The University of Oregon Records Retention Schedule (UO RRS)
The University of Oregon Records Retention Schedule (UO RRS)
Introduction to the schedule
What are retention schedules and why does the university have one?
The University of Oregon Records Retention Schedules (RRS)
- provides timeframes, high level responsibilities, and any special handling instructions associated with records in any media (paper, digital, or other);
- does not prescribe a filing structure, but does supply terminology for labeling or tagging content;
- serves as a core procedure that supports the University Records Management Policy.
While the RRS covers many categories of material, regardless of whether these are paper based or digital, the Policy lists material which may be disposed of without a schedule (learn more). The RRS, and the Program that has been developed to implement it across the institution are built around best practices and international standard ISO-15489 Information and documentation -- Records management.
How is the RRS organized?
At the highest level, the RRS is organized by five functional sections, as detailed below. While some of the section headings resemble department names, it is important to keep in mind that they represent functions, not departments.
- Example: an academic department will find information about records that pertain to its work not only in the II. Academics, Instruction and Research but also sections IV. Finance, Administration and Infrastructure, and V. Human Resources.
I. Governance
- Board of Trustees and University Senate meeting minutes
- University wide policies
- Legal cases and litigation
II. Academics, Instruction, and Research
- Curriculum development, delivery (courses), and assessment
- University funded research projects and sponsored awards
- Management of library and museum collections
III. Administration of Student Affairs
- Health services
- Admissions, academics, scholarships/financial aid, conduct, housing
- Intercollegiate athletics
IV. Finance, Administration, and Infrastructure
- Office and university management
- Accounting, budget, contracting and procurement
- Facilities, property, construction, environmental health, and public safety
V. Human Resources
- Search and recruitment
- Personnel and payroll
- Training
What specific kinds of information does the schedule offer?
The schedule is a list of entries, with guidance for handling and disposal, the covers the different kinds of records the university receives, generates, and maintains. The groupings are based on the activites -- not the office -- that generates them. Each entry on the schedule has the following elements:
- Series Name
- describes a conceptual grouping of records that are related by the activities generating them and shared requirements. Each series has a heading and a brief description and/or list of the kinds of material that make it up. Where present, the lists are not exhaustive.
- Custodian
- the program, unit, department, or other entity accountable for maintaining reliable, complete, and accessible records in the given series for the duration of assigned retention period. Being named the "Custodian" is not always synonymous with having physical custody of the material. In cases where third parties are used to store or manage data that are records, the "Custodian" remain(s) accountable for access to usable, reliable, complete records for the duration of their life cycle.
- Retention and Disposal Instructions
- Minimum time to keep records in the series and what happens when that time has been met. These instruction are based on government regulations, funding agency rules, UO policies, collective bargaining agreements, and professional standards and best practices.
- Citation
- References that link to laws, regulations, standards, or best practices that serve as the basis for the retention rule established in the schedule.
- OAR Predecessor
- Link to any guidelines that were in place prior to the current UO RRS.
How to search the schedule
Finding information through filtering
To improve search efforts, it is helpful to understand how the schedule is organized. At the highest level, the schedule is organized by 5 functions: I. Governance; II. Academics/Instruction/Research; III. Administration of Student Affairs; IV. Finance/Administration/Infrastructure; V. Human Resources.
- Each of these functions are further subdivided by the activities that make up the functions. For example, admissions, registration and enrollment are activities found under the function II. Academics/Instruction/Research.
Use the drop down ("Select Record Function") to filter by function of the records. While some of the terms in this drop down sound like department names, they are not. Example: when searching for how long to retain personnnel material, select V. Human Resources from the the drop down menu. Select the "Apply" button, and browse the search results.
What if we cannot find what we are looking for on the RRS?
We are currently adding records series to the UO Records Retention Schedule (RRS); if you are unable to find the information you need, please contact us by emailing records@uoregon.edu and we will work with you to develop any necessary updates to the content of the RRS.
Risk classifications
Risk classifications correspond to the Information Asset Classification & Management Policy.
Icon | Description |
---|---|
Image | Unclassified Risk |
Image | Low Risk - Data is classified as Low Risk if the loss of confidentiality, integrity, or availability of the data would have minimal strategic, compliance, operational, financial, or reputational risk to the University. The integrity of Low Risk data is of primary importance and must be protected. The appropriate Data Trustee or Steward must authorize release of Low Risk data. |
Image | Moderate Risk - Data is classified as Moderate Risk if the loss of confidentiality, integrity, or availability of the data would have moderate strategic, compliance, operational, financial, or reputational risk to the University. Integrity and availability of Moderate Risk data are of primary importance and must be protected; privacy and confidentiality should be protected as appropriate. Access to Moderate Risk data must be authorized by the Data Trustee or Steward who is responsible for the data, as needed. Data access authorization may be provided to individuals as part of their job roles or responsibilities. |
Image | High Risk - Data is classified as High Risk (the most sensitive/critical classification) if the loss of confidentiality, integrity, or availability of the data would have high strategic, compliance, operational, financial, or reputational risk to the University. Privacy, confidentiality, integrity, and availability are important and must be protected. Access to High Risk data must be controlled from creation to destruction, and shall be granted only to those persons affiliated with the University who require such access in order to perform their job, or to those individuals permitted by state or federal law. The confidentiality of data is of primary importance, although the integrity of the data must also be ensured. Access to High Risk data must be requested from, and authorized by, the Data Trustee or Steward who is responsible for the data. |
Sort: | Function | Series Name | Series Number | |
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Records Not Subject to Retention | 000-00-000: Records Not Subject to Retention | View |
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I.01. GOVERNANCE/Governance and Board Affairs | University of Oregon Senate Meetings and Actions | 101-20-205: University of Oregon Senate Meetings and Actions | View |
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I.01. GOVERNANCE/Governance and Board Affairs | University of Oregon Board of Trustees Meetings and Actions | 101-20-210: University of Oregon Board of Trustees Meetings and Actions | View |
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I.02. GOVERNANCE/Legal Affairs | Legal Advice | 102-10-105: Legal Advice | View |
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I.02. GOVERNANCE/Legal Affairs | Court Orders | 102-20-105: Court Orders | View |
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I.02. GOVERNANCE/Legal Affairs | Legal Cases | 102-20-110: Legal Cases | View |
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I.03. GOVERNANCE/Policies | University Policies, Standards, Directives and Emergency Actions | 103-10-105: University Policies, Standards, Directives and Emergency Actions | View |
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II.01. ACADEMICS, INSTRUCTION AND RESEARCH/Curriculum and Instruction | Credit Bearing Curriculum and Degree Programs | 201-10-105: Credit Bearing Curriculum and Degree Programs | View |
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II.01. ACADEMICS, INSTRUCTION AND RESEARCH/Curriculum and Instruction | Non-credit Bearing Curriculum and Courses | 201-10-115: Non-credit Bearing Curriculum and Courses | View |
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II.01. ACADEMICS, INSTRUCTION AND RESEARCH/Curriculum and Instruction | Prebaccalaureate Programs | 201-10-120: Prebaccalaureate Programs | View |
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II.01. ACADEMICS, INSTRUCTION AND RESEARCH/Curriculum and Instruction | Courses | 201-10-205: Courses | View |
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II.01. ACADEMICS, INSTRUCTION AND RESEARCH/Curriculum and Instruction | Course Schedule Maintenance | 201-10-210: Course Schedule Maintenance | View |
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II.01. ACADEMICS, INSTRUCTION AND RESEARCH/Curriculum and Instruction | Credit Bearing Curriculum and Degree Programs Assessments | 201-10-305: Credit Bearing Curriculum and Degree Programs Assessments | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Research Uses of Animal Subjects | 206-10-105: Research Uses of Animal Subjects | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Research Uses of Human Subjects | 206-10-110: Research Uses of Human Subjects | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Research Uses of Controlled Substances | 206-10-115: Research Uses of Controlled Substances | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Research Uses of Recombinant or Synthetic Nucleic Acid Molecules and Biosafety | 206-10-120: Research Uses of Recombinant or Synthetic Nucleic Acid Molecules and Biosafety | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Financial Conflicts of Interest in Research (FCOIR) Disclosures | 206-10-205: Financial Conflicts of Interest in Research (FCOIR) Disclosures | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Research Misconduct Proceedings | 206-10-210: Research Misconduct Proceedings | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Export Controls | 206-20-105 : Export Controls | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Pre-Award Phase: Proposals | 206-30-105: Sponsored Research Pre-Award Phase: Proposals | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Award Phase: Research Contracts and Agreements | 206-30-210: Sponsored Research Award Phase: Research Contracts and Agreements | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Award Phase: Commercial Companies Records | 206-30-215: Sponsored Research Award Phase: Commercial Companies Records | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Award Acceptance and Establishment | 206-30-305: Sponsored Research Post-Award Phase: Award Acceptance and Establishment | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Interim Performance/Technical Reports to Sponsor | 206-30-310: Sponsored Research Post-Award Phase: Interim Performance/Technical Reports to Sponsor | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Expense Approvals and Documentation for Equipment or Real Property Acquired with Federal Funds | 206-30-315: Sponsored Research Post-Award Phase: Expense Approvals and Documentation for Equipment or Real Property Acquired with Federal Funds | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Sponsor Payment Requests | 206-30-320: Sponsored Research Post-Award Phase: Sponsor Payment Requests | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase Closeout: Returned Overhead | 206-30-375: Sponsored Research Post-Award Phase Closeout: Returned Overhead | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Financial Reporting | 206-30-380: Sponsored Research Post-Award Phase: Financial Reporting | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Effort/Payroll Certification | 206-30-405: Sponsored Research Post-Award Phase: Effort/Payroll Certification | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Expense Approvals and Documentation | 206-30-410: Sponsored Research Post-Award Phase: Expense Approvals and Documentation | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Expense Approvals and Documentation for Research Subjects Payments | 206-30-420: Sponsored Research Post-Award Phase: Expense Approvals and Documentation for Research Subjects Payments | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Program Income | 206-30-425: Sponsored Research Post-Award Phase: Program Income | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Expense Transfer | 206-30-430: Sponsored Research Post-Award Phase: Expense Transfer | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Project Changes | 206-30-450: Sponsored Research Post-Award Phase: Project Changes | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | Sponsored Research Post-Award Phase: Research Activities | 206-30-460: Sponsored Research Post-Award Phase: Research Activities | View |
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II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research | University Funded Research | 206-40-105: University Funded Research | View |
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II.08. ACADEMICS, INSTRUCTION AND RESEARCH/Museums and Libraries | Library Cards | 208-20-105: Library Cards | View |
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II.08. ACADEMICS, INSTRUCTION AND RESEARCH/Museums and Libraries | Library Circulation | 208-20-120: Library Circulation | View |
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II.08. ACADEMICS, INSTRUCTION AND RESEARCH/Museums and Libraries | Interlibrary Loans | 208-20-125: Interlibrary Loans | View |
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II.08. ACADEMICS, INSTRUCTION AND RESEARCH/Museums and Libraries | Acquisitions of Art, Artifacts, and Archives | 208-30-105: Acquisitions of Art, Artifacts, and Archives | View |
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III.01. ADMINISTRATION OF STUDENT AFFAIRS/Conduct and Student Activities | Investigations of Student Conduct Violations | 301-10-105: Investigations of Student Conduct Violations | View |
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III.01. ADMINISTRATION OF STUDENT AFFAIRS/Conduct and Student Activities | Investigations of Student Conduct Violations, Suspensions and Expulsions | 301-10-110: Investigations of Student Conduct Violations, Suspensions and Expulsions | View |
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III.01. ADMINISTRATION OF STUDENT AFFAIRS/Conduct and Student Activities | Investigations of Student Organizations Conduct Violations | 301-10-115: Investigations of Student Organizations Conduct Violations | View |
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III.01. ADMINISTRATION OF STUDENT AFFAIRS/Conduct and Student Activities | Investigations of Student Organizations Conduct Violations, Suspensions and Expulsions | 301-10-120: Investigations of Student Organizations Conduct Violations, Suspensions and Expulsions | View |
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III.02. ADMINISTRATION OF STUDENT AFFAIRS/Housing and Residence Life | Student Housing Applications and Contracts | 302-10-105: Student Housing Applications and Contracts | View |
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III.03. ADMINISTRATION OF STUDENT AFFAIRS/Tuition and Student Fees | Fee Book | 303-10-105: Fee Book | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Health History Forms | 304-10-105: Health History Forms | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Health Records of Non-Students | 304-10-110: Health Records of Non-Students | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Medical Records | 304-10-115: Medical Records | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Treatment Records, Designated Record Set | 304-10-120: Treatment Records, Designated Record Set | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Student Health Benefit Plan | 304-10-130: Student Health Benefit Plan | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Student Health Insurance | 304-10-140: Student Health Insurance | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Patient Satisfaction Surveys | 304-10-150: Patient Satisfaction Surveys | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Pharmacy Prescription Dispensation | 304-20-105: Pharmacy Prescription Dispensation | View |
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III.04. ADMINISTRATION OF STUDENT AFFAIRS/Student Health Services | Communicable Disease Prevention and Response | 304-90-105: Communicable Disease Prevention and Response | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Admissions | 305-10-105: Admissions | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Admissions and registration: non-credit bearing programs or courses | 305-10-115: Admissions and registration: non-credit bearing programs or courses | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Registration and Enrollment: Course Registration | 305-20-105: Registration and Enrollment: Course Registration | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Veterans | 305-20-150: Veterans | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Student based non-immigrant visa and supporting material | 305-20-200: Student based non-immigrant visa and supporting material | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Academic Advising and Progress | 305-30-105: Academic Advising and Progress | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Graded Homework, Coursework, and Exams | 305-30-110: Graded Homework, Coursework, and Exams | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Instructors Grade Records | 305-30-115: Instructors Grade Records | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Academic Standing and Scholastic Review | 305-30-210: Academic Standing and Scholastic Review | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Degree Applications and Audits | 305-30-305: Degree Applications and Audits | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Master's Theses and Doctoral Dissertations | 305-30-405: Master's Theses and Doctoral Dissertations | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Academic Transcripts | 305-30-515: Academic Transcripts | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Accommodations for Students | 305-40-105: Accommodations for Students | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Student Requests for Non-Disclosure of Directory Information | 305-40-110: Student Requests for Non-Disclosure of Directory Information | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Family Educational Rights and Privacy Act (FERPA) Requests and Disclosures | 305-40-120: Family Educational Rights and Privacy Act (FERPA) Requests and Disclosures | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Student Advocacy Attorney Legal Advice | 305-40-125: Student Advocacy Attorney Legal Advice | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Certifications/Verifications | 305-40-130: Certifications/Verifications | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Student Surveys and Interaction Data | 305-40-140 : Student Surveys and Interaction Data | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Internships | 305-50-205: Internships | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Internships, Practicums, and Externships in Health Services Psychology | 305-50-210: Internships, Practicums, and Externships in Health Services Psychology | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Early Intervention and Early Childhood Special Education Oregon Health Authority Documentation | 305-90-110: Early Intervention and Early Childhood Special Education Oregon Health Authority Documentation | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Early Intervention and Early Childhood Special Education Student Permanent Record | 305-90-120: Early Intervention and Early Childhood Special Education Student Permanent Record | View |
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III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records | Early Intervention and Early Childhood Special Education Student Records | 305-90-130: Early Intervention and Early Childhood Special Education Student Records | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Scholarships | 306-10-105: Scholarships | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Student Stipends/Financial Awards | 306-10-205: Student Stipends/Financial Awards | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Financial Aid Program | 306-20-105: Financial Aid Program | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Financial Aid Program: Federal Work-Study | 306-20-110: Financial Aid Program: Federal Work-Study | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Financial Aid Program: Federal Perkins Loan | 306-20-115: Financial Aid Program: Federal Perkins Loan | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Financial Aid Program: Direct and Federal Family Education Loans | 306-20-120: Financial Aid Program: Direct and Federal Family Education Loans | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Financial Aid Recipients | 306-20-215: Financial Aid Recipients | View |
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III.06. ADMINISTRATION OF STUDENT AFFAIRS/Scholarships and Financial Aid | Financial Aid: Accounting for the Receipt and Expenditure of Program Funds | 306-20-305: Financial Aid: Accounting for the Receipt and Expenditure of Program Funds | View |
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III.07. ADMINISTRATION OF STUDENT AFFAIRS/Intercollegiate Athletics | Student-Athletes Recruitment | 307-10-105: Student-Athletes Recruitment | View |
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III.07. ADMINISTRATION OF STUDENT AFFAIRS/Intercollegiate Athletics | Student-Athletes Files | 307-10-110: Student-Athletes Files | View |
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III.07. ADMINISTRATION OF STUDENT AFFAIRS/Intercollegiate Athletics | Student-Athletes Academic Advising | 307-10-115: Student-Athletes Academic Advising | View |
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III.07. ADMINISTRATION OF STUDENT AFFAIRS/Intercollegiate Athletics | Practice and Competitions: Practices Times | 307-20-105: Practice and Competitions: Practices Times | View |
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III.07. ADMINISTRATION OF STUDENT AFFAIRS/Intercollegiate Athletics | Practice and Competitions: Game Arrangements | 307-20-110: Practice and Competitions: Game Arrangements | View |
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IV.01. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Budget | Self-Sustaining Program Budgets | 401-20-105: Self-Sustaining Program Budgets | View |
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IV.01. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Budget | Budget Preparation and Administration | 401-20-205: Budget Preparation and Administration | View |
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IV.01. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Budget | University Budget | 401-20-210: University Budget | View |
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IV.01. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Budget | University Budget Expenditure Reports | 401-20-215 : University Budget Expenditure Reports | View |
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IV.02. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Audits | Audits and Assurances | 402-10-115: Audits and Assurances | View |
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IV.02. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Audits | Investigations of Reported Unlawful or Unethical Concerns | 402-30-930: Investigations of Reported Unlawful or Unethical Concerns | View |
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IV.03. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Treasury and Investments | Capital Projects Bonds | 403-10-110: Capital Projects Bonds | View |
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IV.04. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Business Affairs | Institutional Planning and Strategy | 404-10-105: Institutional Planning and Strategy | View |