General Record Category Type of Record Retention Period OAR #
Author's and Artist's Contracts and Agreements Records Terms and Conditions (university) Permanent 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Provisions (university) Permanent 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Amendments (university) Permanent 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Exhibits and addenda (university) Permanent 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Authorizing signatures (university) Permanent 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Terms and Conditions (all other) 6 years 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Provisions (all other) 6 years 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Amendments (all other) 6 years 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Exhibits and addenda (all other) 6 years 166-475-0020(1)
Author's and Artist's Contracts and Agreements Records Authorizing signatures (all other) 6 years 166-475-0020(1)
Competitive Bid Records - Awarded Contracts Requests for proposals, bids, and information 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Bid and quote lists 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Notices of bid opening and award 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Comparison summaries 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Spreadsheets 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Tabulation worksheets 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Bid advertising records 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Talley sheets 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Bid specifications 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Competitive Bid Records - Awarded Contracts Vendor correspondence 6 years for successful bids; 3 years for unsuccessful bids 166-475-0020(2)
Contracts and Agreement Records Official contract, lease, or agreement, amendments, exhibits, addenda, legal records, contract review records, and related documentation and correspondence. Records do not include property records. 10 years after substantial completion; 6 years after expiration. 166-475-0020(3)
Defense Base Act (DBA) Records Liability claims against the institution that are both open and completed 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Legal files with affidavits 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Accident reports 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Estimates for repairs 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Police reports 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Suit status reports 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Disbursement records 10 years after all claims are settled 166-475-0020(4)
Defense Base Act (DBA) Records Settlements and related correspondence 10 years after all claims are settled 166-475-0020(4)
Hold Harmless, Liability Waiver, and Release Records Hold harmless, waiver, and release forms, related documentation, and correspondence 6 years after the end of the event or activity for which the waiver was signed. 166-475-0020(5)
Insurance Fund Claims Records Auto/Liability/Property claim reports 5 years after claim paid or denied 166-475-0020(6)
Insurance Fund Claims Records Estimates of repairs 5 years after claim paid or denied 166-475-0020(6)
Insurance Fund Claims Records Accident reports 5 years after claim paid or denied 166-475-0020(6)
Insurance Fund Claims Records Police reports 5 years after claim paid or denied 166-475-0020(6)
Insurance Fund Claims Records Correspondence 5 years after claim paid or denied 166-475-0020(6)
Insurance Policy Records Copies of insurance policies, riders and endorsements (Liability, motor vehicle, special event and employee group insurance policies) 10 years after policy expiration, 5 years for state motor vehicle insurance, non-employee medical, and bonds policies, 2 years for fire, theft, or extended coverage policies, 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires 166-475-0020(7)
Insurance Policy Records Records of payment (Liability, motor vehicle, special event and employee group insurance policies) 10 years after policy expiration, 5 years for state motor vehicle insurance, non-employee medical, and bonds policies, 2 years for fire, theft, or extended coverage policies, 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires 166-475-0020(7)
Insurance Policy Records Related Documentation and Correspondence (Liability, motor vehicle, special event and employee group insurance policies) 10 years after policy expiration, 5 years for state motor vehicle insurance, non-employee medical, and bonds policies, 2 years for fire, theft, or extended coverage policies, 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires 166-475-0020(7)
Insurance Policy Records Copies of insurance policies, riders and endorsements (State motor vehicle insurance, non-employee medical and bonds policies) 10 years after policy expiration, 5 years for state motor vehicle insurance, non-employee medical, and bonds policies, 2 years for fire, theft, or extended coverage policies, 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires 166-475-0020(7)
Insurance Policy Records Records of payment (State motor vehicle insurance, non-employee medical and bonds policies) 10 years after policy expiration, 5 years for state motor vehicle insurance, non-employee medical, and bonds policies, 2 years for fire, theft, or extended coverage policies, 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires 166-475-0020(7)
Insurance Policy Records Related Documentation and Correspondence (State motor vehicle insurance, non-employee medical and bonds policies) 10 years after policy expiration, 5 years for state motor vehicle insurance, non-employee medical, and bonds policies, 2 years for fire, theft, or extended coverage policies, 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires 166-475-0020(7)
Intramural Sports Waivers Records Documents of legal and medically informed status of students, faculty, and staff participating in intramural sports activities 3 years after the conclusion of the intramural sports season 166-475-0020(8)
Real Property Records Purchase agreements 6 years after property is sold 166-475-0020(9)
Real Property Records Title abstracts 6 years after property is sold 166-475-0020(9)
Real Property Records Easement details 6 years after property is sold 166-475-0020(9)
Real Property Records Public hearing notices and minutes 6 years after property is sold 166-475-0020(9)
Real Property Records County recorder's plat descriptions 6 years after property is sold 166-475-0020(9)
Real Property Records Memoranda of understanding 6 years after property is sold 166-475-0020(9)
Real Property Records Earnest money receipts 6 years after property is sold 166-475-0020(9)
Real Property Records Sales agreements 6 years after property is sold 166-475-0020(9)
Real Property Records Property deeds 6 years after property is sold 166-475-0020(9)
Real Property Records Working papers 6 years after property is sold 166-475-0020(9)
Real Property Records Related documentation and correspondence 6 years after property is sold 166-475-0020(9)
Student Housing Contracts Appeals Records Students' appeals stating their reason for seeking modification of contract terms 2 years after resolution 166-475-0020(10)
Student Housing Contracts Appeals Records Decisions from the director of housing, including instructions for further appeal if students have additional relevant information and desire to proceed 2 years after resolution 166-475-0020(10)
Student Housing Contracts Appeals Records Related Documentation and Correspondence 2 years after resolution 166-475-0020(10)
Student Housing Contracts Records Residence hall/cooperative house/student family housing applications and contracts 6 years after expiration of contract 166-475-0020(11)
Student Housing Contracts Records Proof of admission records 6 years after expiration of contract 166-475-0020(11)
Student Housing Contracts Records Related Documentation and Correspondence 6 years after expiration of contract 166-475-0020(11)
Trademarks Licensing Records Names and addresses of approved licenses 6 years after expiration of licensing agreement 166-475-0020(12)
Trademarks Licensing Records Annual gross dollar sales of Institutionally trademarked items 6 years after expiration of licensing agreement 166-475-0020(12)
Trademarks Licensing Records Invoices showing royalties paid to the institution for use of the trademarks 6 years after expiration of licensing agreement 166-475-0020(12)
Trademarks Licensing Records Licensing agreements 6 years after expiration of licensing agreement 166-475-0020(12)
Trademarks Licensing Records Samples of the requesting licensees' art work 6 years after expiration of licensing agreement 166-475-0020(12)
Trademarks Licensing Records Related Documentation and Correspondence 6 years after expiration of licensing agreement 166-475-0020(12)