University of California Records Management Disposition SchedulesA. AGREEMENTSRecord Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
Athletic Agreements (See Sec. II.E,
Intercollgiate Athletics)
G Broadcasting Agreements (radio, TV, Executing 3-5 1 following
etc.) Office following expiration
expiration
G Charter & Transportation Agreements Executing 3-5 1 following
(e.g., boats, planes, buses, & bus Office following expiration
service) expiration
G Concession Agreements (e.g., vending Executing 3-5 1 following
machines, other coin-operated equipment) Office following expiration
expiration
G Education Abroad Program Agreements Secretary of 6 after 1 after
The Regents termination termination
* G Equipment Loan Agreements Executing *3 following 0-1
Office expiration following
expiration
* G Independent Consultant Agreement Accounting *5 following 0-5
(excluding architects & internal Executing termination
faculty consultants) Office
G Nongovernmental Miscellaneous Agreements Secretary of 6 after 0-2 after
The Regents termination termination
G Occupancy & Lease Agreements Under Secretary of *6 after 1 after
DOE Contracts The Regents termination termination
G Performance Agreements Executing 4 after 0-5
Office expiration
* G Planned Purchasing Program Agreement Negotiating 3-5 1 following
(University & State) Office following expiration
expiration
* G Professional Services Agreements (to UC, Executing 5 following 1 following
excluding medical) Office expiration expiration
G Property/Facilities & Outside Facilities
Rental Agreements (See Sec. I.G, Leases)
* G Sales Agreements Executing 3-5 1 following
Office following expiration
expiration
* G Service Agreement & Contract - Executing 3-5 1-2
University as Recipient Office following following
expiration expiration
G Service Agreement & Contract - Executing 3-5 1-2
University as Vendor Office following following
expiration expiration
G Staff Employee Training Agreement Executing 3-5 0-5
Office following following
expiration expiration
G State Agreements/Contracts (research, Contracts & 6 after 0-5
service, cooperative) Grants termination following
Accounting 3 after termination
termination
G Teacher Training Agreements Executing 3-5 0-5
Office following following
expiration expiration
G Utility Agreements Secretary of 3 following 1 following
The Regents expiration expiration
Negotiating 3 following
Office expiration
G Work/Study Agreements, Federal Financial *5 after 0-5 after
Aid termination termination
G Work/Study Agreements with Public & Executing 3 following 1 following
Private Non-Profit Organizations Office expiration expiration
(excluding Federal)
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
B. APPLICATIONS AND REQUESTS
G Audio Visual Aids, Request for Department 0-1 ---
G Bicycle Registration Application Police 1 0-1
Cashier-SD
G Computer Facilities, Request for Department 0-5 0-5
G Facilities, Application for Use of, or Issuing 0-1 UAT
Space Reservation Department
G & Insurance, Request for and Request for OP-RM&S 2 after 1-2 after
1300, Change to Existing expiration expiration
1300A, &
1310
VC-Business 1-2 after
& expiration
Finance
1 after
Department expiration
RM2 Records Disposition Schedule, Request Records 1 after Until
for Management publication published
Committee
G SCUBA Certification, Application for Environmental 7-22 after ---
Health & termination,
Safety graduation,
or
withdrawal
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
C. CERTIFICATES, LICENSES, PERMITS, REGISTRATIONS, WARRANTEES
G Aircraft Registrations Executing 1 following 0-1
Office disposal of
aircraft
G Alcohol Use Permit Materiel 3 following 0-1
Manager expiration following
expiration
G Certificate of Approval to Keep and Use
Laboratory Animals (No longer issued.
Replaced by Registration Permit issued
by USDA.)
G Certificates of Insurance OP-RM&S 3 after 1 after
expiration expiration
G Controlled Substances/Narcotics Materiel 3 following 0-3
Certificate Manager expiration
G Copyright Assignments/Transfers Executing 3 following 0-3
Office expiration
G Copyright Licenses Executing 3 following 0-3
Office expiration
G Copyright Registrations Executing Until 0-Expired
Office expired
G Distribution of Literature Permit, Dean of 0-2 then to ---
Non-University Organizations Students Archives
G Easements Secretary of Permanent or ---
The Regents/ until
Negotiating disposal of
Office property
G Elevator Permit Physical Until Until
Plant superseded superseded
G Import and Export Licenses Purchasing 5 following 0-1
expiration following
expiration
G Nuclear Reactor License Secretary of 5 following 0-3
The Regents/ expiration following
Negotiating expiration
Office
G Permit-to-Enter (Entry Permit) Executing 1 following 0-1
Office expiration following
expiration
G Pressure Vessel Permit Physical Until Until
Plant superseded superseded
G Private Automobile, Use Permit Issuing 1 following 0-1
Office expiration following
expiration
G Radio & Television Licenses Negotiating 1 following 0-1
Office expiration following
expiration
G Registered Research Facility Permit Research Until ---
Facility revoked,
return to
USDA
G University Name, Use Permit Granting 2 following 0-1
Office expiration following
expiration
G Utility Licenses Secretary of 1 following 0-1
The Regents expiration following
expiration
G Vehicle Registration Executing Until 1 after
Office disposal of expiration
vehicle
G Vessel and Trailer Registration Purchasing Until 1 after
disposal of expiration
vessel/
trailer
G Vehicle Warrantees Garage Life of ---
Warranty
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
D. CONTRACTS, GRANTS, & AGREEMENTS (EXTRAMURAL) FOR RESEARCH,
TRAINING & PUBLIC SERVICE
G Advice of Contract/Grant Award (EDP Originating 0-3 0-1
in-put document) Contracts &
Grants
Office
See also Sec. I-F, Gifts, Endowments,
and Private Grants (UDEV 100/U1507)
where the Advice of Contract/Grant Award
form is used in lieu of UDEV 100/U1507
to report acceptance of a private grant.
G Advice of Contract/Grant Proposal (EDP Originating 0-3 0-1
in-put documents) Contracts &
Grants
Office
G Personnel Activity Reports (PAR): See
Section V-M, Time and Leave Reporting
(UCSA 001 Personnel Activity Report)
* G Basic Agreements (including master Contracts & Longer of: 0-5
contracts, master agreements, & advance Grants i) 4 after
payment pool agreements) with related Office termination/
material (Campus or expiration,
OP) with ii) 6 after
operational final
responsibility payment of
all project
orders
there-under,
or
iii)
resolu-tion
of any
litigation,
claim, or
audit.
All subject
to archival
review
Accounting Same as 0-5
Office immediately
(campus or above
OP) with
operational
responsibility
* G Contracts (including interagency Contracts & Longer of: 0-5
agreements & projects orders under basic Grants i) 6 after
agreement), Grants (including private), Office expiration/
Cooperative Agreements (including (campus or termination
private) with related material: See OP) with ii)
also Sec. I-F, Gifts, Endowments, & operational resolution
Private Grants, for the disposition responsibility of any
schedule covering Form UDEV 100/U1507, litiga-tion,
Gift/Private Grant Acceptance Report claim or
(for Private Grants), G (or equivalent) audit, or
iii) period
stated in
award
document.
All subject
to archival
review
Accounting Same as 0-5
Office immediately
(campus or above
OP) with
operational
responsibility
G Proposals for Extramural Support Contracts &
Grants
Office
(campus or
OP) with
operational
responsibility
Pending Proposal Hold until Hold until
proposal is proposal is
awarded, awarded,
rejected or rejected or
withdrawn withdrawn
(see next (see next
entries) entries)
Rejected or Withdrawn Proposal 0-2 0-1
Awarded Proposal: Awarded proposals 0-5
become a part of the resulting award
documents (see Contracts, Grants, and
Cooperative Agreements, above)
G Reports, Fiscal & Administrative on
Federal Financial Aid & Training Program
Grants: See Section III-D, Fiscal
(Financial Reports & Statements)
* G Contracts with DOE for operation of DOE Secretary of *10 after 1-10 after
Laboratories (including related The Regents termination, termination
agreements): See also Sec. I-A, then to
Agreements (Occupancy & Lease Agreements Archives
Under DOE Contracts)
Contract and Grant Reports - Computer Generated
Quarterly Reports Provided to Each Campus & Laboratory
CGX030A Corporate Contract & Grant Edit Error OP Contracts Until 0-1
Report - Awards (transactions identified & Grants superseded
as "rejected" must be corrected & by next
re-entered by campuses) quarterly
CGX030A
CGX030P Corporate Contract & Grant Edit Error OP Contracts Until 0-1
Report - Proposals (advisory report to & Grants superseded
campus only-- correction of proposal by next
errors by campuses optional) quarterly
CGX030P
CGX070A Contract & Grant Awards (sorted by OP Contracts Until 0-1
campus-sponsor- department) & Grants superseded
by next
quarterly
CGX070A
CGX070P Contract & Grant Proposals (sorted by OP Contracts 5 0-5
campus-sponsor-department) & Grants
CGX1241 Federal & State Sponsors (Sponsor Code OP Contracts Until 0-1
Listings) & Grants superseded
by next
quarterly
CGX1241
CGX1251 Other Government Agency Sponsors OP Contracts Until 0-1
(Sponsor Code Listing) & Grants superseded
by next
quarterly
CGX1251
CGX1261 Sponsors Other than Federal, State, and OP Contracts Until 0-1
other Government Agencies (Sponsor Code & Grants superseded
Listing) by next
quarterly
CGX1261
Quarterly University-wide Reports (not distributed to campuses or laboratories)
CGX075A Summary Report of Contract and Grant OP Contracts 10 0-5
Awards & Grants
Contract and Grant Reports - Computer Generated (continued)
Quarterly University-wide Reports (not distributed
to campuses or laboratories (continued)
CGX100A Index of Contract & Grant Awards OP Contracts Until 0-1
(sorted by sponsor-campus) & Grants superseded
by next
quarterly
CGX100A
CGX1211 All Sponsors in Sponsor Code Order OP Contracts Until 0-1
& Grants superseded
by next
quarterly
CGX1211
CGX1221 All Sponsors in Sponsor Title Order OP Contracts Until 0-1
& Grants superseded
by next
quarterly
CGX1221
CGX1231 All Sponsors in Sort Key Order OP Contracts Until 0-1
& Grants superseded
by next
quarterly
CGX1231
Annual University-wide Reports to Each Campus & Laboratory
CGX070AA Contract & Grant Award (sorted by OP Contracts 10 0-5
campus-sponsor-department) & Grants
Annual University-wide Reports (not
distributed to campuses or laboratories)
CGX100AA Index of Contract & Grant Awards OP Contracts 10, then to 0-5
(sorted by sponsor-campus) & Grants Archives
CGX200AA Annual Comparison of Award Amounts OP Contracts 2 0-5
(sorted by federal, state, or other type & Grants
of sponsor and by sponsor according to
the total annual award amount)
As-Requested University-wide Reports
CGX100P Index of Contract & Grant Proposals Requesting 0-2 0-2
(quarterly data, sorted by Office
sponsor-campus)
CGX400A Summary Inventory of Active Contracts & Requesting 0-2 0-2
Grants (sorted by Office
campus-Universitywide-type of
sponsor-sponsor)
CGX903A Data Element Search Report Requesting 0-2 0-2
Office
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
E. CORRESPONDENCE
G Photocopied (Xerox, etc.) Material, Department 0-1
extra copies of
G Policy & Nonroutine Correspondence Department Until 0-2
superseded
G Routine Correspondence Department 0-1 ---
G Printing & Xerox Masters, etc., used Department 0-1 ---
F. GIFTS, ENDOWMENTS, PRIVATE GRANTS
Computerized Printout of Alumni & Donor Development Until 0-1
Profile & Alumni superseded
Office
G Decree of Distribution Secretary of Permanent **0-10
The Regents
(V)
G Deed: Gift, Grant, & Quitclaim Secretary of Permanent **0-10
The Regents
(V)
Endowment or Loan Fund Record Sheet President Permanent **0-10
G Estate & Will File General Permanent **0-10
Counsel
G or Report of Gift/Private Grant Acceptance
UDEV100 with attachments, including:
Gift Acceptance and/or Acknowlegement
Letter(s)
Donor's Letter of Gift or Pledge
Various Donor Lists (if applicable)
Campus 1 **0-1
Gifts of $1 - $999, excluding gifts of Develop-ment
real property and endowments Office
10 **1
Gifts of $1,000 - $999,999, excluding OP-Recds.
gifts of real property and endowments Mgmt. Serv.
10 then to **1-10
Gifts of $1,000,000 and over, and all OP-Recds. Archives
gifts of real property and endowments. Mgmt. Serv.
See also Sec. I-D, Contracts, Grants, &
Agreements (Extramural) for Research,
Training, & Public Service, for the
disposition schedule covering private
grant documents & related materials
other than UDEV 100 and attachments.
G Gift Term Amendment or Cancellation President Permanent **0-10
Report of the Receipt of Gifts of President Permanent **0-10
Securities
Gifts & Endowments Reports - Computer Generated
GE010 Exception Listing - Gifts & Endowments OP-Gifts & UAT ---
Endowments
GE030 G.E. Master File Additions, Changes, & OP-Gifts & 2 0-1
Deletions Endowments
GE140 G.E. Correction Run OP-Gifts & UAT ---
Endowments
GE185 Monthly Register of Gifts OP-Gifts & 2 0-1
Endowments
GE200 Monthly Report of Accepted Gifts OP-Gifts & 2 0-1
Endowments
GE425 G.E. Numeric Roster - Quarterly OP-Gifts & Until Until
Endowments superseded superseded
GE900 Annual Summary of Gifts OP-Gifts & 5 ---
Endowments
GE930 Breakdown of Gifts by Size & Source OP-Gifts & 5 ---
Endowments
GE980 Annual Register of Accepted & Received Gifts & 10-Permanent 0-5
Gifts by Campus Endowments/ or to
Development Archives
GE985 Composite Register of Accepted & OP-Gifts & Permanent ---
Received Gifts & Endowments (Annual) Endowments
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
G. LEASES
* G Personal Property Leases/Rentals (e.g. Executing *1-3 0-1
equipment) Office following following
termination termination
* G Real Property & Facilities Leases & Secretary of *6 following 0-3
Rental Agreements (See also Sec. A, The Regents termination following
Agreements) (V) termination
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
H. LOAN AND PROPERTY MANAGEMENT PROGRAM
G ORIGINATION FORMS Loan & 4 years 3 years
Property after loan after
Management - payoff loan payoff
OP
REPORTING FORMS
IRS-1096 Annual Summary & Transmittal of US Loan & 5 0
Returns Property
Management -
OP
G Federal Reporting Information Form Loan & 5 0
Property
Management -
OP
G Investor Reporting Loan & 1 0
Property
Management -
OP
IRS-8330 Issues of Quarterly Information Loan & 5 1 month
Return for Mortgage Property
Credit Certificates Management -
OP
IRS-8329 Lender's Information Return for Loan & 5 0
Mortgage Credit Property
Certificates Management -
OP
G Loan/Status Summary Reports Loan & 1 0
Property
Management -
OP
G Mortgage Revenue Bond Statistics Loan & 5 0
Property
Management -
OP
SERVICING FORMS
G Appraiser Payments Loan & 1 1
Property
Management -
OP
Borrower Notification Forms
STL-113 Balloon Payment Letter Loan & 3 years 3 years
Property after loan after
Management - payoff loan payoff
OP
G Closing Costs/Interest for Two Loan & 5 5
Borrowers Property
Management -
OP
G Monthly Billing Statements/ Loan & 1 1
Notification of Mortgage Property
Interest Rate Change/Impound Management -
OP
G Statement of Loan Closing Costs Loan & 5 5
Property
Management -
OP
G 1098 - Annual Mortgage Interest Loan & 5 5
Statement Property
Management -
OP
G Cash Payment Made in Error Loan & 1 1
Property
Management -
OP
G Change in Payment Status Forms Loan & 1 1
Property
Management -
OP
G Condolence Letter Loan & 1 1
Property
Management -
OP
G Delinquency Forms Loan & 1 1
Property
Management -
OP
G Notice of Intent to Accelerate Loan Loan & 3 years 3 years
and Sell Property Property after loan after
Management - payoff loan payoff
OP
G Hazard Insurance Forms Loan & 1 1
Property
Management -
OP
G Payoff Forms Loan & 1 1
Property
Management -
OP
G Payroll Deduction/Reduction Accounting 1-5 after 5
Authorization (Other than inactive or
Insurance and Retirement) modified
G Refund/Request Forms Loan & 1 1
Property
Management -
OP
G Salary Supplied by Outside Loan & 1 1
Institution Property
Management -
OP
G Social Security Request/Verification Loan & 5 0
Property
Management -
OP
OTHER FORMS
G Private Mortgage Insurance Loan & 1 1
Property
Management -
OP
IRS-4419 Application for Magnetic Media Loan & 5 0
Reporting Property
Management -
OP
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
I. MINUTES
Academic Senate
Assembly, Record of Senate Permanent, 0-10
Offices transfer to
Archives
after 10-25
Backup Material to Minutes Senate 0-20, then 0-1
Offices to Archives
for
selective
retention
Committees of the University Assembly Senate Permanent, 0-10
Offices transfer to
Archives
after 10-25
Division Senate of Permanent, 0-10
initiating transfer to
campus Archives
after 10-25
Divisional Special Committees Senate of Permanent, 0-10
initiating transfer to
campus Archives
after 10-25
Divisional Standing Committees Senate of Permanent, 0-10
initiating transfer to
campus Archives
after 10-25
Backup Material (not listed specifically Originating 0-5 0-1
elsewhere) department
Building & Campus Development Committee Committee 1-5, then to 0-1
Minutes & Reports secretary Archives
Campus Planning Committee Committee 5-10, then 0-2
secretary to Archives
Council of Chancellors President Permanent 5-10
Chancellor Permanent
G Backup Material President 5-10 1-10
G Other Minutes (Administrative Committee or 0-10 0-5
Committees, etc.) Appointing
Officer
Regents Regents (V) Permanent, 1-10
then to
President Archives
Chancellor 20
5-10, then
to Archives
G Backup Material Regents or 5-10 1-10
submitting
department
G University committees appointed by President or 1-15, then 1-15
President or Chancellors Chancellor to Archives
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
J. OTHER ADMINISTRATIVE RECORDS
* Bills of Sale/Conveyances of Title to Secretary of Until Property 0-5
Real Property the Regents is sold or
disposed of
Business Property Tax Statement Secretary of *5 0-5
the Regents
G Disclosure of Information Records (See
Sec. V.B, Records & Reports)
G Enrollment Card, California 4-H Program 4-H State 3-5 3-5
Office
G Five-year Review of Organized Research Reviewing 0-5 after 5-10
Units - Universitywide office life of
unit, then
to Archives
G Inventory Forms, Supplies Department 0-1 ---
G Police Car Mileage Records Police 1 after car 0-1
Garage-SB sold
G Property Tax Exemption Records Executing *5 after ---
Office termination
of lease
G Radiation Usage Records including: Environment 3 0-3
Receipt, transfer and disposal records & Safety or
Inventory records Radiation
Instrument calibration records Facility
Sealed source leak test records
Internal citations
Records & documents related to above
RM-1 Records Inventory & Disposition Worksheet Department Until superseded
G Traffic Citations Police 0-5 0-5
G Traffic Counts, Police Police 5 0-5
Parking
Service UCLA
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
K. PATENTS
G Case Files Patent,
Trademark, &
Copyright
Patent Not Issued 10 after the 0-10
last action
or
expiration
of the
license or
other agree-
ment, then
to archives
Patent Issued 7 after the 0-10
last patents
have
expired,
then to
archives
G Patent License Agreement Patent, 7 after the 0-10
Trademark, & date of
Copyright termination
(V) of the
license,
then to
archives
G Financial Records, Patent Income, Patent Patent, 7 after the 0-10
Expense, Inventor's Share Payments Trademark, & last
Copyright payment,
(V) last patent
expires, or
termination
of the
license,
whichever
date is
last, then
to archives
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
L. POLICIES, PROCEDURES, LAWS>
Bylaws
Academic Senate Senate Permanent, Until
Offices transfer to superseded
Archives
after 5-10
Academic Senate, Divisional Senate Permanent, Until
Offices transfer to superseded
Archives
after 5-10
Regents By-Laws and Standing Orders
Current Secretary of Permanent Until
The Regents superseded
Obsolete Sections Archives Permanent ---
Records Disposition Schedules Manual Records Until Until
Management superseded superseded
Committee
G Laws and Ordinances Police Until Until
superseded superseded
G Policy Manuals, Federal & State Agencies Departments Until Until
Affected superseded superseded
or obsolete or obsolete
G Policy Manuals, University President, Permanent Until
Chancellor, superseded
or issuing
office
State Legislative Bills Sacramento 0-2 0-2
G University Directives and Regulations President, Permanent Until
Chancellor, superseded
or issuing
office
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
M. PUBLICATIONS
Academic Plans
Campus Chancellor 2-10 after Until
of superseded, superseded
initiating then to
campus Archives
President
Departmental Draft Chancellor Until Until
superseded superseded
or
incorporated
in Campus
Academic
Plan
University President 2-10 after Until
Chancellor superseded, superseded
then to
Archives
Calendars
G Campus Chancellor 1
G University President 1 UAT
Catalogs
Other Institutions Admissions 1-10 1-10
UC Campuses OP-Registrar 1-10 1-10
Registrar 1-10
and/or (initiating
Admissions campus only;
then to
Archives)
University Extension UNEX 3-10, then 0-5
Recorder's to Archives
Office
G Class Schedules, Administrative Use Department 1-2 0-1
Directories
G Campus Telephone Business Until Until
Office superseded, superseded
then to
Archives
G Student Originating 1-5, then to Until
Office Archives superseded
University President Permanent 0-1
OP- 10
Publications
G Miscellaneous UC Publications (not Issuing Permanent 0-10
listed specifically elsewhere) department
Newsletters
President's Newsletter President Permanent 0-1
Archives Permanent
University Bulletin/UC FOCUS OP- 2 copies - 1-5
Publications Permanent
Campus
Public Permanent
Information
President
G Newspapers - Campus Student 1, then to 0-2
Affairs Archives
G Official Publication Proofs and Work Campus 0-1 0-1
Papers Publications
OP-Publicatio 0-1
ns
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
N. PUBLICITY AND MASS MEDIA INFORMATION
Biographical Data on Regents Secretary of Permanent As long as
The Regents member
Clippings, Campus Collection Public 0-2, then to ---
Affairs Archives
News Releases
G Administrative Public 0-15, then 0-1
Affairs to Archives
0-15, then
OP- to Archives
Publications
G Departmental Department 0-5 0-1
G Source Material Public 0-10 0-5
Affairs
University Clip Sheets OP- 0-1 UAT
Publications
University Extension Promotion Brochures UNEX Program 3-10, then 0-2
Promotion to Archives
Office
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
O. REPORTS AND ROSTERS
G Controlled Substances/Narcotics Purchasing 3 following 0-3
Inventories certificate following
expiration certificate
expiration
R34 Injury Report Environmental 5 0-1
Health &
Safety
Accounting -
SF
Personnel -
SC
G Intramural Team Roster Athletic or 0-2 ---
P.E.
Department
Personal/Confidential Records Report OP-Academic Until Until
(State of California, Information & Staff superseded superseded
Practices Act) Personnel
Relations
Police
G Fire, Safety, Traffic Information Police or 1 0-1
Reports Fire
Department
G Lost and Found Reports Police 0-2 UAT
G Police Officer Daily Logs Police 0-1 ---
G Purchasing Activities/Actions/Savings OP-Business 2-5 2
Reports Affairs
G Travel Rosters of Teams & Field Trips Department 1-2 UAT
G Waiver of Liability, Personal Property Purchasing 1-5 after ---
Reports on Campus or Inventory termination
Institutional Studies Reports - Computer
Generated
ISO32 Credit Hour Tabulation by Level of OP-Budgetary 5-10 0-5
Instruction & by Level of Student Planning
IS524 Report Listing - Employees & Classes OP-Budgetary 5-10 0-5
They Teach Planning
IS540A Listing of Weekly Student Hours by OP-Budgetary 5-10 0-5
College, Level of Instruction, Subject Planning
Field, Type of Instruction, Spread by
Rank
IS540B Listing of Weekly Contact Hour OP-Budgetary 5-10 0-5
Planning
IS540C Students per Contact Hour OP-Budgetary 5-10 0-5
Planning
IS550 Report Tabulation and Listing - Total OP-Budgetary 5-10 0-5
FTE Planning
IS590A Contact Hours (Contact & Preparation) OP-Budgetary 5-10 0-5
by Campus, Administrative Unit, & Budget Planning
Unit
IS590 Weekly Teaching Hours OP-Budgetary 5-10 0-5
Planning
IS690 Course Statistics Detail Report OP-Budgetary 5-10 0-5
Planning
IS720 Course Statistics Summary Report OP-Budgetary 5-10 0-5
Planning
IS760 Campus Total Weekly Student Hours by OP-Budgetary 5-10 0-5
Level of Instruction & by Level of Planning
Student
IS780 Discipline Tabulations OP-Budgetary 5-10 0-5
Planning
G BUS-28 - Loss Report (including OP-RM&S 5 after 1-2 after
Schedule of Clean-up, Repair and settlement settlement
Replacement Costs)
G DMV Form SR-1, Financial Responsibility Campus Risk 5 2
Mgmt. Office
1320 Domestic Transportation Insurance OP-RM&S 2-3 after 1-2 after
Report (Domestic Transit Policy) expiration expiration
G Fine Arts Collections - Section II OP-RM&S 3 after 3 after
Schedule Changes expiration expiration
G Monthly Foreign Transit Insurance OP-RM&S 2 after 1-2 after
Report ("Open Cargo Policy") Insurance expiration expiration
Company Form
G Prior Approval Form - Domestic Transit OP-RM&S 2 after 2 after
expiration expiration
G Proof of Loss - Off Campus OP-RM&S 3 after 3 after
expiration expiration
1322 Property Loss or Damage Report OP-RM&S 5 after 1-2 after
settlement settlement
G Quarterly Fine Arts Report - Campus Risk 3 1-3
Exhibits/Domestic Mgmt. Office
G Report of Vehicle Physical Damage Form OP-RM&S 5 after 2 after
settlement settlement
1323 Transit Claim Loss Report OP-RM&S 5 after 1-2 after
expiration Expiration