Records Retention Schedules – Records Management

The Records Retention Schedule determines the retention and disposition of University Records. The Records Retention Schedule includes 1) a description of the records, 2) length of time retained, and 3) final disposition. To determine the retention and disposition of your records, please consult these resources.

General Records Retention Schedules for State Colleges and Universities (state level)
General Records Retention Schedules for Clemson University
Specific Records Retention Schedules for Clemson University units are searchable below.

If you cannot find a records retention schedule for your records, please contact Records Management for assistance.

Clemson University Specific Records Retention Schedules

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Department name (Official files maintained by)	Schedule number	Title	Description of records	Retention	Year updated
General Schedule	CU 10580	Procurement records	Financial records, vouchers, purchase orders, invoices, requisitions, and credit card.	7 years; destroy	1999
General Schedule	CU 11240	Search and recruiting files	Description of position, hiring and selection process, candidate history and qualifications, resumes.	Executive level-five years; transfer to archives, all others 5 years; destroy	2000
General Schedule	CU 11241	Dept. personnel Information files	Employee files not found in HR such as personnel reports, promotion and tenure, supervisors' observations and comments, and job performance appraisals.	Faculty credentials 10 years after last employment in faculty position; destroy, all other records 5 years after termination; destroy	2008
General Schedule	CU 11242	Student information files	Information not found in Registrar's office which includes personal data, academic reports, activity, placement tests, disciplinary issues, and correspondence.	2 years after graduation; destroy	2007
General Schedule	CU 11243	Meeting minutes	Meetings held in administrative and academic departments, which includes attendees, absentees, business discussed and other related information.	5 years; transfer to archives	1999
General Schedule	CU 11571	Reference and Correspondence	Files of correspondence, memoranda, annual reports, self-studies, policy and procedure statements, organizational charts, and curriculum.	5 years; transfer to archives	2000
General Schedule	CU 11572	Publications	Publications generated by the University relating to research, reference, annual reports, football programs, and other university programs.	Send 2 copies to University Archives; 15 copies to SC State Library.	2000
General Schedule	CU 11573	Motion pictures/video tapes	Films and videos depicting educational and instructional methods used at the university.	Send to University Archives	2000
General Schedule	CU 13140	Contracts	Contractual agreements between the university and another party including dates, parties, type of contract, explanation of agreement, signatures of parties andn related information.	6 years; destroy	2001
General Schedule	CU 13409	Leave records	Records that document leave earned and taken by employees, leave reports, type of leave, and leave balances.	3 years; destroy	2002

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