The retention of records is governed by the Oklahoma Archives and Records Commission, which has established a records retention and destruction policy. The following is a brief summation of a 100-page policy. This should be used in ordinary circumstances. It does not supersede federal or state statute or regulation, or audit or financial requirements. For questions about records not mentioned below, or if you need further information, contact the Office of Legal Counsel at 974-3377.
FACULTY:
13-22 Completed tests, exams, and papers (if not returned to students): keep until expiration of academic appeals period.
13-30Class rolls and grade sheets: keep 5 years then destroy if no complaints have been filed.
13-35Grade book: If not kept in D2L or other electronic means, keep 5 years if no appeal taken.
ACADEMIC DEPARTMENTS:
4-5Course syllabus: keep 1 year after end of course, then destroy.
4-6Newcourse proposals: Keep 1 year.
4-8Curriculum files: keep files concerning development of curriculum for 2 years after the record is superseded or obsolete.
9-17Search Committee files (notes and other materials not available on line): keep 2 years after record was made if no charge of discrimination has been made.
9-22Tenure and promotion: Materials not submitted to Dean or Academic Affairs retained 5 years if no legal action pending.
13-32Practicum and Internship Agreements: Department should keep and place in individual Student Records file.
OTHER RECORDS:
1-5Correspondence, memos, and announcements of all offices and tasks forces, and conferences on and off campus: Retain 5 years, review, scan. Destroy originals.
1-8/13Committee Files & minutes: Retain 5 years, review, scan. Destroy originals.
1-9Policies and Procedures: Retain scanned copy permanently.
1-10Reports: Reports created by your office should be retained 5 years, scanned, and destroyed if no longer used.
1-12/13 Staff meeting files and minutes: Retain 5 years, scan, then destroy.
1-18Publications/Speeches file: Publications and transcripts of all speeches of President, VPs, other staff should be kept 2 years, scanned, and destroyed.
1-64Waivers and releases of liability: Retain 1 year if no legal action is filed; 2 years after exhaustion of all legal remedies if legal action is filed.
5-17Warranties for equipment purchased: Retain in office until equipment is surplused or no longer used if no legal action is filed.
9-16Leave requests: Keep the form in the office 3 years.
9-17Recruitment and Search Committee files: Records regarding the successful candidate sent to HR file. All other records retained 2 years, if no discrimination complaint has been filed.
All other records should be retained until the appropriate disposition is determined by Legal.
100 N. University Drive, Edmond, Oklahoma 73034 Phone: (405) 974-3377 Fax: (405) 974-3807