Suggestions & Comments to: Stephen Dalina Records Management Coordinator dalina@rci.rutgers.edu Thomas Frusciano University Archivist fruscian@rci.rutgers.edu January 12, 2007

Libraries & Collections at Rutgers: Special Collections and University Archives: Records Management:
Retention Schedule Information

The Rutgers University Records Retention Schedule describes records that are found on the campuses and is prescriptive in that it tells how long records must be kept before they can be destroyed or sent to the University Archives.

Retention Schedule Format

The following is a sample of a typical records retention schedule --

1.	Title:		Employment Records
2.	Description:		Employee Records (Record Jackets) are maintained for all regularly appointed faculty and staff and generally contain: Personnel Authorization forms (PAF), Personal Data Records (PDR), and a copy of the Social Security Card. These files may also contain, benefit enrollment forms, salary adjustment letters, original application for employment, Oath-of-Affirmation (faculty), Absence Record Cards (staff) Unemployment Insurance Claim forms and Determinations, Dependent Child Tuition Remission Applications and employment-related memos.
3.	Office of Record:		University Human Resources
4.	Retention:		80 Years
5.	Disposition:		Destroy
6.	Other copies:		Units/Department
7.	Retention:		6 Years after termination of employment
8.	Disposition:		Destroy

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1.	Title of the record series.
2.	The series description generally consists of two components: a use or purpose statement and a content statement.
3.	Office of Record. Notes what unit/department is responsible for the record/information.
4.	Retention. Notes how long the record must be maintained.
5.	Disposition. The action that must occur when the retention has been satisfied.
6.	Other copies. Notes where there might be another copy/version of the record.
7.	Retention. Notes how long the record must be maintained for other copies.
8.	Disposition. The action that must occur when the retention has been satisfied for other copies.