| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Accreditation Records | Provost Office | Permanent | ||
| 2 | Program & Policy Development Records | Chief of Staff | 3 years after final action, then transfer permanently | GRS-1717 | Policies, programs, procedures establishment/revisions |
| 3 | Board Meeting Recordings | Chief of Staff | 3 years after approval of minutes, then destroy | GRS-1712 | |
| 4 | Board Meeting Minutes & Materials | Chief of Staff | Retain permanently, may transfer to archives | GRS-1709 | |
| 5 | Executive Internal Committee Records | Chief of Staff | Retain permanently, transfer to archives | GRS-1726 | |
| 6 | Institutional Planning Documents | VP of Finance & Administrative Services | 7 years | ||
| 7 | Executive Records | Chief of Staff | 5 years after separation, then transfer permanently | GRS-1758 | President, VPs, Trustees decision-making records |
| 8 | Legal / Audit / Compliance Hold | VP of Finance & Administrative Services | Preserve until hold released | GRAMA & case law | Litigation, audit, or GRAMA request records |
| 9 | Closed Meeting Records | Chief of Staff | Retain permanently, may transfer to archives | GRS-1710 |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Student Transcript Records | Registrar's Office | Permanent | ||
| 2 | Grade Sheets | Registrar's Office | 5 years, then destroy | ||
| 3 | Course Syllabi | Provost's Office | 7 years, then destroy | ||
| 4 | Program Reviews | Provost's Office | 10 years, then destroy |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Audited Financial Statements | Controller's Office | 4 years, then destroy | GRS-1857 | |
| 2 | General Ledger Records | Controller's Office | 10 years, then destroy | GRS-1316 | Journal entries, general ledger records |
| 3 | Purchase Orders/AP Files | Purchasing Office | 7 years, then destroy | ||
| 4 | Contracts & Agreements | Purchasing Office | 7 years after expiration, then destroy | ||
| 5 | Grant Files | Controller's Office | 7 years after closeout or per federal requirement, then destroy | ||
| 6 | Accounts Receivable/Accounts Payable | Controller's Office | 4 years, then destroy | GRS-106,1854 | |
| 7 | Budget Records | Budget Office | 5 years, then destroy | GRS-1856 | |
| 8 | Bond, notes, and interest payments | Controller's Office | 3 years, then destroy | GRS-1801 | |
| 9 | Bank Daily Reports | Controller's Office | 1 year, then destroy | GRS-1797 | |
| 10 | Audit Records | Controller's Office | 10 years, then destroy | GRS-1727 | |
| 11 | Investment Records and Reports | Controller's Office | 5 years, then destroy | GRS-16581 | |
| 12 | Fixed Asset Records | Controller's Office | 10 years after disposition of asset, then destroy | GRS-73 | |
| 13 | Inventory Records | Controller's Office | 1 year, then destroy | GRS-1360 |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Employee Personnel Files | Human Resources | 65 years after date of hire, retain for 3 years after retirement, then destroy | ||
| 2 | Investigation files | Human Resources | 7 years from close, then destroy | ||
| 3 | Employee Health/Medical Files | Human Resources | 7 years, then destroy | ||
| 4 | Payroll Records | Payroll Office | 7 years, then destroy | ||
| 5 | Time Shets | Payroll Office | 3 years, then destroy | ||
| 6 | Recruitment Records | Human Resources | 2 years, then destroy |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Admissions (Enrolled Students) | Admission's Office | 5 years, then destroy | ||
| 2 | Admissions (Not Enrolled) | Admission's Office | 1 year, then destroy | ||
| 3 | Financial Aid Records | Financial Aid Office | 7 years after award year, then destroy | ||
| 4 | Student Conduct Records | Dean of Students | 7 years, serious violations permanent |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | IT: System Admin & Config Records | Information Technology | 3 years, then destroy | GRS-1749 | Server setup, infrastructure documentation, software licensing |
| 2 | IT: Incident & Security Reports | Information Technology | 7 years, then destroy | GRS-1748 | Data breaches, outages, cybersecurity incidents |
| 3 | IT: Change Mgmt & Project Records | Information Technology | 5 years, then destroy or transfer if significant | GRS-1747 | Project approvals, major upgrades, IT planning |
| 4 | IT: Routine Support Requests | Information Technology | 1 year, then destroy | GRS-1759 (Transitory) | Helpdesk tickets, troubleshooting communications |
| 5 | Hardware/Software Inventory | Information Technology | Life of asset plus 3 years, then destroy |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Building Plans/Archetectural Drawings | Facilities | Permanent | ||
| 2 | Work Orders | Facilities | 3 years, then destroy | ||
| 3 | Safety & OSHA Records | Facilities | 5 years, then destroy | ||
| 4 | Facilities: Safety & Compliance | Facilities | 7 years, then destroy | Utah safety/compliance schedules | Fire code, ADA, inspections, environmental health |
| 5 | Facilities: Room Use & Capacity Changes | Institutional Research | 3 years, then destroy (unless tied to permanent planning) | GRS-1986 | Classroom assignments, reclassification, occupancy limits |
| 6 | Facilities: Space Planning & Utilization | VP of Finance & Administrative Services | 7 years, then review for archives | GRS-1994 | Renovations, long-term space use/capacity planning |
| Index | Record Type | Responsible Department | Retention | Authority | Notes |
|---|---|---|---|---|---|
| 1 | Donor Records | Advancement | Permanent | ||
| 2 | Gift Agreements | Advancement | Permanent |
