Specialized Retention Schedules
Specialized retention schedules are designed for record types that are unique to a particular university unit. An example is Media Relations’ academic personnel biographical files.
Schedule Number: 105.98
Schedule Approved Date: General
Title: Fiscal Records—Controller’s Office Record
Disposition: FY + 6 years
Disposition Description: Maintain in office one year past the end fiscal year or until audit is complete, then send files to the archives for the remaining 5 years.
Functional Category: Fiscal
Description: These records are the unique, original financial records retained by the Controller’s Office, including Kuali Financial System, and constitute the official University record.
Offices: Controller’s Office
Schedule Number: 126.98
Schedule Approved Date: Special
Title: Academic Personnel Biographical Files
Disposition: Permanent
Disposition Description: Hold in office for three years, then transfer to archives for permanent retention.
Functional Category: Personnel
Description: These files hold information about academic personnel suitable for release to the media. Includes information about publications, achievements, and honors. May contain photographs.
Offices: (Academic) Human Resources
Schedule Number: 137.98
Schedule Approved Date: Special
Title: University Catalog, Course Descriptions, Enrollment Highlights
Disposition: Permanent
Disposition Description: The Registrar will provide the archives with copies once they are produced. These documents will be retained permanently by the Archives.
Functional Category: Academic
Description: These are official publications documenting MSU academic programs and enrollment statistics.
Offices: Registrar's Office
Schedule Number: 137.99
Schedule Approved Date: Special
Title: Transcripts – Permanent Academic Record
Disposition: Permanent
Disposition Description: These records will be maintained by the Registrar’s Office. Functional Category: Academic
Description: These are official student records and represent the core academic achievement of MSU students.
Offices: Registrar's Office
Schedule Number: 139.99
Schedule Approved Date: Special
Title: MSU Construction Contract Records
Disposition: Permanent
Disposition Description: These records will be transferred to the Archives upon completion of the contract.
Functional Category: Administrative
Description: These are construction contracts and supporting documentation for development of MSU properties.
Offices: Contracts & Grants- MSU Construction Contracts Office
Schedule Number: 143.08
Schedule Approved Date: Special
Title: Semester Effort Reports
Disposition: 15 years (Effective 04-2008)
Disposition Description: These records will be transferred to the Archives when they are no longer active.
Functional Category: Administrative
Description: Semester Effort Reports (SER) are documents generated in association with federal and state contracts and grants. These reports are used for audit purposes.
Offices: MSU Contracts & Grants Office ONLY
