This General Schedule is applicable to the Administrative records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

(1) Administrative Reports
(2) Administrative Rules Records
(3) Advisory Board Records
(4) Agency Relations Records
(5) Association and Organization Advisory Records
(6) Attorney General Opinions
(7) Audit Records
(8) Awards Records
(9) Committee Records
(10) Cooperative Program Records
(11) Correspondence, Administrative
(12) Correspondence, Executive
(13) Correspondence, Ephemeral
(14) Correspondence, General
(15) Crisis or Disaster Records
(16) Daily Broadcast Logs
(17) Daily Logs
(18) Data Input Forms
(19) Election Records
(20) Emergency Board Request Records
(21) Faculty Senate Records
(22) Gifts Records
(23) Grievance Records
(24) Institutional Accreditation Records
(25) Institutional Addresses and Statements Records
(26) Institutional Cooperation and Relations Records
(27) Institutional Planning Records
(28) Institutional Survey and Reporting Records (HEGIS and IPEDS):
(29) Lectures and Lecture Series Records
(30) Legal Case Records
(31) Legislative Relations Records
(32) Lobbyist Records
(33) Notary Public Records
(34) OUS and OSBHE Relations Records
(35) Policies and Procedures Records
(36) Professional Accreditation Records
(37) Professional Membership Records
(38) Radio and Television License Records
(39) Signature Authorizations
(40) Special Activity Records
(41) Special Event Records
(42) Staff Meeting Records
(43) Vehicle Use Authorization and Request Records
(44) Visiting Scholar Program Records

(1) Administrative Reports
This series documents the annual activity of the institution and its subdivisions. This disposition includes reports prepared for OUS by the president of the institution. Final annual reports may be printed and bound or they may be less formal unpublished documents prepared for limited distribution. Report sections may include but are not limited to: administrative activities; goals and objectives achieved; fiscal status; project work performed; personnel activity and accomplishments; facility changes; and related sections. This series may include but is not limited to periodic statistical reports; summarized statistical reports; copies of reports from other units; other working papers; final annual reports; and related documentation and correspondence.

Record Copy: Creating units
Retention: Permanent for final annual reports and periodic and summary statistical reports not reflected in the final annual report; until superseded or obsolete for all other records
Annually transfer one copy of the annual report and copies of periodic and summary statistical reports not reflected in the final annual report to the custody of the University Archives.

Other copies: Receiving Units
Retention: Until superseded or obsolete

NOTE: Reports produced only in electronic form should printed out on high quality white paper by the creating unit and sent to the University Archives.

(2) Administrative Rules Records

This series documents reviews of and changes to the institution's Administrative Rules, including routine three-year reviews as required by Oregon statute and the annual preparation and authorization of the institution's administrative fees. Records may include but are not limited to notices of rule making with hearing notices which are published in the Oregon Bulletin; documentation of rule change hearings which may include notes, transcriptions, summaries, and tapes; reports to initiators of changes regarding outcome; final rules; Reports of Action to the State Administrative Rule Section including Certificates and Orders for Filing Permanent Administrative Rules with the Secretary of State; Notices of Proposed Adoption including statements on statutory authority, need/principle, documents relied upon, and statement of fiscal impact; lists of proposed fee schedules; reviewers' comments; administrative review reports; meeting notes from the Secretary of State Legislative Council about OAR review meetings; check-off lists; text of old rule with strike outs and changes; indices to OAR revisions; Dept. of Justice memos; and related correspondence. The Oregon Secretary of State holds statewide record copy.

Record Copy: Legal Advisor, Business Affairs
Retention: 10 years after repeal of the rule

Other copies: Units
Retention: 2 years

(3) Advisory Board Records
This series documents the activities of boards and councils which function in an advisory capacity. Boards and councils may have as their charge highly specific or broad areas of concern and include members from outside the institution. This series may include but is not limited to: meeting minutes; agendas; reports; notes; working papers; audio recordings; transcriptions; and related documentation and correspondence.

Record Copy: Colleges & Units
Retention: Permanent for minutes, agendas, reports, and correspondence; 3 years for all other records
Transfer the record copy of all permanent records to the University Archives after 3 years.

(4) Agency Relations Records
This series documents the institutional interactions with local, state, national, and international government agencies, educational institutions, businesses and groups to gain their assistance with the development and coordination of institution research and instructional programs. This series may include but is not limited to: reports; copies of publications; minutes; background information; and related documentation and correspondence.

Record Copy: Colleges & units
Retention: 6 years

(5) Association and Organization Advisory Records
This series documents the relationship and participation of institution units in professional and educational associations and other organizations. The unit's role may be one of membership on the advisory or administrative board, participation in a task force or subcommittee, or one of membership in consortia. This series may include but is not limited to: promotional information; rules and regulations; reports; proposals and planning records; workshop and conference records; surveys and questionnaires; minutes; and related documentation and correspondence. This series does not include individual faculty or staff membership information.

Record Copy: Colleges & units
Retention: 3 years

NOTE: Office records of adjunct organizations may be transferred to the University Archives after 3 years for inclusion in the Manuscripts Collection.

(6) Attorney General Opinions
This series documents responses of the State Attorney General's Office to legal questions posed by the institution's legal advisor and administrative officers which may have an impact on the institution's operations and policy. This series may include but is not limited to: opinions and related documentation and correspondence. The State of Oregon Department of Justice (DOJ) holds statewide record copy.

Record Copy: Legal Advisor
Retention: 10 years

(7) Audit Records
This series documents the unit's response to internal OUS and independent management, operations, and fiscal audits. This series may include but is not limited to: audit reports; written responses showing how recommended changes will be implemented; and related documentation and correspondence.

Record Copy: Units
Retention: 20 years

NOTE: This disposition does not apply to audits of research grants performed on a routine basis by federal granting agencies.

(8) Awards Records
This series documents the process of selecting institutional faculty, staff, students and alumni to receive awards, fellowships, and scholarships based on merit or achievement. The series may include but is not limited to: applications; nomination letters; eligibility terms and selection criteria; recommendations; transcripts; letters of award notification or denial; letters accepting or declining awards; summary lists of winners; biographies; demonstration of need documentation; press releases; award history and information on funding sources; and related documentation and correspondence.

Record Copy: Administering units
Retention: Permanent for eligibility terms and selection criteria, award history and information on funding sources, award notifications, summary lists of winners, biographies of winners, and press releases; 1 year for all other records
Transfer the record copy of all permanent records to the University Archives after 3 years.

Other copies: Receiving units
Retention: 1 year

NOTE: Some duplicate fiscal records may be found in the OSU Foundation Office and Business Affairs.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(9) Committee Records
This series documents the activities of standing and ad hoc committees and councils made up of members from a variety of units. The committees are charged with formulating and recommending institutional policies and procedures, establishing standards and requirements, performing an advisory function, or reviewing petitions, appeals, and deviations from policy. Types of committees include administrative committees (those appointed by an administrator) and faculty senate committees (those created by the faculty senate's executive committee). They may function as steering committees, activities committees, standards committees, planning committees, academic committees, awards committees, councils, etc. Committees may be chaired by the director of a specific unit or rotate to different chairs on a regular basis. This series may include but is not limited to: agendas; meeting minutes; reports; notes; working papers; and related documentation and correspondence.

Record Copy: Institutional executive offices; Faculty Senate, Colleges & units
Retention: Record Copy - Permanent for agendas, minutes, reports, and correspondence; 10 years for all other records of Faculty Senate Committees; 2 years for all other records of other committees
Transfer the record copy of permanent records to the University Archives after 10 years.

Other copies: Committee members
Retention: 2 years

NOTE: The record copy holder may vary according to the committee and could be a department or other functional unit. It is recommended that committee members check with the appointing unit, such as the Faculty Senate Office, or the University Archives prior to disposing of other copies of committee records.

(10) Cooperative Program Records
This series documents the institution's participation in cooperative and shared educational or research programs. Such programs may share research facilities and resources or instructional programs such as programs permitting student matriculation at member institutions. This series may include but is not limited to: information on requirements and application procedures; applications and eligibility certificates; committee minutes; meeting agendas; working papers; memos of interpretation and understanding; fiscal records; and related documentation and correspondence.

Record Copy: Academic Affairs, Distance Education, Colleges
Retention: Permanent for information on requirements and application procedures, committee minutes, meeting agendas, and memos of interpretation and understanding; 6 years after expiration for all other records
Transfer the record copy of all permanent records to the University Archives after the end of the program.

(11) Correspondence, Administrative
Series documents communications received or sent which contain significant information about an institution's programs. Records include letters sent and received, memoranda, notes, enclosures, and attachments.

Record Copy: Units
Retention: 5 years

NOTE: See also (6) Correspondence, Fiscal in the Fiscal - Accounts Records section.

(12) Correspondence, Executive
This series documents significant events and the development of administrative structure, policies, and procedures of the office. It may also record the historical development of the office. Records may include: letters sent and received; notes; directives; acknowledgments; and memoranda. Correspondence may be intra-office, within OUS, and with non-OUS agencies, organizations, and individuals.

Record Copy: Creating unit
Retention: Permanent
Transfer the record copy to the University Archives after 5 years.

Other copies: Receiving units
Retention: 2 years

NOTE: See also (6) Correspondence, Fiscal in the Fiscal - Accounts Records section.

(13) Correspondence, Ephemeral
Series documents communications received or sent which do not contain significant information about an institution's programs (Correspondence, Administrative), fiscal status (Correspondence, Fiscal), or routine agency operations (Correspondence, General). Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.

Record Copy: Units
Retention: Until read

NOTE: See also (6) Correspondence, Fiscal in the Fiscal - Accounts Records section.

(14) Correspondence, General
Series documents communications received or sent which do not contain significant information about an institution's programs. Records include: letters sent and received; memoranda; notes; transmittals; acknowledgments; community affair notices; charity fund drive records; routine requests for information or publications; enclosures and attachments.

Record Copy: Units
Retention: 1 year

NOTE: See also (6) Correspondence, Fiscal in the Fiscal - Accounts Records section.

(15) Crisis or Disaster Records
This series documents the events and damages to institutional property due to storms, riots, fires, droughts, floods, and other events affecting citizens and facilities within the jurisdiction of the institution. This series may include but is not limited to: diaries; logs; reports; photographs; notes which indicate or document what happened, when, and where; and related documentation and correspondence.

Record Copy: News & Communication Services, Units
Retention: Permanent
Transfer records to the University Archives when no longer needed.

(16) Daily Broadcast Logs
Series documents daily broadcast activities of the institutional radio station or television channel. Records include: log sheets showing time signed on and off; any delays in broadcasting; engineer's name; announcer's name; and technical difficulties.

Record Copy: KBVR-FM & KBVR-TV
Retention: 2 years

(17) Daily Logs
This series documents the day-to-day activities of the office. This series may include but is not limited to: staff member's daily schedules; daily work logs; appointment information; and desk calendars.

Record Copy: Units
Retention: 1 year

NOTE: Records which document crises or special events should be transferred to the University Archives for additional appraisal.

(18) Data Input Forms
This series contains several types of paper forms that are used to create the same record in electronic form. This series may include: service requests, such as work orders and mailing orders; surveys; instructor evaluations; tests; and other forms. This series does not include accounting system input documents and listings.

Record Copy: Units
Retention: Until input and verified

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(19) Election Records
This series documents elections held by various faculty and staff organizations. This series may include but is not limited to: ballots; tabulations; and related documentation.

Record Copy: Organizations, Units
Retention: 4 months

(20) Emergency Board Request Records
Records document requests made to the Legislative Emergency Board for additional funds or authority to spend funds between legislative sessions. Records may include but are not limited to requests, schedules and agendas, exhibits, organizational charts, testimony summaries, fiscal analysis, legislative progress reports, revenue projections, reclassification plans, presentation drafts, performance measures, and correspondence. the Emergency Board maintains the official copy of this information.

Record Copy: Chancellor's Office
Retention: 5 years

Other copies: Institutions
Retention: 2 years

(21) Faculty Senate Records
This series documents the proceedings and actions of an institution's faculty senate. Discussions and actions of the faculty senate deal with such areas as curriculum, program development, promotion and tenure, and legislative relations. This series may include but is not limited to: meeting notes/minutes; studies; recommendations; resolutions and enactments; reports; agendas; working papers; and related documentation and correspondence.

Record Copy: Faculty Senate
Retention: Permanent
Transfer the record copy to the University Archives after 5 years.

Other copies: Members, units
Retention: 2 years

(22) Gifts Records
This series documents potential or realized private, corporate, or public agency funding to the institution, including endowments and trusts. This series may include but is not limited to award guidelines; letters and agreements of gifts; copies of bequest instruments and wills from individuals or estates; financial statements and reports, including records of fund disbursements; and related documentation and correspondence.

Record Copy: Administering units
Retention: Permanent for letters and agreements of gift, copies of bequest instruments and wills from individuals or estates, and related documentation and correspondence; 5 years for all other records
Transfer the record copy of all permanent records to the University Archives after execution of contract or estate documents.

Other copies: Units
Retention: 2 years after execution of contract or estate documents

(23) Grievance Records
This series documents grievances brought forward by faculty and staff against the institution and which are resolved without litigation. (Records of grievances that are litigated become part of the legal case file.) Grievances may pertain to personnel policies and procedures; articles contained in the collective bargaining agreement (classified staff only); departmental issues; affirmative action and equal opportunity issues; and promotion and tenure (faculty) issues. Records may include but are not limited to notices of grievance; informal discussion notes; grievance responses; formal hearing notes (including audio tapes); final summary statements; appeals documentation; and related documentation and correspondence.

Record Copy: Affirmative Action, Academic Affairs, Human Resources, Legal Advisor, Units
Retention: 3 years after resolution

Other copies: Colleges & units
Retention: 3 years after resolution

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(24) Institutional Accreditation Records
This series documents the accreditation process for the institution by the Northwest Association of Schools and Colleges (NASC). The series provides a record of materials compiled for inclusion in a packet report sent to NASC and provided to the on-site evaluators. This series may include but is not limited to: self-evaluation reports; final reports sent to accreditation organization; statistical data; working papers; NASC evaluation report; and related documentation and correspondence.

Record Copy: Budgets & Planning
Retention: Permanent
Transfer the record copy to the University Archives after 20 years.

Other copies: Colleges
Retention: 20 years

(25) Institutional Addresses and Statements Records
This series documents speeches and statements written and delivered by institutional faculty and staff in connection with institutional business. This series may include but is not limited to: final copies; audio or video recordings of the speech presentation; drafts; source materials; and working papers.

Record Copy: Institutional executive offices, Colleges, Units
Retention: 5 years for drafts, source material, and working papers; Permanent for all other records
Transfer the record copy of final copies of written statements and audio or video recordings to the University Archives after 5 years for additional appraisal and permanent retention of historical materials.

Other copies: Units
Retention: 2 years

(26) Institutional Cooperation and Relations Records
This series documents the coordination and interaction between units for the cooperative administration of programs within the institution. This series is used for monitoring, planning, and coordinating research, instructional, or administrative programs of common concern to two or more institutional units. This series may include but is not limited to: copies of budget reports; activity reports; proposals; planning documents; agreements and memoranda of understanding; publicity and newspaper clippings; policy statements; working papers; and related documentation and correspondence.

Record Copy: Colleges & units
Retention: Permanent for proposals, planning documents, activity reports, policy statements, publicity; 6 years after expiration for all other records
Transfer the record copy to the University Archives after 5 years for additional appraisal and retention of historical records.

(27) Institutional Planning Records
This series documents the college or unit's role in the development of short-term or long-term plans for the institution. This series may include but is not limited to: instructions from the president; provosts; and/or vice provosts explaining the nature and purpose of the requested strategic planning effort; internal planning committee materials; statements of objectives and goals as developed by college or unit chairs and administrators; proposals; strategic planning reports; surveys; activity reports; informational materials; working papers; and related documentation and correspondence.

Record Copy: Institutional executive offices
Retention: Permanent for final planning reports, proposals, goal and objective statements, and instructions and explanations of process; 20 years for internal planning committee materials, surveys, activity reports, working papers, informational materials, and correspondence
Transfer the record copy of permanent materials to the University Archives after 10 years.

Other copies: Colleges & units
Retention: 10 years

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(28) Institutional Survey and Reporting Records (HEGIS and IPEDS)
This series documents compliance with U.S. Department of Education reporting requirements by verifying figures on financial, student, institutional, and faculty salary data as reported to OUS by individual OUS institutions and reporting those findings to the U.S. Department of Education. The series may also be used to provide information to the administrators and legislators, and to create other statistical reports. Records may include HEGIS (Higher Education General Information Survey) and IPEDS (Integrated Post-Secondary Education Data System) completed forms for Salary, Tenure, and Fringe-Benefit of Full Time Instructional Faculty, Financial Statistics of Institutions of Higher Education (IPEDS-F-1), Finance FY (G50-14P-F), Salaries of Full Time Instructional Faculty (G50-14P-SA), IPEDS Total Institutional Activity (G50-14P-EA), Institutional Characteristics Form (G50-14P-IC), Enrollment in Occupationally Specific Programs (G50-14P-IF), Completions for the Year reports (program ICR), AAUP (MEA-22), Degrees and Other Formal Awards Conferred (NC form 2300-2.1A), Fall Enrollment in Institutions of Higher Education (NC form 2300-2.3A), OCCD Degrees Granted in Post-Secondary Institutions in Oreogn reports, Degrees Awarded by Oregon's Degree Granting Colleges and Universities reports, AAUP summary reports, and related working papers and correspondence.

Record Copy: Institutional Research

Retention: Permanent for final reports including the HEGIS/IPEDS survey forms; 10 years for all other records

(29) Lectures and Lecture Series Records
This series documents the development and history of special lectures and continuing lectureships devoted to a variety of topics and disciplines sponsored by the institution. This series may include but is not limited to: lecture committee notes; memoranda and planning materials; information on funding; financial support and honoraria records; patron information; programs and announcements; information on catering arrangements; news releases; recordings and transcripts; photographs; and related documentation and correspondence.

Record Copy: Sponsoring unit
Retention: Permanent for lecture committee notes, memoranda and planning materials, programs and announcements, news releases, and transcripts, and photographs; 10 years for all other records
Transfer the record copy of all permanent records to the University Archives after 10 years.

Other copies: Units
Retention: 2 years

(30) Legal Case Records
Series documents legal actions brought against the institution. Series contains case files pertaining to: affirmative action conflicts; salary disputes; differences in interpretation of contract language; risk management controversies; and tenure relinquishment disagreements.

Record Copy: Legal Advisor
Retention: Permanent for records of cases resulting in major policy modification, non-confidential components (pleadings, final decisions, copies of records of the courts) of cases considered historical, and summary statements; 6 years after final decision for all other records

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(31) Legislative Relations Records
The series may be used to review and plan institutional positions on impacting legislative actions. This series may include but is not limited to: OUS Bill Review and Tracking forms; bill tracking reports; notes; copies of pending or approved legislation; working papers; and related documentation and correspondence. The OUS Chancellor's Office maintains the record copy.

Record Copy: Institutional executive offices
Retention: 12 years

Other copies: Units
Retention: 6 years

(32) Lobbyist Records
This series documents the activities of OUS employees who engage in lobbying the state government. Records may include: Lobbyist Registration Statement forms; Lobbyist Termination forms; Lobbyist Expenditure Report forms; the Oregon Government Standards & Practices Commission's Guide to Lobbying in Oregon; lobbyist listings and salary information and related documentation. The OUS Chancellor's Office maintains the system-wide record copy.

Record copy: Institutional executive offices
Retention: 5 years after last activity

Other copies: Units
Retention: 3 years after last activity

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(33) Notary Public Records
Records documenting notarial transactions completed by a notary public employed by OUS. OUS may retain log books by agreement with the notary public after their separation from OUS employment. OUS institutions retaining notary public log books without notary agreements should consult their attorney and/or the Secretary of State, Corporation Division for retention instruction.

Record Copy: Employee
Retention: 7 years after date of commission expiration

(34) Oregon University System (OUS) and Oregon State Board of Higher Education (OSBHE) Relations Records
This series documents the coordination and interaction between institutional administrative units and OUS and the OSBHE which have ultimate authority over both academic and fiscal programs. This series may include but is not limited to: minutes; agendas; dockets; notes; activity reports; proposals; newsletters; memos; and related documentation and correspondence.

Record Copy: Units
Retention: Until superceded or obsolete

(35) Policies and Procedures Records
This series provides a record of internal development and documents guidelines for consistency and continuity in the operation of the unit. This series may include but is not limited to: mission and policy statements; planning documents outlining responsibilities and goals; organizational charts; publications preparation guidelines; emergency procedures; job descriptions; guides for office procedures which often include completed samples of all forms; handbooks; desk manuals; and related documentation and correspondence.

Record Copy: Creating unit
Retention: a) Retain 1 copy of policy and/or procedure permanently (b) Retain all other records 1 year after policy and/or procedure adopted, destroy
Transfer a copy to the University Archives upon creation for permanent retention.

Other copies: Units
Retention: Until superceded

(36) Professional Accreditation Records
This series documents the accreditation process for the colleges, units, and related programs. The series provides a record of materials compiled for inclusion in a report packet sent to the appropriate professional accreditation board for the specific program or service and usually includes statements on mission, finance, educational programs and departments/divisions make up. Most accreditation organizations produce an evaluation report based on the packet and on-site inspection which is used to determine accreditation for the units and their programs. This series may include but is not limited to: self-evaluation reports; final reports sent to accreditation organization; statistical data; working papers; accreditation organization evaluation report; and related documentation and correspondence.

Record Copy: Colleges
Retention: Permanent for self-evaluation reports, final accreditation reports, and accreditation organization evaluation reports; 2 accreditation cycles for statistical reports, working papers, correspondence, and all remaining records
Transfer the record copy of permanent records to the University Archives after 2 accreditation cycles.

Other copies: Units
Retention: 2 accreditation/review cycles

(37) Professional Membership Records
This series documents institutional-paid individual memberships and activities in professional organizations. These records may include but are not limited to: applications for membership; certification of membership; documentation of activities; and related correspondence.

Record Copy: Units
Retention: 6 years

(38) Radio and Television License Records
This series provides a record of licensing of OUS campus radio stations and television channels (including distance education) with the Federal Communications Commission. Records may include: FCC applications; licenses and contracts; and related correspondence. Federal regulations state that TV and radio licenses will ordinarily be renewed for 8 years unless the public interest, convenience and necessity will be served by an initial license or a renewal for a lesser term.

Record Copy: KBVR-FM, KBVR-TV, Distance Education
Retention: 10 years after expiration of license

Other copies: Units
Retention: Upon expiration

(39) Signature Authorizations
This series documents the certification of the institution's employees who are authorized to sign fiscal and contractual documents. These documents serve as an aid for management control over expenditures. This series may include but is not limited to: authorization date; name; sample signature; position data; remarks; and conditions.

Record Copy: Units
Retention: 6 years after authorization expires

Other copies: Units
Retention: Until superseded

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(40) Special Activity Records
This series documents the activities of an office which are performed in addition to its regular or main functions. Examples may include the completion of surveys and questionnaires, compilation of special studies for professional or academic associations, and special mailings. This series may include but is not limited to: arrangements documentation; working papers; questionnaires; survey forms; study designs; reports; and related documentation and correspondence.

Record Copy: Creating units
Retention: Permanent for final reports and study designs; 3 years for all other records
Transfer the record copy of all permanent records to the University Archives after 3 years.

Other copies: Receiving units
Retention: 2 years

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

(41) Special Event Records
This series documents the efforts of a college or unit to provide informative sessions, short-courses, workshops, training programs, excursions, and celebratory events for members of the institution and the communities it serves. This series may include but is not limited to: materials on planning and arrangements; reports; promotional and publicity materials; press releases and news clippings; photographs; presentation materials and handouts; schedules of speakers and activities; registration and attendance lists; participant evaluations; and related documentation and correspondence.

Record Copy: Creating units
Retention: Permanent for planning materials, reports, promotional and publicity materials, press releases, photographs, and schedules of speakers and activities; 2 years for all other records
Transfer the record copy of all permanent records to the University Archives after 5 years.

Other copies: Receiving units
Retention: 2 years

NOTE: This record series does not include records of formal lecture series which are included in the Lectures and Lecture Series Records in this section.

(42) Staff Meeting Records
This series documents the meetings of the faculty and/or staff of a college, department, or office which sets policy and procedures for the unit. Participants at meetings may be composed exclusively of a mixture of faculty, staff, administrators, and managers; specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs. This series may include but is not limited to: meeting notes/minutes; reports; working papers; agendas; and related documentation and correspondence.

Record Copy: Units
Retention: Permanent for meeting notes/minutes, agendas, and reports; 4 years for all other records
Transfer the record copy of all permanent records to the University Archives after 4 years.

Other copies: Unit staff members
Retention: 2 years

(43) Vehicle Use Authorization and Request Records
This series documents permission for employees to use their privateautomobiles for official use and authorization of non-employees and students to use state-owned cars. Records may include but are not limited to: private vehicle safety certification forms; private vehicle certificate lists; driver authorizations for students and non-employees; and related documentation and correspondence.

Record Copy: Units
Retention: 1 year after superseded or obsolete

(44) Visiting Scholar Program Records
This series documents a program which allows one or more visiting scholars to assume residence on campus for an academic year or a shorter duration. This series may include but is not limited to: advertisements; applicant data; arrangements and schedules; publicity and news clippings; presentation transcripts or published works; scholars activities documentation including audio recordings; and related documentation and correspondence.

Record Copy: Units
Retention: Permanent for applicant data, publicity, presentation transcripts, and scholars activities documentation; 4 years for all other records
Transfer the record copy of all permanent records to the University Archives after 4 years.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.

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