1201 Records Retention Requirements

Retention periods represent the minimum and maximum periods as established in state administrative rules. Minimum and maximum periods mean that the records must be kept as long as the retention period listed, but no longer. Under no circumstances should a record be kept for less than the retention period. Records should be disposed of promptly once the retention period length has been satisfied. Exceptions are: records involved in litigation, criminal or civil investigation, audit, or continuing administrative use.

Original documentation which has been scanned into Nolij must be retained by the unit for one year.

Accounts Payable
The Oregon University System Records Retention Schedule requires disbursement documents to be retained for six (6) years. Units are responsible for retaining these documents:

• Purchasing worksheets
• Quotes
• Receiving/Packing lists (unless attached to invoice sent to A/P)
• Correspondence on contested claims
• Any other pertinent information affecting vendor payment

It is recommended that documents be segregated by fiscal year. Retention period for grants may be different depending on the requirements for each grant. Call the Office of Post Award Administration (OPAA) for assistance in determining the retention period for grant documents, or see the Grant, Contract and Gift Accounting Manual.

Payroll
Student time sheets (payroll documentation) must be kept in the units for 5 years after issuance of final financial report to the awarding agency. Time sheets are to be signed by both the employee and the supervisor. For further information, see Payroll Manual and Grant, Contract and Gift Accounting Manual.

Capital Construction Projects
All documents pertaining to capital construction must be maintained permanently.

For further information, see records retention in Chapter 2: Records Management — General Information of the Archives and Records Management Manual.

1202 Audits

The Secretary of State, Division of Audits, performs auditing services for all state agencies, including state-aided institutions and agencies. Some audit functions are contracted out to audit firms. Audit costs are paid from institution funds. Use account code 28003 Audit Expense. Prior written approval from the Division of Audits is required before auditing services may be performed by an outside auditing firm.

OUS Internal Audit conducts reviews of procedures and processes in compliance with State of Oregon and OUS policies.

Reference: Oregon Administrative Rules (OAR), Division 475, Oregon University System Records

1203 Guidelines for Release of Student Records

"Guidelines for Release of Student Records" are maintained by the Oregon State University Registrar's Office