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Records Retention Schedule

Overview

The records retention schedule provides policy statements on the ownership, retention, and disposition of university records, identifying who holds the records, how long they need to keep the records, and what they need to ultimately do with the records.

The records schedule covers records that are common to most or several departments and offices across Tufts. The records schedule may be supplemented by school, division, department, or office-specific records policies. Translating the schedules into recordkeeping practice may not always be simple. For questions about interpreting or implementing the schedules or creating a department-specific records policy, please contact Eliot Wilczek, University Records Manager, at 6-2439 or eliot.wilczek@tufts.edu.

Warning

Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.

Records Schedule Organization

The records schedules are organized into ten functions, listed in the table below. Each function defines the retention policy for approximately 5 to 15 individual record types.

Schedule Number Category Description
000 Financial Records Investment, budget, and accounting records.
100 Employment Records Staff personnel records, job search, and payroll records.
200 Faculty Records Faculty personnel records. These include tenure and promotion records. They do not cover the teaching, research, professional, or personal files of the faculty.
300 Research Records Funded and unfunded grant records and grant and contract accounting records.
400 Student Records Graduate and undergraduate matriculated and non-matriculated student records.
500 Academic Records Records that document teaching and learning, such as course schedules and descriptions, syllabi, reading lists, and courseware objects.
600 Advancement Records Gift and estate records.
700 Operations Records Records concerning building and grounds construction and maintenance.
800 Legal Records Contracts.
900 General Administrative Records Records defined by document type, such as reports, publications, and meeting minutes.