.
138a GS1-sl Project Files: Non-Capital Improvement 5 fiscal yrs. After completion of project provided applicable audits have been released.
79a GS5 Project Files: Priority Reports 3 fiscal yrs. Provided applicable audits have been released.
23a GS5 Project Files: Program Development 3 fiscal yrs. After project’s completion provided applicable audits have been released.
24a GS5 Project Files: Real Property Leases 15 yrs. After completion or termination of contracts provided applicable audits have been released.
80a GS5 Promotion and Tenure Records: Denied 5 yrs.  
81a GS5 Promotion and Tenure Records: Granted 25 yrs. After termination of employment.
139a GS1-sl Promotion/Transfer Records 2 yrs. After selection is finalized or confirmed.
222a GS1-sl Property Control Records   Retain until the next physical inventory is completed and resolved, after the equipment leaves service.
041a GS1-sl Property Transfer Forms 1 fiscal yr. Provided applicable audits & a physical inventory have been released.
128a GS1-sl Public Information Files 90 days Contact FSA after min. retention is met.
238as GS1-sl Public Program/Event Records 5 fiscal yrs. After completion of contract provided applicable audits have been released.
042a GS1-sl Purchasing Records 5 fiscal yrs. Provided applicable audits have been released.
172a GS1-sl Real Property Records: Property Acquired 3 fiscal yrs. After final 
25a GS5 Real Property: Acquisitions/Condemnation/Disposal Records Perm. Permanent.
365a GS1-sl Receipt/Revenue Records: Detail 5 fiscal yrs. Provided applicable audits have been released.
366a GS1-sl Receipts/Revenue Records: Summary 10 fiscal  yrs. Provided applicable audits have been released.
045a GS1-sl Records Disposition Documentation Perm. Permanent.
322a GS1-sl Records Management Compliance Statements 1 fiscal yr.  
068as GS1-sl Records Retention Schedules: Agency Specific Perm. Maintain for 5 years, then contact FSA for archival review.
26a GS5 Refund Records 3 fiscal yrs. Provided applicable audits have been released.
296a GS1-sl Registration Records Ivents 5 fisc. yrs. Provided applicable audits have been released.
27a GS5 Registrations: Student 3 fiscal yrs. Provided applicable audits have been released.
143a GS1-sl Resolutions: Supporting Documents 3 yrs. After date of resolution.
82a GS5 Safety-to-life Inspection Records 3 fiscal yrs. Provided applicable audits have been released.
049a GS1-sl Salary Comparison Reports 1 fiscal yr. Provided applicable audits have been released. Contact FSA after min. retention is met.
240a GS1-sl Salary Schedules 10 fiscal yrs. Contact FSA after min. retention is met.
83a GS5 Scholarship/Loan Records 5 fiscal yrs. After paid.
300a GS1-sl Signature Authorization records 1 fiscal yr. After obsolete or superseded.
144a GS1-sl Social Security Controlled Summary Records 4 cal. yrs. After due date of tax provided applicable audits have been released.
371a GS1-sl Staff Administration Records   After obsolete or superseded.
84a GS5 State Student Assessment Records: Test Results/Reports 3 fiscal yrs. Provided applicable audits have been released.
86a GS5 Student Advisement Records: Graduate 1 yr. After graduation, transfer or withdrawal.
87a GS5 Student Advisement Records: Withdrawal 3 yrs. After transfer or withdrawal.
88a GS5 Student Appeal Records 3 yrs. After final appeal, provided posted to permanent record provided applicable audits have been released.
28a GS5 Student Counseling Records: Graduate 1 yr. After graduation, transfer or withdrawal.
29a GS5 Student Counseling Records: Withdrawal 3 yrs. After transfer or withdrawal.
89a GS5 Student Education Records: Supporting Documents 5 yrs. After graduation, transfer, or withdrawal provided applicable audits have been released.
90a GS5 Student Employment Records 3 fiscal yrs. After termination of employment provided applicable audits have been released.
91a GS5 Student Transcripts Perm. Permanent.
302a GS1-sl Surveillance Recording 30 days Then erase & reuse provided any necessary images are saved.
33a GS5 Suspension Records 3 yrs.  
92a GS5 Tax Shelter Annuities 3 fiscal yrs. Provided applicable audits have been released.
028a GS1-sl Telephone Call Records 1 fiscal yr. Provided applicable audits have been released.
93a GS5 Tickets (Sold) Reports 3 fiscal yrs. Provided applicable audits have been released.
147a GS1-sl Training Material Records   Retain until obsolete, superseded or administrative value is lost. Contact FSA after min. retention is met.
148as GS1-sl Training Records 3 yrs. After completion of training.
146a GS1-sl Transitory Messages   Retain until obsolete, superseded or administrative value is lost.
052a GS1-sl Travel Records 5 fiscal yrs. Provided applicable audits have been released.
257as GS1-sl Unclaimed Property Records 5 yrs. After the property becomes reportable.
149a GS1-sl Unemployment Compensation Records 3 fiscal yrs. Provided applicable audits have been released.
078a GS1-sl Vehicle Accident Reports 4 fiscal yrs. Provided applicable audits have been released.
154a GS1-sl Vehicle Records 1 yr. After disposition of vehicle provided applicable audits have been released.
097a GS1-sl Vendor Files 3 fiscal yrs. Provided applicable audits have been released.
94a GS5 Veterans Records: Educational Assistance 3 fiscal yrs. Provided applicable audits have been released.
054a GS1-sl Visitor Logs 30 days  
156a GS1-sl Vouchers: Federal Project Paid 5 fiscal yrs. After completion or termination of project provided applicable audits have been released.
35a GS5 Withdrawal Records 5 yrs. After transfer or withdrawal.
141a GS1-sl Work Orders 3 fiscal yrs. Provided applicable audits have been released.
289a GS1-sl Work Schedules 1 fiscal yr. Provided applicable audits have been released.
055a GS1-sl Workers' Compensation & Injury Report Records 5 cal. yrs.  
If you have any questions concerning Records Management, contact, Lora Stern  lstern@fau.edu (561)297-3113. Send general comments or questions to Stacey Semmel, ssemmel@fau.edu.


 Last Modified 11/8/16