University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
As designated by
Campus Chancellor
Office of University
Counsel – Denver/AMC
Campus
Issuing Department
Identification Card Records
6 years after employee or student
separation
State Archives
Records Management
Manual - Schedule 8
2 years
Permanent
Institutional Planning
Office
Institutional Planning Records
• Activity Reports
• Information Materials
State Archives
Records Management
State Archives
Records Management
Manual - Schedule 8
5 years
• Agendas
• Meeting Minutes
• Reports
• Working Papers
•
Related documentation and correspondence
Until No longer needed
Correspondence, General
Originating Unit
Correspondence, Ephemeral
2 years
Originating Unit
•
Communications received or sent which do not contain
significant information about programs of a unit, fiscal status, or
routine agency operations.
•
Correspondence received or sent which contains information
about routine matters.
Open Records Requests and Supporting Documentation (CORA) - Formal
requests for records submitted in accordance with state law and
supporting documentation
relating to the response to or denial of the request.
Record copy: Retain 2 years after
requests is answered.
Duplicate copies: Retain until
administrative need ends and then
dt
State Archives Schedule
15-8
Administrative Records
Accreditation Records
• Evaluation Reports from Accreditation Organizations
Permanent
•
Final Reports sent to Accreditation Organizations
State Archives
Records Management
Manual - Schedule 8
• Self-evaluation Reports
• Statistical Data
•
Working Papers
State Archives
Records Management
Manual - Schedule 8
State Archives
Records Management
Manual - Schedule 8
Correspondence, Administrative
•
Communications received or sent which contains significant
information about the programs of a unit
As designated by
originating unit
Originating Unit
Committee Records
1
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Faculty Council / School
/ College Governace
Organizations or Faculty
Assembly
Related Documentation
• Committee Minutes/Notes
Until no longer needed for reference
Unit/Program Sponsor
• Financial Support Records
• Lecture Recordings and Transcripts
• Program Records and Announcements
Lecture and Lecture Series Records
Legal Case Records
•
Case files pertaining to legal actions brought against or on
behalf of the University
Legislative Relations Records
• Bill Review and Tracking Forms
Permanent
Office of University
Counsel
•
Copies of Pending or Approved Legislation
• Working Papers
• Official Procedure Guidelines
• Organizational Charts
Policies and Procedures Records
Permanent. Previous policies should
be retained for 5 years post-revision
unless a separate document
memorializes the changes.
6 years after case is closed
•
Planning Reports/Surveys
•
Statements of Goals and Objectives
• Working Papers
•
Related Documentation
•
Planning Committee Records
5 years
Sponsoring Unit
Award records
• Winners' names
•
Strategic Planning Documents
• Handbooks
• Mission and Policy Statements
Agendas -Meeting Minutes } Faculty School Goverance Organizaations,
Faculty Assembly and their committees
Election/ Ballot Records
• Ballots
5 years
Originating Department
Permanent
State Archives
Records Management
Manual - Schedule 8
State Archives
Records Management
Manual - Schedule 8
State Archives
Records Management
Manual - Schedule 8
Office of Governmental
Relations
Faculty Council Office
2
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Permanent
•
Results
3
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
System Administration,
School / College
Governace
Organizations or Faculty
Assembly or Primary
Unit Organization
School / College
Governace
Organizations or Faculty
Assembly or Primary
Unit Organization
As designated by the
Chancellor
Institutional Research
Provost
Institutional Research
Institutional Research
Admissions and
Registrar
Student Information
System/Data Warehouse
Chancellor’s Office or
Registrar’s Office
Institutional Research
Resolutions, Motions and Enactments
Accepted students - 5 years after
graduation or last date of attendance
Rejected students - 1 year
Surveys
Until no longer needed
Admission Records
Class Rosters
State Archives
Records Management
Manual - Schedule 8
Registrar’s is going to all web-based
rosters in near future; no paper
storage
5 years
Permanent
State Archives
Records Management
Commencement Records
Enrollment Reports
Until no longer needed
Faculty Handbook
Permanent
Privilege and Tenure Committee Records
• Grievance case files
•
Other confildential files
• Public files(meeting minutes,reports,etc.)
Permanent
Faculty Council
Governing documents: Faculty School Constitution and Bylaws,
Faculty Asembly Bylaws, Rules of the Faculty Assembly
Policies and Procedures
Permanent
Studies
Until no longer needed
10 years from the date the case is
closed.
Membership lists
Until no longer needed
Reports
Until no longer needed
4
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Various academic depts.
and faculty offices
Registrar
Registrar (Have not been
produced on Boulder
Campus for years)
As designated by
Campus Chacellor
Housing, Family Housing
Children’s Center
Career Services
Campus Health Clinic or
Counseling Center
Disability Services
Registrar, Admissions
Bursar’s Office
Judicial Affairs or School
Honor Code
Permanent for all accounts with
Department practice
Internship Program Records
Services to Students with Disabilities Records
10 years after last contact with
student
6 CCR 1011-1
Medical/Counseling Records
Student Academic Records
• Academic Progress Reports
• Applications
• Course Withdrawal Forms
• Examination Reports
• Grade Changes
• Grade Reports
• Letters of Recommendation
• Notices of Admission/Denial/Acceptance
•
Notices of Readmission
Student Account Records
Only until student is admitted
American Association
of College Registrars
and Admissions
Officers
5 years after date of last attendance
No specific requirement for
retention; Judicial Affairs keeps all
Department Practice
Grievance Records – Academic
No set standard
Department Practice
Colorado Dept. of
•
Students/Critical Incident Files
5 years after student’s last contact
Student Conduct Records
one year
Denials retained in Admissions for
1 year after date distributed
State Archives
Records Management
Manual - Schedule 8
Grade Reports
5 years from date of last attendance
Housing Records
•
Housing Contracts and Leases
• Related Billing Records
1 or 2 years after expiration of
contract/lease
•
Medical Forms for Children's Center
Grade Sheets
No specific requirement for
retention; generally up to individual
faculty member or departmental
Examinations, Tests, Term Papers, and Homework Records
Permanent
3 years
7 years after students no longer
5
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Relevant academic or
administrative
department
Registrar’s Office
Office of International
Education
Office of International
Education
Office of International
Education
Office of International
Education or Admissions
Office of International
Education by OEI
International Office
International Office
GME Office
Program Office
Labor Condition Applications
One year after application expires
20 C.F.R. § 655.760
International Scholars Records
3 years after student leaves the
University
Labor certifications/applications
5 years from date of
20 C.F.R. § 656.10(f)
Curriculum Vitae
10 years after resident leaves GME
Accepted Resident - 5 years after
Background Check Results
Until resident leaves GME Program
Application
Program Office
Rejected Resident – 1 year after
Applicant Summary
Program Office
5 years
• Names
• Gender
Permanent
H1 Visa Records
International College Student and Staff Records
5 years
International Admissions Records
5 years
3 years after student leaves the
University.
8 CFR 214.3(g)(1)
22 CFR 62.10(h)
Office of International
Education or as
designated by OEI
International Student Visa Records
F1 Visa Records
J1 Visa Records
State Archives
5 years
75 years after graduation or
State Archives
International Student Records
Recommendation to keep at least
one year following notification to
8 C.F.R § 214.3(g);22
C.F.R. § 62.10(h)
Student Employment Records
Thesis and Dissertation Records
Transcripts
Study Abroad Student and Staff Records
10 years after separation from
employment (except for Work-Study,
which is 3 years after the relevant
34 C.F.R.
675.19(b)(2)(i)-(iii)
• Ethnicity
• Visa Status
• Accepted/Rejected Status
6
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
GME Office
GME Office
GME Office
Program Office
GME Office
Registrar’s Office
Student Information
System, Data
Warehouse or Continung
Education
Registrar’s Office
Registrar’s Office
Registrar’s Office
Registrar’s Office
Registrar’s Office
Dean’s Office
Registrar’s Office
Instructor’s Office
• Class Roster
• Course Proposals
Permanent
Academic Program Administrative Records
• Add/Drop Reports
•
Course Enrollment Summaries
• Graduation Summaries
Course Catalog and Schedule of Courses
3 years
• Registration Reports
• Summer Term Reports
Permanent
• Syllabi
Until no longer needed for reference
Indefinitely
Until no longer needed for reference
Course Records
• Degree Requirements
Grievance
10 years after completing residency
Medical School Diploma
50 years after resident separates
Procedure/Case Log Summary
50 years
Training Agreement
50 years
1 year after semester ends
Permanent
Permanent
ECFMG
50 years
State Archives
Records Management
Manual - Schedule 8
Evaluations
Program Office
Monthly and Semi-Annual - Until
residency is completed unless in
MedHub; Final – 50 years
• Monthly/Rotational
• Semi-Annual
•
Monthly/Rotational
Probation/Remediation Records
GME Office and
Program
50 years after resident separates
from the GME Program. If
addressed in Summative evaluation,
this letter can be destroyed when
resident separates from the GME
Program.
7
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Official location of faculty
member's personnel file
Office of Academic
Resources and Services
Office of Academic
Resources and Services
Institutional Research
Human Resources
Institutional Research
Human Resources
Human Resources –
Personnel File
Human Resources –
Personnel File
Department files
Human Resources
• Nepotism
10 years after employee’s separation
from the University.
APS
• Dual Employment and 1/6 Rule
10 years after employee’s separation
from the University.
Employee Medical Records
These records are not personnel records and must be kept
separate from personnel records.
• Family and Medical Leave Act documentation
o Request for FML
o Medical Certification
o Designation
o Fit to Return
o Permanent Medical Restriction
3 years after the end of documented
incident
• Short and Long-Term Disability Documentation
Records to complete IPEDS Report
3 years
29 C.F.R. § 1602.48
Affirmative Action Plans and Progress Reports
2 years
DOL
VETS 4212 Reports
2 years
DOL
Employment Tests and Selection Criteria – Impact or Adverse
Impact Records
• Comparative Analysis Exam
• Police Officer Exams
2 years
29 C.F.R. 1607.15
(A)(2)(a)
Conflict of Interest Disclosures
New Degree Programs, Proposals & Approvals
As long as program is in operation
Program Review Records
Unitl next review
Student Faculty and Course Evaluation Summaries (FCQ)
3 years from end of employment
8
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Risk Management
Human Resources
Human Resources or
other repository as
designated by Human
Resources
Post 12/2015 - HCM
Human Resources or
other repository as
designated by Human
Resources
Human Resources or
other repository as
designated by Human
Resources
• Leave Sharing Documentation
Employment Eligibility Verification Records
• I-9 Forms
• Colorado Affirmation Form
• Residence Records for Classified Staff
3 years after date of hire, or one
year after termination, whichever is
later
8 C.F.R. § 274a.2
Employee Personnel Records – Classified Staff
Pursuant to State Archives Schedule 8 (5-15 Personnel Files), the
Official Personnel File should include:
• Offer Letters
• Performance Evaluations
• Resignation/Termination Letters
• Layoff Notices
• Grievance/Dispute Documents
• Corrective/Discipline Actions
• Leave Balance Upon Termination or Transfer Forms
• Alternate Work Arrangement Forms
*See other areas for documents that may be in the personnel file
10 years after employee’s separation
from the University.
All: Title VII
ADA
29 C.F.R. 1602.49
State Archives
Schedule 8
Employee Personnel Records – University Staff
• Offer Letters
• Performance Evaluations
• Resignation/Termination Letters
• Layoff Notices
• Leave Balance Upon Termination or Transfer Forms
• Alternate Work Arrangement Forms
*See other areas for documents that may be in the personnel file
10 years after employee’s separation
from the University.
All:
Title VII
ADA
29 C.F.R. 1602.49
State Archives
Schedule 8
• Work related injury or illness
o Injury report
o Disposition report
o Permanent Medical Restriction
6 years after the date of injury or 2
years after the last medical or
indemnity payment
8 C.F.R. 303
9
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Human Resources or
other repository as
designated by Human
Resources
Human Resources or
other repository as
designated by Human
Resources
Employee Personnel Records – Faculty
• Offer letters (new hires; administrative faculty appointments;
retention agreements; System Agreements for instructors; endowed
appointments; etc.)
• Supporting documentation for new hires: CV, letters of reference,
faculty oath, Recruiting Authorization Form
• Degree verification for faculty hired prior to the dissertation having
been completed
• Comprehensive Review for Reappointment, Tenure, and
Promotion review documentation for tenure rank faculty
• Non-Medical Leave of Absence Requests
• Course Buy-Out Requests
• Faculty Performance Ratings
• Salary Adjustment Notifications
• Post-Tenure Review Reports
• Salary Equity Appeals
• Sabbatical Applications
• Resignations
• Retirement Agreements
10 years after employee’s separation
from the University.
All:
Title VII
ADA
29 C.F.R. 1602.49
State Archives
Schedule 8
Employee Personnel Records – Research Faculty (including PRA)
• Offer letters (new hires; administrative faculty appointments;
retention agreements; System Agreements for instructors; endowed
appointments; etc.)
• Supporting documentation for new hires: CV, letters of reference,
faculty oath, Recruiting Authorization Form
• Degree verification for faculty hired prior to the dissertation having
been completed
• Non-Medical Leave of Absence Requests
• Faculty Performance Ratings
• Salary Adjustment Notifications
• Salary Equity Appeals
• Resignations
• Retirement Agreements
10 years after employee’s separation
from the University.
All:
Title VII
ADA
29 C.F.R. 1602.49
State Archives
Schedule 8
10
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Department
Department
UIS – Singularity and
OIM
CU Careers
Human Resources or
CU Careers
Human Resources
Human Resources
Department (personnel
files) or MyLeave
Department (personnel
files) or MyLeave
Human Resources –
personnel file
Exemption and Personnel Action Reports
Not purged
Time and Attendance Records
5 years from creation of the record
Leave Records
• Request and approval of leave
3 years after employee’s separation
or transfer from the department.
• Final leave balance
0 years after separation from
employment
Personnel Records – Undergraduate Student Employees
• Offer letter
5 years after separation from
employment
34 C.F.R.
675.19(b)(2)(i)-
(iii)
Employee Personnel Records – Volunteers and Trainees
• Volunteer application
• Training application
• Letter of Invitation
Individual Employee Security Profiles
• Initial set up and changes to the security profile of an employee
including HCM, Finance, CIW, and Campus Solutions
None
Human Resource Recruitment and Search Committee Records
• Application Materials
• Applicant Pool
• Appointment Records
• Postings
• Search Committee Members
• Search Summary
• Search Waivers
• Test forms and scores
*All search committee notes are to be destroyed at the conclusion of
the search
3 years
Note: Application of the
successful candidate become part
of the employee’s personnel file.
Positions Descriptions for Classified and University Staff
4 years after inactivated or
superseded
State Archives
Schedule 11-43
Officer delegation reports
Not purged
11
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
IT Department
• Software Purchase Records
•
Computer Equipment Inventories
• Hardware Performance Reports
Various Departments
Computer System Security Records
• Computer System Security Records include, but are not limited
−
Sarbanes–Oxley Act (SOX)
• The recommended minimum retention period for records not
• The recommended minimum retention period for records that
− Payment Card Industry Data Security Standards (PCI-DSS)
− Gramm–Leach–Bliley Act (GLBA)
•
Related Documentation
3 years from life of system
Software Management Records
• Licenses
• Site Licenses
• Software Inventories
(HIPAA) 6 years
(SOX) 7 years
− Health Insurance Portability and Accountability Act (HIPAA)
Varies (see below)
(No regulations, external standards,
(PCI-DSS) 1 year
(GLBA) 5 years
Computer System Maintenance Records
• Conversion Notes
• Data Directories
• Dataset Inventories
• System Back-up Reports
IT Department
Computer System Program Documentation Records
• Programming Logs
•
System Development Logs
• System Overview Logs
6 months
IT Department
• Dataset Logs
•
Operation Logs
• Operator Instruction Manuals
•
Program Listings
• Commercial Software Manuals
•
Back-up Tape Inventories
• Component Maintenance Records
Life of the system
12
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Information Security
Officer
Finance Office
Applicable campus
department or Facilities
Operations Department
Applicable campus
department
Facilities Project Office
Finance Office
Facilities Project and
Operations Offices
Facilities Project Office
2 years
Facility Operations
Facilities Project Office
and Legal
Building/Grounds Repair, Maintenance, Remodeling, and
Construction Records
Permanent
Capital Construction Project Records
Permanent
• Registration Records
• Titles
•
Use Records
UCB Transportation
Services
• Insurance Records
• Maintenance Records
Land Inventory Records
Permanent
State Archives
Records Management
• Emission Records
• Fuel Records
State Archives
Building Space Inventory and Valuation Records
10 years
Key Issuance Records
• Requests
• Agreements
Until key is returned to issuing dept.
Telecommunication System Management Records
•
Equipment Records
•
Maintenance Records
Email (mailbox) of all terminations, voluntary or involuntary
Bid and Competitive Selection Records
Until completion of project
Equipment Inventory Records
10 years
Equipment Maintenance Records
Life of the equipment
Research and Teaching Drug Inventory Records
2 years
21 CFR 1304.04(a)
Vehicle Records
Until vehicle is no longer owned by
the University.
• System Planning Records
IT Department
3 years from end of relevance
system
189 days/27 weeks from date of
termination in HRMS.
13
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
HIPAA Compliance
Office
Student Services Office
Program Office
Program Office
Program Office
Program Office
Medical Records Office
or as designated by
campus
Program Office
Financial Aid Office &
Institutional Research
• Education Program Eligibility
• Institutional Program Participation
•
Recertification
Federal Title IV, Program Records, Institutional
Records
• Accreditation Reviews and Reports
• Any other record pertaining to factors
• Audits and Program Reviews
34 C.F.R § 668.24
(a) Agreements: 6 years after
expiration
(b) 3 years after the end of the
Medical Records
35 years from the date of last
contact with the individual
6 CCR 1011-1
Shadow Charts
Until no longer needed
Borrowers Loan Records
•
Institutional Loans
• Repayment Schedules
3 years after loan repayment or
assignment to the U.S. Department
of Education
34 C.F.R. § 668.24
• Statements of Rights and Responsibilities
• Records of Actions Taken
• Related Correspondence
Student Debt
Management Office
Records pertaining to audit and
HIPAA Compliance Records and Reports
6 years from creation date or
effective date
45 C.F.R. pt. 160
Immunization Records
Students – 2 years after student
graduation or withdrawal
Patient Encounter Logs
2 years
Pharmacy Prescription Dispensation Records
2 years
C.R.S. § 12-22-
Practitioner Rotation Schedules
2 years
Health Insurance Records
Until individual’s separation from the
State Collections
•
Appeal/Citation Records
•
Permit Records
Parking Records
Parking Office
Current year plus 3 years
14
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Financial Aid Office or as
otherwise designated
As designated by
System or Campus
Controller
Financial Aid Office
Financial Aid Office
Perkins Loan Program Records
Financial Aid Office
Bursar's Office
Financial Aid Office
34 C.F.R. 668.24
10 years after the end of the award
year in which the student last
attended the institution
34 C.F.R. 668.24
Student Financial Aid Records
• Eligibility Records
• Payment Records
• Repayment Agreements
3 years after the end of the award
year for which aid was awarded
• Promissory Notes, etc.
• Affidavit of Lawful Presence
• Applications
• Award Letters
• Applications & award letters
• ED Payment Management System Cash
•
Federal Pell Grant Statements of Account
• Federal Work-Study Payroll Records
• General Ledgers
Fiscal Records and Reports
•
Accreditation and Licensing Agency Reports
• Annual Federal Fiscal Operations and
•
Cash Disbursements
Pell Grant Reports
3 years after the end of the award
3 years after the end of the award
year for which the report was
submitted
34 C.F.R. § 674.8(c)
• Refunds and Repayments
• State Grant and Scholarship Award Rosters
• Title IV Program Reconciliation Reports
•
Title VI Program Transaction Records
Financial Aid Office or as
otherwise designated.
Financial Aid Annual Reports
3 years after the end of the award
34 C.F.R. § 674.8(c)
•
Student Status Confirmation Reports
3 years after the end of the award
year in which the student borrower
last attended the Univ.
34 C.F.R. § 668.24
Federal Family Education Loan and Direct
Program Records
• Applications
•
Disbursement Records
• Promissory Notes
Official Files regarding Financial Assistance from State
3 years
State Archives
Records Management
Manual - Schedule 7/
34 CFR Sec. 74.53
15
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
EH&S Office &
Distribution Center
Archives
EH&S Inventory
Database
EHS - Director
EH&S Office
EH&S Office
EH&S Office
EH&S Office
EHS - Biosafety Office
EH&S Office
EH&S Office - RSO
EH&S Office - RSO
EH&S Office - RSO
EHS - Biosafety Office
EH&S
EH&S
Emergency Response Plans and Procedures
Asbestos Records
Carcinogenic Compounds Inventory/Use Records
3 years
CDC Select Agent Program
42 CFR 73
Regulated Medical Waste
3 years
6 CCR 1007-1
IBC Records
3 years
NIH Guidelines, NOV
Safety Inspection Records
Safety Training Records
CDPHE
Chemical and Hazardous Waste Disposal Records
EH&S paper records not needed -
initial training date; remain in system
until employee leaves University.
EH&S paper records not needed –
keep electronic database that shows
inspection history; remain in system
indefinitely.
Work Study Program Administrative Records
3 years after the award year for
which aid was awarded
34 C.F.R. § 668.24(e)
30 years
OSHA & EPA
•
Award Letters
•
Job Descriptions
• Payment Records
•
Related Correspondence
Financial Aid Office or
Relevant Academic or
Administrative
Department
Radiation Material Handling and Disposition Records
Radiation Monitoring and Exposure Records
Chemical Hazardous Material Survey Records
Chemical Incident Reports
3 years
10 years
3 years after use and storage of
chemical terminates.
Until superseded
3 years
3 years after license is terminated
CDPHE
3 years after license is terminated
CDPHE
3 years after license is terminated
30 years after student/employee
separation
Material Safety Data Sheets Records
Radiation Licensing Records
16
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Mug Shots/Negatives – Photographic records of suspects and
75 years plus current
State Archives
Photographs – Photos of crime scenes, including photographic
75 years plus current
State Archives
Traffic Accident Case Records - Non-Fatality
3 years plus current
Felonies
10 years plus current
State Archives
Homicides
Permanent
State Archives
Misdemeanors
5 years plus current
State Archives
Fingerprint Cards and Files – Records containing latent fingerprints
75 years plus current
State Archives
Handling and Storage of Evidence Records – Logs documenting the
75 years plus current
State Archives
State Archives
(Retention periods apply provided offenses are not affected by statute of limitations)
Missing Persons, Robbery, Forgery, Theft of Public Funds,
Traffic Fatalities) and Deaths
Sexual Assault Cases
99 years plus current
Felony cases and special investigations (Including workplace
10 years plus current
State Archives
violence incidents)
Misdemeanor cases, Petty offenses, and Traffic Offenses
3 years plus current
State Archives
Sex Offenders
Permanent
State Archives
State Archives
Traffic Accident Case Records - Fatality
Permanent
State Archives
State Archives
Juvenile Offender Arrest Records
Until offender is 19 years old
Sealed or Expunged Arrest Records
Until sealed or expunged record is
destroyed pursuant to this schedule
Traffic Accident Arrest Records - Fatality
Permanent
Traffic Accident Arrest Records - Non-Fatality
3 years plus current
State Archives
State Archives
State Archives
State Archives
Major Crimes (Arson, Aggravated Assault, Homicides, Kidnapping,
Permanent
State Archives
Arrest Records
Crimes)
Adult Offender Sexual Assault Arrest Records
99 years plus current
Adult Offender Felony Arrests (Other)
10 years plus current
State Archives
Arrest and Booking Logs
5 years plus current
State Archives
Adult Offender Felony Arrest Records (Major Felonies and Violent
Permanent
State Archives
Adult Offender Misdemeanors
3 years plus current
17
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Dispatch Logs
1 year plus current
State Archives
DUI Logs
2 years plus current
State Archives
Offense Logs
State Archives
jurisdiction
Sexually Violent Predators Notifications
Permanent
5 years after offender leaves the
State Archives
Seizure Fund Documentation
7 years plus current
Requests for release of information (911 recordings, reports, etc)
2 years after request is answered
Information Request Forms
1 year plus current
State Archives
Sex Offender Registration and Cancellation Forms
State Archives
Statistical Files
5 years plus current
State Archives
State Archives
State Archives
State Archives
Court Subpoena Logs
2 years plus current
State Archives
Crime Logs
3 years plus current
State Archives
3 years plus current
State Archives
Routine Activity Logs – Records of Routine Welfare Checks, alarm
1 year plus current
State Archives
Citations/Summonses and Complaints - all others
3 years plus current
Citations/Summonses and Complaints (Criminal, DUI, Driving
10 years plus current
State Archives
under Revocation)
Traffic Accident Logs
2 years plus current
State Archives
Parole File Card
Until no longer needed
State Archives
Prisoner Transport Records
1 year plus current
Tape Recordings – Dispatch audio tapes recorded to monitor radio
90 days
State Archives
Video Tapes related to cases involving death, missing persons,
Permanent
State Archives
Video Tapes concerning all other cases
10 years plus current
State Archives
Records or contacts with businesses, complainants, juveniles,
3 years plus current
State Archives
Taped-Recorded Interviews conducted during field contacts in which
3 years plus current
State Archives
Multiple Contacts
5 years from date of last contact
State Archives
No Further Contact
1 year from date of last contact
State Archives
Records pertaining to internal investigations regarding police
4 years
Training Records
5 years after employees separation
State Archives
State Archives
18
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Campus Police
Inter-departmental Purchase Forms Selling Department
Petty Cash Records and Change Funds
Set-up Authorization
Finance Office
Purchases and reimbursement requets
Procurement Svc Ctr
State
Vice President for
Budget and Finance
As designated by
System or Campus
Budget Office
As designated by
System or Campus
Budget Office
State
34 CFR Sec. 74.53
3 years
State Archives
Budget Work Papers
Appropriation Documents (COFRS Spending Authority)
5 years
Annual Budget Document
3 years
3 years
State: 7 years
(permanent record with State
Archives after 7 years)
Annual Budget Reports
Budget Records
3 years plus current
State Archives
Denied Ride-Along Records
Permanent
State Archives
Accident Reports
3 years plus current
State Archives
Activity Summaries
1 year plus current
State Archives
Crime Stopper Reports
5 years plus current
State Archives
3 years
34 CFR Sec. 74.53
State Archives
3 years
State Archives
Records Management
State Archives
Records Management
Manual - Schedule 7/
State Archives
Records Management
Manual - Schedule 7/
State Archives
Coded Long Bill
State Archives
Incident Reports
3 years plus current
State Archives
Offense Reports
Permanent for serious offenses; 10
State Archives
for all other offenses
Records Checks
2 years plus current
State Archives
Uniform Crime Report/NIBRS - Annual
Permanent
State Archives
Clery Act Reports
7 years plus current
State Archives
Approved Ride-Along Records
19
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Bank Account
Responsible Department
(e.g. applicable campus
department)
Cash Collecting
Department
Cash Depositing
Department (e.g.
Bursars Office)
Bank Merchant
Department (e.g.
applicable campus
department).
Campus Controller or
Treasurer
Procurement Service
Center or Treasurer
Treasurer
Finance Office
Finance Office
System Controller or
Canceling Department
(e.g. PSC, PBS, Bursar)
Warrant/Cancelled
Payment Logs/EFT and Warrant
9 years
State Archives
34 CFR Sec. 74.53
State Archives
34 CFR Sec. 74.53
State Archives
5 years
34 CFR Sec. 74.53
State Archives
Records Management
Manual - Schedule 7/
Credit Card Receipts
7 years
3 years
EFT Authorizations
34 CFR Sec. 74.53
State Archives
Records Management
Deposits with State Treasurer
3 years
34 CFR Sec. 74.53
Bank Account Reconciliation
5 years
34 CFR Sec. 74.53
External Bank Account Authorization
Bank Records (Statements, Reconciliations, and Other
Supporting Documents)
Cash Receipts Logs
State Archives
Records Management
Manual - Schedule 7/
State Archives
Records Management
3 years
34 CFR Sec. 74.53
3 years
Cash Deposits
State Archives
Records Management
Manual - Schedule 7/
State Archives
Records Management
Manual - Schedule 7/
34 CFR Sec. 74.53
State Archives
Records Management
Cash Management Records:
20
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Finance Office
As designated by
System or Campus
Controller
State Controller
System Controller
Finance Office
Facilities Projets
Finance Office
Finance Office
Finance Office
Finance Office
General ledger detail
System Controller
Department issuing
invoice
State Archives
34 CFR Sec. 74.53
State Archives
Records Management
Responsible Department
3 years
3 years after pay-off
Inventory Records
3 years from date of asset disposal
General Ledger:
34 CFR Sec. 74.53
3 years
State Archives
34 CFR Sec. 74.53
3 years
3 years
3 years
State Archives
State Archives
34 CFR Sec. 74.53
State Archives
Depreciation schedules
A fixed asset refers to a long-term tangible asset that is not expected
7 years from the close of the oldest
Fixed Assets:
Inventory Control (non capital)
Accounts Receivable Invoices
Revenue/Accounts Receivable:
Fixed Assets (purchase related documentation)
Physical inventory records
Revenue Contracts
Journal Entries and Supporting Documentation
34 CFR Sec. 74.53
Disposal of fixed assets records
34 CFR Sec. 74.53
State Archives
34 CFR Sec. 74.53
State Archives
3 years from date of asset disposal
34 CFR Sec. 74.53
34 CFR Sec. 74.53
Until Expire/Replaced or 6 years,
whichever is later
Fixed Assets (purchase related documentation for
construction projects)
State Contracts / all related documents
State Archives
Records Management
Manual - Schedule 7/
Contracts Expense (PSC):
3 years
34 CFR Sec. 74.53
Until changed or 3 6 years,
whichever is later
Contracts Revenue:
University Signature Authority Forms
6 years (except Federal expense
contracts which is 7 years)
State Archives
State Archives
34 CFR Sec. 74.53
State Archives
State Controller Delegation Authority Letters
21
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Bursars Office
Bursar Office
Department
Department
Conflict of Interest Disclosures
Research Data
9 years after expiration of grant
funding period or termination of
contract and until no longer needed
for reference.
State Archives
Records Management
Manual - Schedule 8
Accounting Records
Tax
State Archives
Patient Records
Regulatory Records
Office of Grants and
Contracts, Academic
Departments, Regulatory
Compliance or other
repository as designated.
4 years
State Archives
Records Management
Manual - Schedule 8
Summary Reports
Working Papers
Related Documentation
Grants, Contracts, and Awarded Proposal
Records
6 years after the project becomes
inactive and until no longer needed
for reference or as otherwise
provided for by the award
documents.
Associated Contracts
Grant Project Research Records
Activity Reports
Clinical Research Records
Protocols
34 CFR Sec. 74.53
1098-T
State Archives
Loan Records
3 years after pay-off
2 years post marketing approval or
IND withdrawal
34 CFR Sec. 74.53
22
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
IRB (COMIRB)
Originating Unit
Office Grants and
Contracts
As designated by
Campus Chancellor
IACUC Office
• Invoices
• Budget Summary Statements
6 years after end of the Fiscal year
OMB Circular A-88
•
Account Request Forms
• Subcontracts
• Related Documentation
• Financial Reports
3 years from completion of project
Laboratory Notebooks/Reports
3 years from end of employment
Office of Grants and
Contracts, Academic
Departments, PSC,
Finance or other
repository as designated
Research Misconduct Records
•
Assignment of Refunds Documents
• Balance Sheets
• Grant authorizations
9 years after expiration of grant
funding period or termination of
contract and until no longer needed
for reference.
Human Subjects Records
• Approval Applications/Forms
21 CFR 56.115
• Receipts
• Protocols
• Project Summaries
• Related Documentation
3 years after completion of the
activity
•
Assurance/Certification/Declaration Forms
• Consent Forms
•
Grant Proposals
• Protection of Human Subjects Forms
3 years after completion of the
activity
9 CFR 2.35(f)
Institutional Animal Care and Use Records
• Approval Applications/Forms
• Grant Proposals
• Protocols
•
Billing Records
• Contracts
• Equipment Purchase Orders
State Archives
Records Management
Manual – Schedule 8
Grants and Contracts Accounting Records
Personnel Activity Report Forms
23
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Tech Transfer
Federal Contracts
Office of Alumni
Campus Publications
Office
• Event Planning Records
As designated by
Campus Chancellor or
department
•
Gift Records
Alumni Records
•
Event Planning Records
Permanent
State Archives
Records Management
• Fundraising Request Records
• Public Relation Records
5 years
Fundraising Records
• Donor Records
Photographs
The retention periods are calculated
from the end of the contract’s fiscal
year in which an entry is made,
changed, or allocating a cost to a
government contract or
subcontract.The terms and
conditions of specific Federal
contracts should also be reviewed
for guidance.
• Related Documentation
Invention Disclosure Forms
• Patent Applications
•
Technology Transfer Records
Permanent for original patents,
formal invention assignment forms,
license agreements, patent legal
transactions, and invention
disclosure forms; 6 years for all
other records
•
Original Patents
• Mailing Lists
• Membership Lists
• Related Correspondence
5 years or until superseded
•
Licensing Agreements
24
University of Colorado Denver | Anschutz Medical Campus
Record Retention Matrix
Repository
8/22/2022
DocumentType
Retention Period
Related Authority
Library
• Background Records
• Catalogs
• Media Guides
•
Newsletters
Record Management Records
Permanent
State Archives
Records Management
Manual - Schedule 8
Campus Publications
Office
Library, Finance Office
and or Procurement
Service Center
As designated by
campus chancellor
Inter-Library Loan Records
3 years
State Archives
• Purchasing Records
•
Registration Records
Minimum of 3 years
• Donor Agreements/Records
Publications
•
Books
•
Brochures
• Inventory Lists
• Loan Records
• Ownership Records
Collection and Artifact Records
• Acquisition Logs
•
Appraisal and Valuation Records
•
Record Inventory Worksheets
•
Directories
• Magazines
Until no longer needed for reference
State Archives
Records Management
Manual - Schedule 8
• Record Destruction Authorizations
• Record Disposition Schedule
25