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UCAR Business Records Retention

UCAR Records Retention Schedule

See also UCAR's Records Management Policy 3-3 and related Procedures

Each UCAR department should retain and dispose of records according to the laws that govern such records. Retaining records beyond their retention period may lead to unwarranted storage and maintenance costs. Disposal should be in a manner that protects the privacy of confidential data, typically through shredding.

 

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Acronym 
UCAR University Corporation for Atmospheric Research
FandA Finance and Administration
TF Treasury and Finance
Contracts Contracts
HR Human Resources
FMS&S Facilities Management, Safety and Sustainability
OGC Office of General Counsel
IA Internal Audit
IT  Information Technology
Maint Maintenance
RiskMgt Risk Management
HeSS Health, Environment and Safety Services
   

 

 

Retention Code
C = Creation + ________ year(s)
CE = Contract End + ________ year(s)
CYE = Calendar Year End + ________ year(s)
DE = Duration of Employment + ________ year(s)
FYE = Fiscal Year End + ________ year(s)
LA = Life of Asset + ________ year(s)
LP = Life of Patent + ________ year(s)
LT = Life of Trademark + _______ year(s)
PM = Permanent
US = Until Superseded
AV = As Long as Valuable
Other = ________ + ________ year(s)

 Click on column headers to sort

Record Class TitleRecord OwnerContact NameExtRetention

Audit and Finance Committe Materials 

TF P. Leslie x8570 AV
Accounts Payable Adjustment Batches TF S. Andrews x1661 C+13
Accounts Payable Check Reversals TF S. Andrews x1661 C+13
Accounts Payable Check Run TF S. Andrews x1661 C+13
Accounts Payable Reconciliations TF S. Andrews x1661 C+13
Accounts Payable Wire Batches TF S. Andrews x1661 C+13
Affirmation of Legal Work Status HR S. Montoya x8705 DE+1
Affirmative Action Plan UCAR/HR L. Allapowa x8718 C+2
Annual UCAR/UCARF Filings TF P. Leslie x8570 AV
Applicant ID / Flow Logs UCAR/HR R. Schalhamer x8703 C+2
Applications and Resumes UCAR/HR R. Schalhamer x8703 C+2
Asbestos FMS&S B. Wiley x8554 PM
Bank Relations TREAS P. Leslie x8570 AV
Benefit Plan Docs and Summary Plan Description (SPD) UCAR/HR L. Carr x8702  AV
Bond Issuance/Accounting TF P. Leslie x8570 AV
Boulder Travel / Cain Travel Batches TF S. Andrews x1661 C+13
Building Inspection Program FMS&S B. Wiley x8554 C+2
Business Continuity Plan RiskMgt D. Sundvall  x8898 US
Cash Management TF P. Leslie x8570 AV
Cash Receipts TF S. Andrews x1661 C+13
COI - Certificates of Insurance RiskMgt D. Sundvall  x8898 FYE+3
Confined Space FMS&S B. Wiley x8554 CE
Audited Consolidated Financial Statements TF S. Andrews x1661 PM
Contractor Safety Plans FMS&S B. Wiley x8554 CE
Contracts, Purchase Orders and Agreements Contracts A. Propes  x8877 C+5
DDTC Registration UCAR/PO/OGC D. Sundvall  x8898 AV
Direct Awards to UCAR Contracts A. Smith  x8872 CE+5
Domestic Violence UCAR/HR L. Erwin x8711  C+5
Drug and Alcohol Testing UCAR/HR L. Erwin  x8711  AV
EEO-1 UCAR/HR L. Allapowa x8718 C+3
Electrical Safety FMS&S B. Wiley x8554 C+5
Electronic Funds Transfers (EFT) TF S. Andrews x1661 C+13
Eligibility to Work in the US (I-9) UCAR/HR S. Montoya x8705 C+3
Employee HIPAA File UCAR/HR L. Carr x8702 DE+5
Employee Intellectual Property Agreements EIPA w/ Patent OGC C. Locke x8874 LP+6 or DE (Whichever is longer)
Employee Intellectual Property Agreements EIPA w/o Patent OGC C. Locke x8874 DE+6
Employee Personnel File UCAR/HR L. Erwin x8711 DE+5
Employee Relations UCAR/HR L. Erwin  x8711 DE+5
Employment Applications and Activities UCAR/HR R. Schalhamer  x8703 C+2
Environmental FMS&S B. Wiley x8554 C+3
Ergonomics FMS&S B. Wiley x8554 C+3
Evacuation Drill FMS&S B. Wiley x8554 US
Explosive Safety Program FMS&S B. Wiley x8554 C+3
Eyewash and Showers FMS&S B. Wiley x8554 C+2
Faison Batches TF S. Andrews x1661 C+13
Fall Protection FMS&S B. Wiley x8554 C+5
Federal Form 941 TF S. Andrews x1661 C+13
FedEx Batches TF S. Andrews x1661 C+13
Field Projects FMS&S B. Wiley x8554 AV
First Aid FMS&S B. Wiley x8554 C+2
FMLA - Family Medical Leave Act UCAR/HR I. Haimsky  x8706 C+3
H-1 B Visa Paperwork UCAR/HR S. Montoya x8705 DE+1
Hazard Communication FMS&S B. Wiley x8554 PM
Hazardous Waste Program FMS&S B. Wiley x8554 PM
Hearing Conservation Program FMS&S B. Wiley x8554 DE
HIPAA - Health Insurance Portability and Accountability Act UCAR/HR L. Carr  x8702 DE+5
Hot Ops FMS&S B. Wiley x8554 C+1
IA Work Papers IA M. Campagnolo x8563  C+7
Instruments Program FMS&S B. Wiley x8554 AV
Insurance Claims RiskMgt D. Sundvall  x8898 FYE+3
Insurance Policies RiskMgt D. Sundvall  x8898 PM
Invention Disclosures Not Resulting in Patent OGC K. Coleman x8870 OTHER (10 yrs after last date of action)
Invention Disclosures Resulting in Patent OGC K. Coleman x8870 LP+6
Investigations (Accidents& Incidents) FMS&S B. Wiley x8554 C+5
Investments TF P. Leslie x8570 AV
J Visa Files UCAR/HR S. Montoya x8705 D+3
JP Morgan Chase Bank File TF S. Andrews x1661 C+13
JP Morgan Chase UPC Batches TF S. Andrews x1661 C+13
JP Morgan Chase UPC Credit Card Holder Receipts TF S. Andrews x1661 C+13
JP Morgan Chase (UPC) Monthly Statements TF S. Andrews x1661 C+13
Lab Safety FMS&S B. Wiley x8554 US
Ladder Safety FMS&S B. Wiley x8554 US
Laser Safety Program FMS&S B. Wiley x8554 DE
Lead Chemicals FMS&S B. Wiley x8554 C+40
Licenses OGC K. Coleman x8870 CE+6
List of all UCAR Members Governance A. Finley x1655 PM
List of all UCAR Member Representatives Governance A. Finley x1655 PM
Lock Out / Tag Out FMS&S B. Wiley x8554 C+5
Loss Control Reports RiskMgt D. Sundvall  x8898 PM
Motor Vehicle Records (MVR) UCAR/HR L. Erwin  x8711 DE+1
Negotiated Agreements UCAR/HR L. Erwin  x8711 DE+5
Non-Disclosure Agreements OGC K. Coleman x8870 CE+10
Non-Support & Short-Term Visitors UCAR/HR I. Haimsky   x8706 DE+2
OSHA TF / Log K. Slaven x1151 C+5
Patents OGC K. Coleman x8870 LP+6
Payroll Accruals TF S. Andrews x1661 C+13
Payroll Employee Personnel Files TF S. Andrews x1661 C+13
Payroll Journal Entries TF S. Andrews x1661 C+13
Payroll State Tax & Unemployment Records TF S. Andrews x1661 C+13
Payroll Registers of Records Pay Period Back-up & Mid Cycles TF S. Andrews x1661 C+13
Payroll Terminations TF S. Andrews x1661 C+13
PCB's FMS&S B. Wiley x8554 LA+3
PEAK Accounting TF P. Leslie x8570 AV
Personal Protection Equipment FMS&S B. Wiley x8554 US
Phased Retirement Agreements UCAR/HR L. Carr x8702 DE
Powered Industrial Trucks FMS&S B. Wiley x8554 US
PPS Maintenance Purchasing FMS&S D. Maddy  x1134 FYE+4
PPS Maintenance Work Orders FMS&S D. Maddy  x1134 PM
Pre/Overspend Contracts G. Taberski x2132 AV
Project Accounting Budget Transfers TF S. Andrews x1661 C+13
Project Accounting Journal Entries TF S. Andrews x1661 C+13
Property Journal Entries TF S. Andrews x1661 C+13
QAR Documents IA M. Campagnolo x8563  C+5
Radar Program FMS&S B. Wiley x8554 C+5
Radiation Audits FMS&S B. Wiley x8554 C+3
Radiation Disposal FMS&S B. Wiley x8554 PM
Radiation Exposure FMS&S B. Wiley x8554 DE+30
Radiation Licenses FMS&S B. Wiley x8554 CE+0
Radiation Policies and Procedures FMS&S B. Wiley x8554 PM
Radiation Source FMS&S B. Wiley x8554 PM
Reclassification Documents HR L. Allapowa x8718 DE+2
Reduction in Staff HR L. Erwin  x8711 C+1
Respiratory Protection FMS&S B. Wiley x8554 US
Roof Safety FMS&S B. Wiley x8554 DE
Safety and Security Committee FMS&S B. Wiley x8554 C+5
Safety Training FMS&S B. Wiley x8854 US
Software Licenses IT K. Box  x8858 PM
STORM TF P. Leslie x8570 AV
System Access Forms IT K. Box  x8858 PM
Tax TF P. Leslie x8570 AV
Terminated Employee Records HR L. Erwin  x8711 DE+5
Trademark OGC K. Coleman x8870 CE+3
Travel Reviews FMS&S B. Wiley x8554 AV
Travel Vouchers TF S. Andrews x1661 C+13
UCAR Board of Trustees: Actions by Unanimous written consent Governance A. Finley x1655 PM
UCAR Board of Trustee Financial Reports TF P. Leslie x8570 AV
UCAR Board of Trustees Meeting Materials Governance A. Finley x1655 AV
UCAR Board of Trustees: Meeting minutes and resolutions Governance A. Finley x1655 PM
UCAR Checks and EFT's TF S. Andrews x1661 C+13
UCAR Corporate Tax Records TF S. Andrews x1661 PM
UCAR Foundation Subsidiary Files OGC D. Sundvall  x8898 AV
UCAR Members:  Actions by Written Consent Governance A. Finley x1655 PM
UCAR Members Meeting Materials - AV Governance A. Finley x1655 AV
UCAR Members:  UCAR Annual Members Meeting Minutes Governance A. Finley x1655 PM
UCARF Royalty Payments (IP Distribution) RiskMgt D. Sundvall  x8898 PM
Unemployment Claim Records UCAR/HR L. Erwin  x8711 C+2
US Bank Batches TF S. Andrews x1661 C+13
Ventilation FMS&S B. Wiley x8554 C+5
Veterans Hiring UCAR/HR L. Allapowa x8718 C+3
Visitor Confidentiality Agreements w/ Patent Lab/Program/OGC Lab/Program Administrator/C. Locke x8874 LP+6 or DE+6 (Whichever is longer)
Visitor Confidentiality Agreements w/o Patent Lab/Program/OGC Lab/Program Administrator/C. Locke x8874 DE+6

Business Records Management Services
NCAR Archives
Records Management Policy and Procedure

For questions/comments about specific records, please contact the record owner
For changes/updates to specific records, record owners should contact: servicedesk@ucar.edu



Last updated by jalipit on November 3, 2017 - 9:23am.
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