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Records Management Authorizations

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Archival Review

  • Accreditation Records
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  • Final Research Reports and Summaries Including Funded Grant History, Proposals and Reports
  • Fiscal Reports and Data
  • Foundation Records
  • General Records: Correspondence, Memoranda and Subject Files
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Risk and Insurance

  • Actuarial and Fiscal Operations Reports
  • Auto, Athletic Accident, General Liability and Workers Compensation Claims
  • Bank Statements and Reconciliations
  • Benchmarking Reports
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  • Claims and Proceedings - Educator's Legal Liability, Cybersecurity/Data Breach, Medical Malpractice and Administrative Proceedings
  • File Handler Documentation
  • General Insurance Files
  • Incident Reports - No Claim Files; Dental Malpractice, Auto Liability, General Liability and Athletic Accidents
  • Incident Reports - No Claim Files; Theft and Damage Reports

Human Resources Records

  • Administrative Application and Recruitment Records
  • Employee Benefit Payment Information
  • Faculty and Employee Grievance Files

Records Management Authorizations

  • Administrative Records All Departments Authorization No. 00-013
  • Admissions Office Authorization No. 77-129
  • Alumni Records Authorization No. 77-133
  • Animal Care Quality Assurance Authorization No. 77-135
  • Athletic Departments Authorization No. 77-119
  • Auditing Authorization No. 41-108
  • Business Services (System & Campus Offices) Authorization No. 77-125
  • Campus Mail Services Authorization No. 77-120
  • Cashiers Office Authorization No. 77-112
  • Center For Distance And Independent Study Authorization No. 37-411
  • College Of Optometry Authorization No. 40-417
  • Continuing Education, Outreach & Extension All Campuses Authorization No. 00-019
  • Custodian Of Records Authorization No. 41-114
  • Death Charts Authorization No. 99-00
  • Energy Management - Campus Facilities Authorization No. 77-134
  • Environmental Health And Safety Authorization No. 77-126
  • Faculty Records
  • Faculty Records All Academic Departments Authorization No. 00-014
  • Financial Records All Departments - All Campuses
  • General Information/Helpful Tips
  • Graduate School Authorization No. 77-111
  • Grant Records All Departments Authorization No. 00-021
  • Individual Department Records
  • Information Offices Authorization No. 77-107
  • Institutional Research (System & Campus Offices) Authorization No. 77-121

Hospitals and Clinics

  • Analytic System Records, Test Procedures - Anatomical Pathology
  • Analytic System Records, Test Procedures - Clinical Pathology General Laboratory
  • Anatomical Gifts (Body Donations)
  • Clinical Pathology Peripheral Blood Smears/Body Fluid Smears and Permanently Stained Microbiology Slides
  • Cost Reports for Medicare, Medicaid and Tricare
  • Daily Processes, Reports, Logs and Archival Data for Anatomical and Clinical Pathology
  • Dermatology Blocks
  • Dermatopathology Glass Specimen Slides
  • Equipment Maintenance and Repair Records for Anatomical and Clinical Pathology
  • Fluids and Tissues - General Laboratory - Peripheral Blood/CSF/Body Fluids (Except Urine)
  • Fluids and Tissues - General Laboratory - Urine
  • Fluids and Tissues - Microbiology (Blood Cultures)
  • Fluids and Tissues - Molecular Pathology (DNA Samples)
  • Fluids and Tissues - Surgical Pathology Foreign Bodies
  • Fluids and Tissues - Surgical Pathology Wet Tissues
  • Forensic Autopsy Fluids and Tissues - Wet Stock Tissue, Body Fluids, and Tissues for Toxicology
  • Forensic Autopsy Paraffin Blocks, Glass Specimen Slides, DNA Samples
  • Forensic Autopsy Specimen Receipt Logs and Autopsy Reports
  • Glass Specimen Slides and Paraffin Blocks
  • HIPAA Compliance Documentation
  • Hospital Census Data
  • Images, Photographs, Plots and Histograms - FISH
  • Images, Photographs, Plots and Histograms - Flow Cytometry
  • Images, Photographs, Plots or Histograms - Gross Photographs/Negatives

Police Department

  • Audio/Video Recordings
  • Civil Forfeiture Records
  • Confidential Fund and Informant Files
  • Criminal History Files and Dissemination Logs
  • Early Warning Activation and Recommendations
  • Equipment Maintenance Records
  • Firearm Storage

General Retention Schedule

  • Cash Management Files and Third-Party Agreements
  • Debt Financing Documents
  • Hotline Calls

Accounting/Financial Records

  • Chartfield Records for Financial Software
  • Department and Division Budget Records
  • Departmental Cash Register Tapes and Envelopes
  • Departmental Copy: Accounts Payable and Receivable Records
  • Departmental Copy: Accounts Receivable Invoice Supporting Records for Non-ARBI Invoices
  • Departmental Feeder File Transmitted to General Ledger
  • Departmental Payroll and Time Sheet Records
  • Departmental Procurement Card Records
  • Departmental Recharge Rate Support Records

Research Reactor (MURR)

  • CURRENT GOOD MANUFACTURING PRACTICE (cGMP) PRODUCTION, PACKING AND LABELING DOCUMENTS FOR APIS AND FINISH DRUG PRODUCTS, GOOD LABORATORY PRACTICE (GLP/ISO/IEC 17025) PRODUCTION AND QUALITY DOCUMENTS
  • Engineering Drawings, Facility Design Prints, Construction Documents And Primary Licensing Documents
  • Environmental And Effluent Measurements
  • Experiment Authorizations
  • Information Used In Preparing Nrc Form 4, Radiological Audits, Access Authorization Information, Records Of Special Nuclear Material And Spent Nuclear Fuel In Transit

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