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Records Retention and Disposition Schedule

The SUNY Records Retention and Disposition Schedule Is a Comprehensive listing of the retention schedules organized by topic and sub-topic (which are outlined in the appendices of SUNY Policy 6609). Click on the links below to access the individual schedules.

	INTRODUCTION TO THE RECORDS MANAGEMENT AND DISPOSITION SCHEDULE (Click on title or graphic at left to access schedule) This new State University of New York (University) Records Retention and Disposition Schedule (RR&D Schedule) indicates the minimum length of time that campus and University officials must retain the records covered by this schedule before the records may be disposed of legally.
	ACADEMIC AFFAIRS AND INSTRUCTION (Click on title or graphic at left to access schedule) ACADEMIC AFFAIRS Accreditation records Curriculum development records Academic program proposals Curriculum/program registration records Master plan and related documents Course information records Faculty and faculty-student research records Records of Institutional Review Boards INSTRUCTION Course listing Instructor's course syllabus or lesson plan Instructor's grade records, test scores, and marking sheets List of students majoring in a field of study Class schedule Completed examination test papers and answer sheets Course or laboratory attendance records Evaluations of course instructor Records relating to tax-free use of alcohol Radiation use log
	ALUMNI & DEVELOPMENT (Click on title or graphic at left to access schedule) ALUMNI Alumni Biographical Data DEVELOPMENT Donor (and prospective donor) information records Record of gifts and bequests to a college or the University Alumni association or foundation file
	ATHLETICS (Click on title or graphic at left to access schedule) Player recruitment/scouting file Athletic scholarship file Athletic program records Records of gender equity in athletics Substance or alcohol abuse testing records Athletic training records Athletic health information report
	CAMPS (Click on title or graphic at left to access schedule) Participation, attendance, or enrollment records Parental consent records Field trip records Bus or other vehicle use file Applications for individual acceptance to camp (or participation in specific camp programs and activities) Facility information data record
	COUNSEL (Click on title or graphic at left to access schedule) General Files Claims Files Legislation Files System Administration / Campus / Community College Files
	STUDENT COUNSELING & CAREER SERVICES (Click on title or graphic at left to access schedule) Student counseling records List of student appointments Statistical compilation or reports of students served Printed resource materials Career placement records
	Environmental Health and Safety Records Retention Information (Click on title or graphic at left to access schedule) Prepared by the System-wide Director of Environmental Health and Safety - Not an official part of the SUNY Policy.
	EXECUTIVE RECORDS (Click on title or graphic at left to access schedule) Chancellor's or President's office files Executive, manager, or administrator's office files Inaugural & Anniversary Records
	FINANCIAL AID (Click on title or graphic at left to access schedule) State Student financial aid program records State financial aid reports Student bankruptcy records Federal Student Financial Aid Financial Aid Documents
	HEALTH INFORMATION (Click on title or graphic at left to access schedule) Health Center Student Medical Records Patient Medical Record Tracings, recordings which are not contained in the patient medical record Mammogram Testing Tools Clinical and Anatomical Pathology, Transplant Correspondence from other providers not merged into medical record Patient transfer records and logs Indexes Logs of Patient Treatment and Admissions Work Schedules and On-Call Schedules/Logs Birth Registry Cytogenetics Reproductive Tissue/Artificial Insemination/Implantation Transfusion and Blood Product Records Requisitions for Diagnostic tests ER Diversion Records Pharmacy Records of Controlled Substance Inventory, Disposal, Orders and Prescriptions HIPAA-Accounting of Disclosures Log Release or Disposal of Human Remains Environment of Care — environment and equipment Medical Device Reporting Financial Statements and Records Medical Staff Credentialing Medical Staff Bylaws/Governing Body Records Hospital Policies and Procedures Hospital and Medical Staff Committee Minutes Patient Complaints and Grievances Incident Reports Infection Control Quality Assurance Records /Peer Review/Quality Improvement/Patient Safety Evaluation System/Patient Safety Work Product Records Approvals and registrations relating to radiological equipment and materials Radiation-exposure records for an individual Records of occupational doses for an individual using radiation-producing equipment or radiological materials Radiation equipment testing and inspection records Records of disposal, theft, loss, or excessive release of radiation Radiation program safety records Reports to Regulatory/Accrediting Agencies/Entities
	STUDENT AND STAFF HOUSING (Click on title or graphic at left to access schedule) Residency occupancy records Damage Records Off-campus rental records
	MUSEUMS AND ART GALLERIES (Click on title or graphic at left to access schedule) Campus exhibit file Campus collections records Campus arts program records
	OTHER RECORDS (Click on title or graphic at left to access schedule) General Retention and Disposition Schedule for New York State Government Records When the SUNY Schedule does not cover a particular record, SUNY campuses are to defer to the New York State schedule (available on the State Archives website) for the proper retention period.
	PUBLIC SAFETY AND SECURITY (Click on title or graphic at left to access schedule) PUBLIC SAFETY: GENERAL Accreditation records for law enforcement, fire prevention, or emergency medical services unit (if applicable) Standard Operating Procedures Tape recording of Communications Campus safety records Incident data summary record Law enforcement reports, studies, or data queries Arrest Records and Folders Incident and investigation records LAW ENFORCEMENT: FIREARMS Campus firearm purchase record Individual firearm purchase record Records of issuance of firearms or other weapons to law enforcement personnel Repair and maintenance records for firearms or other weapons used by law enforcement personnel Record of stolen or missing firearms LAW ENFORCEMENT: MOTOR VEHICLES Traffic violation records Parking violation records Vehicle accident case record Vehicle history files LAW ENFORCEMENT: MISCELLANEOUS Warrant execution and subpoena or summons service records by external law enforcement agency
	STUDENT ACCOUNTS (Click on title or graphic at left to access schedule) Student Accounts Folders and Correspondence (student-specific records) General Administrative Records (not specific to any student) Credit Card Receipts and Records Cumulative Payment Listings & Cumulative Transaction Listings
	STUDENT RECORDS (Click on title or graphic at left to access schedule) Student Academic Records Admissions Data for Applicants Who Enroll Admissions Data for Applicants Not Enrolling (Whether Accepted or Rejected) General Records Related to Admissions and the Admissions Process Non-credit and Continuing Education Records Student Information System Records of Compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and Related Legislation Student Advising Records Proof of Residence Records College-related Reports, Studies, or Data Queries Scholarship Records Records of Gifts and Prizes Awarded Students Student Degree and Grade Audit Records Student Disciplinary Records Student Complaint Records Student complaints filed under the provisions of the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 Recruitment Records Records relating to individual prospective students who do not apply for admission Parental consent record Nursing education program Institutional information & reports Commencement records Student activity or organization records Records of international students who enroll Records of international students who do not enroll Disabled student file Disabled student emergency evacuation plan Staff development materials for disabled student International Program/Overseas Academic Program Records
	UNIVERSITY AUDIT (Click on title or graphic at left to access schedule) Technical Assistance Internal Audits Federal Audits Office of the State Comptroller Audits External Non-Governmental Audits Internal Audit Files – General
	New York State General Retention and Disposition Schedule Website When the SUNY Schedule does not cover a particular record, SUNY campuses are to defer to the New York State schedule (available on the State Archives website) for the proper retention period.
International Records Retention	International Records Retention Information (part of the International Compliance webpage)

The information contained on the SUNY Compliance website is for general campus guidance only and is not intended, nor can be relied upon, as legal advice or the imposition on SUNY campuses of specific policies or requirements. The site is intended to be an informational-only clearinghouse for some of the laws, rules, and regulations that may impact the State University of New York’s campuses. Additionally, given the rapid, changing nature of laws, rules and regulations, there may be delays or omissions contained on this site which therefore cannot be relied upon as complete. For complete compliance information, consult your campus compliance officials or the SUNY Compliance Administrator. For questions regarding the retention schedule, contact theSUNY Records Management Officer. For legal advice, consult your lawyer.

SUNY is not responsible for the content of external Internet sites. SUNY External Site Disclaimer.


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Records Retention and Disposition Schedule

International Records Retention Information (part of the International Compliance webpage)