University of California                                          Records Management Disposition Schedules

Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy

I. ADMINISTRATIVE


A. AGREEMENTS
      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                  

(If HIPAA-compliance related, retain 6 after 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                                  





P. RISK MANAGEMENT

 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