The record retention schedule at Michigan Technological University provides a standard for maintaining necessary records as required by applicable state and federal law, and to the extent necessary for operational purposes. The retention periods listed on this schedule should be considered the minimum time for which a paper record must be held.
This schedule is not all-inclusive. It is a guide to assist departments when making record disposal decisions. Reviews of the changes in federal and state laws pertaining to record retention is the responsibility of individual departments.
Record Retention Schedule
Equal Opportunity Compliance and Title IX | Alumni Records | Campus Crime Reports | Compliance Record and Environment Law | Counseling Services | Financial and Tax Records | Gift Records | Institutional Board Records-Permanent | Personnel and Employment Records | Publications | Research Grant and Contract Records | Enrolled Student Records
Alumni Records
Biographical records - permanent
Cash and non-cash gift records - 4 years
Tax return form 990 - 3 years from return date
Campus Crime Reports - 3 years
Compliance Records and Environment Law
Injury reports/Occupational injury and illness log and summary - 30 years or duration of employment
Medical records required under Michigan Blood borne Infectious diseases standard - 30 years or duration of employment
Medical records related to occupational illness and injuries - 30 years or duration of employment
Medical records required by MIOSHA respirator standards - 30 years
Medical records related to occupational illness and injuries - 30 years or duration of employment plus 20 years, whichever is longer
Exposure records related to hazardous materials or chemicals other than those listed above - 30 years from the accident date
Employee safety, health and environmental training documentation - 3 years
Hazardous waste determination and manifest - 3 years from generation and shipment for disposal
Counseling Services
Student records - 7 years
- Student Intake Form
- Information Sheet
- Intake Record
- Progress notes
- Tracking Form
- Nurse Referral Form
- Nurse Initial Assessment
- Nurse Progress Note Update Forms
- Release of Information Forms
- Testing Records
Financial records - 4 years
Financial and Tax Records
See State of Michigan approved Records and Retention and Disposal Schedule, found here: https://www.admin.mtu.edu/acct/pdf/Acct_Disposal_Schedule.pdf
Gift Records
Donor documentation - seven years after expenditure of the gift or donation
Equal Opportunity Compliance and Title IX Office
Affirmative Action Record Form - 3 years
Equal Employment Opportunity Disclosure Form - permanent
American Disabilities Act Request Form - permanent
Institutional Board Records - permanent
Policy Statements - 10 years
Patent and Trademark records - 6 years
Personnel and Employment Records
Employment applications; pre-employment records - 3 years
Employee personnel records - permanent
Payroll time sheets - As noted in the Payroll Services Standard Practice Guide
Student status forms - 3 years
Publications
Production records 5 years
Research Grant and Contract Records - 7 years
Enrolled Student Records
Application for admission records - 10 years from date of attendance
Advanced Placement records - 10 years
Loan Files - 3 years from paid or cancellation date
Transfer credit evaluation - 10 years
Degree evaluation for enrolled students - 5 years
Personal data information forms - 2 semesters
International student forms (I-20) - 1 year
Expulsion, suspension, or revocation of degree information - permanent
Financial Aid records - 5 years
Career placement records - 10 years
Statistical data and Institutional reports - permanent
Graduate student records:
- Application for admission - 5 years
- Degree audit records - permanent