Prairie View A&M University

Record Retention Schedule:

The Retention Schedule is a document that lists the most common records series and specifies how long these records must be maintained by the institution before they can be destroyed or preserved in the archives.

Individual record series have unique record series item numbers and a general record series title. The retention period is expressed in years.

The Record Retention Schedule is one of the most useful tools for records management.

Use the following links to the Record Retention Schedule to find out how long a record should be maintained, where and in what medium it should be stored and the in what method the record should be disposed of.

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2008 Record Retention Schedule

Administration Records:
Section 1.1 - General Section 1.2 - Records Management Section 1.3 - Publications Section 1.4 - Academic Administration Records
Electronic Data Processing Records:
Section 2.1 - Automated Applications Section 2.2 - Computing Operations and Technical Support
Personnel Records:
Section 3.1 - Employee Records Section 3.2 - Payroll Section 3.3 - Personnel Administration Section 3.4 - Time and Leave Record
Fiscal Records:
Section 4.1 - Worksheets, Detail Information on F Event or Transaction Section 4.2 - Documents of Original Entry Section 4.3 - Journals or Registers Section 4.4 - Ledgers Section 4.5 - Reports Section 4.6 - Documents Showing Compliance with System Internal Control Section 4.7 - Other Fiscal Records
Support Services Records:
Section 5.1 - General Section 5.2 - Facility Management Records Section 5.3 - Purchasing Section 5.4 - Risk Management Section 5.5 - Telecommunications Section 5.6 - Vehicles Section 5.7 - Campus Security, Traffic and Parking Section 5.8 - Real Estate
Student Records:
Section 6.1 - Admissions Data/Documents Section 6.2 - Registration and Records Data/Documents Section 6.3 - Certification Data/Documents Section 6.4 - Publications, Statistics, Institutional Reports Section 6.5 - Family Educational Rights and Privacy Act Data/Documents Section 6.6 - Other Student-Related Record
Agency Program Records:
Section 7.1 - Research and Development Records Section 7.2 - Dental Records