Robert D. Farber University Archives and Special Collections

Records Retention Schedule

Introduction

The Brandeis Records Retention Schedule (RRS) consists of record categories and how long each category needs to be retained. The length of retention is based on external laws, regulations and contractual agreements, as well as legitimate business needs. The purpose of the RRS is to serve as a published policy and a guide for the Brandeis community's consistent record retention and destruction practices.

In order to ensure organizational and cost efficiency, it is important that non-permanent records are destroyed as soon as their retention periods expire. This policy is applicable to all departments of the University.

University Record Functional Outline

1. Administrative Records

   1. Board of Trustees

2. Student Records

   1. Undergraduate Admissions

   2. Graduate Admissions

   3. Registrar

   4. Enrollment and Student Life

   5. Student Advising

   6. Student Financial Services

   7. International Students and Scholars Office (ISSO)

3. Information and Communications Records

   1. Library

   2. Brandeis Communications

4. Human Resources Records

   1. Administration

   2. Benefits

   3. Employee Relations and Employment

   4. Compensation

   5. HR Information Systems

5. Financial Records

   1. General Accounting

   2. Payroll

   3. Accounts Payable

   4. Procurement

   5. Sponsored Programs Accounting

6. Institutional Advancement and Alumni Relations Records

   1. Donor Records

   2. Gift Records

7. Operations Records

   1. Campus Safety

   2. Facilities and Real Estate

8. Legal and Contractual Records

9. Technology Licensing and Transfer Records

10. Research records

    1. Research administration records

    2. IRB records (pdf)

Questions about how long certain record types should be retained may be directed to University Records Management at 781-736-8759 or records@brandeis.edu.