The purpose of the Retention Schedules is to provide consistency and clarity regarding the retention and management of records and UNLV. It is intended as an NSHE-wide resource for faculty & staff at all levels across the state.
Adhering to the guidelines in the Retention Schedules will provide the following benefits:
Help answer questions related to records and FERPA.
Simplify disposal projects.
Free up space in offices and on servers across the University.
Improve the security of the information people have entrusted to the University.
Reduce the unnecessary burdens and risks created by retaining records for too long.
Avoid potential penalties for retaining records for too short a time period.
Identify and preserve records that are important to the University's history.
An informational power point presentation and FAQs are provided below. Any questions concerning the NSHE Records Management Program and Records Retention Schedule should be referred to the Vice Chancellor for Legal Affairs who also serves as the Records Retention Officer for System Administration.
Special Records Retention Schedules (Special Schedule) may be developed, if approved by the Chancellor after review by the state records committee, to address records unique to limited aspects of an institution or unit’s operation.
Column 1 – Type of Record
Provides short description of the various types of records, which are grouped by record category (e.g., human resources, accounting & financial, etc.).
Column 2 – Official Repository
Identifies the “Official Repository” for each record, which is the unit, department, or division designated as having responsibility for retention and timely destruction of that particular type of record.
Column 3 – Retention Period
Sets forth the record retention period, which can be set period of time (e.g., “FY + 4 years”), an event-driven period (e.g., “until superseded”), or Permanent.
Column 4 –Disposition
Sets forth the proper disposition of the record following the expiration of the retention period, which can be “Regular”, “Secure”, “Archival Review”, “Archives”, “On Site”, or “Other”.