The University of Florida is required by state law to make available, preserve, and safeguard public records that document University functions, policies, procedures and decisions, and those that protect the legal and financial rights of the University. Management of public records is one of the many administrative functions assigned to all university entities and their staff. As a University of Florida employee, any information you create or receive that concerns official University business may be a public record that needs to be maintained according to state retention schedules and rules. Please see University of Florida’s full Record Retention Schedule here.
Electronic Communications (including email)
There is no single retention period that applies to all electronic messages or communications, whether they are sent by email, instant messaging, text messaging (such as SMS, Blackberry PIN, etc.), multimedia messaging (such as MMS), chat messaging, social networking (such as Facebook, Twitter, etc.), voice mail/voice messaging (whether in audio, voice-over-internet protocol, or other format), or any other current or future electronic messaging technology or device. Retention periods are determined by the content, nature, and purpose of records, and are set based on their legal, fiscal, administrative, and historical values, regardless of the format in which they reside or the method by which they are transmitted.
Records with Archival Value
In addition to the retention schedules below, you may have records or data with historical importance to the University of Florida. The University of Florida Archives is the custodian of the University’s historically significant public records including the administrative files, papers and records of individuals and organizations associated with the University, and other official University documents. To determine if you have records with archival value, please contact University Archives or visit the site here.
Retention Schedules for FacultyThe following selected retention schedules may be helpful to faculty members, but you are encouraged to view the full UF Record Retention Schedule for more information. For best results, please use the search bar or scroll through the pages by using the arrows at the bottom of the table.
|Schedule Identifier and Item Number||Retention Schedule Title||Description||Retention Period||Notes|
|GS1-SL, Item #242||Drafts and Working Papers||This record series consists of materials used in developing, compiling, and assembling a final product such as an agency report or database. The series may include, but is not limited to, copies of correspondence or memoranda; circulated drafts; data entry forms; notes; calculations; and other supporting documents. Drafts of documents that could have a significant effect on an agency’s programs, functions and responsibilities (for instance, agency mission statements or major policy initiatives) should be placed under “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER” or other applicable record series.||Retain until obsolete, superseded, or administrative value is lost.|
|GS1-SL, Item #146||Transitory Messages||This record series consists of records that are created primarily to communicate information of short-term value. “Transitory” refers to short-term value based upon the content and purpose of the message, not the format or technology used to transmit it. Examples of transitory messages include, but are not limited to, reminders to employees about scheduled meetings or appointments; most telephone messages (whether in paper, voice mail, or other electronic form); announcements of office events such as holiday parties or group lunches; recipient copies of announcements of agency sponsored events such as exhibits, lectures or workshops; and news releases received by the agency strictly for informational purposes and unrelated to agency programs or activities. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt.||Retain until obsolete, superseded, or administrative value is lost.|
|GS1-SL, Item #373||Subject/Reference Files||This record series may contain copies of correspondence, reports, memoranda, studies, articles, or other documentation regarding topics of interest to or addressed by an agency or program unit and maintained as a reference resource for the convenience of staff. See also “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER.” These records may have archival value.||Retain until obsolete, superseded, or administrative value is lost.|
|GS1-SL, Item #33||Minutes: Other Meetings||This record series consists of minutes and all supporting documentation from meetings that are not official meetings as defined in Section 286.011(1), Florida Statutes, Public meetings and records. These records may have archival value.||1 anniversary year after date of meeting|
|GS1-SL, Item #24||Employment Application and Selection Records||This record series consists of all records that document the selection process and justify the selection decision, including, but not limited to, the job opportunity announcement and any other recruitment efforts; position description, including the knowledge, skills, and abilities (KSAs) necessary to perform the job; applications and résumés for employment, including any demographic data provided by applicants; correspondence; credential documentation; testing/examination plans, documentation, and results; background investigation/screening documentation; pre-employment health examination records; reference checks; lists of eligible candidates; lists of applicants’ ratings or rankings; description of the selection process and selection techniques used; names and titles of all persons participating in the selection process; and other information that affects the selection decisions. Documentation (original or copies) regarding hired candidates should be transferred to the employee’s official personnel file. See Sections 110.211 and 110.213, Florida Statutes, governing recruitment and selection in state employment; Section 760.11, Florida Statutes, Administrative and civil remedies; construction (outlining discrimination grievance procedures, including for employment discrimination allegations); and Rules 60L-29 through 60L-40, Florida Administrative Code, Personnel Rules. See also “PERSONNEL RECORDS” items and “POSITION DESCRIPTION RECORDS.”||4 anniversary years after personnel action provided any litigation is resolved.||Use this for search committee records.|
|GS1-SL, Item #422||Grant Files||This record series documents the activities and administration of grant funded programs, including the application process and expenditure of grant funds. The series may include, but is not limited to, grant applications; notifications to applicants of award or denial of grant funds; contracts; agreements; grant status, narrative and financial reports submitted by recipient agencies; and supporting documentation. For grantor agencies, grant cycle completion has not occurred until all reporting requirements are satisfied and final payments have been received for that grant cycle. For grant recipients, project completion has not occurred until all reporting requirements are satisfied and final payments have been made or received. See also “PROJECT FILES: FEDERAL” and “PROJECT FILES: NON-CAPITAL IMPROVEMENT.” These records may have archival value.||5 fiscal years after completion of grant cycle or project, whichever is applicable||Please refer to Research Records and Data for more information.|
|GS4, Item #137||Clinical Study Records||This record series consists of records of clinical studies to develop new and better methods to diagnose, treat and prevent disease by recruiting volunteers for trials using new medicines or treatments. Clinical studies answer specific questions regarding vaccines, new therapies or new ways of using current treatments. The series may include, but is not limited to, reports; narrative descriptions; informed consents and authorizations; physical examination records; laboratory results; diagnostic test reports; progress notes; medication records; physician order forms; and participant's confidential medical information including medical history, physical examination and tests results. This includes clinical studies using grant and federal funds. See also General Records Schedule GS1-SL for State and Local Governmental Agencies, item #422 “GRANT FILES” and item #137 “PROJECT FILES: FEDERAL.”||10 anniversary years after completion of study.||Please refer to Research Records and Data for more information.|
|GS5, Item #56||Examinations: Non-Standardized||This record series consists of materials necessary to administer non-standardized examinations and tests to facilitate measuring student's performance or level of acquired knowledge. This record series includes those tests administered by the professor/instructor. The series may include, but is not limited to, test questions, answer keys, student examination responses, and test administration instructions. See also "EXAMINATION MATERIALS: STANDARDIZED” and “EXAMINATIONS: GRADUATION/CERTIFICATION.”||1 semester after expiration of appeal process.|
|GS5, Item #107||Student Class Work Records||This record series consists of term papers, homework, art work, lab projects, and other class work materials. Class work in the possession of a student is not a public record. This retention applies only to class work in the care of the instructor or other staff member. For examinations taken by students in classes required for certification or graduation, use “EXAMINATIONS: GRADUATION/CERTIFICATION.”||Retain until obsolete, superseded or administrative value is lost.|
|GS5, Item #62||Grade Records: Data Input Forms||This record series consists of instructor grade reports, grade sheets, and grade changes that are used to create and update the students’ transcripts.||1 semester provided posted to Student Record.|
|GS5, Item #87||Student Advisement/Counseling Records: Transfer/Withdraw||This record series consists of documentation used by student advisors or counselors to assist in advising individual students who have transferred or withdrawn. The series may include, but is not limited to, result of interest inventories; individual aptitude and ability tests; personality inventories; placement tests, for instance: AET, College Entrance Examination Board (CEEB), School and College Abilities Test (SCAT), and BCC; counselors' notes; copies of transcripts; grade reports; personal data sheets; appointment and advisement slips; correspondence; and other documents pertaining to individual students who have transferred or withdrawn from school. See also "STUDENT ADVISEMENT/COUNSELING RECORDS: GRADUATE."||3 anniversary years after transfer or withdrawal.|
|GS5, Item #86||Student Advisement/Counseling Records: Graduate||This record series consists of documentation used by student advisors or counselors to assist in advising individual students who have graduated. The series may include, but is not limited to, results of interest inventories; individual aptitude and ability tests; personality inventories; placement tests, for instance: AET, College Entrance Examination Board (CEEB), School and College Abilities Test (SCAT), and BCC; counselors' notes; copies of transcripts; grade reports; personal data sheets; appointment and advisement slips; correspondence; and other documents. See also "STUDENT ADVISEMENT/COUNSELING RECORDS: TRANSFER/WITHDRAWAL."||1 anniversary year after graduation.|
|GS1-SL, Item #378||Personnel Records: Supplemental Documentation||This record series consists of personnel documentation relating to individual employees that agency rules or policies do not include as part of the official personnel file and that is not covered by other employee-related items. See also “DRUG TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items.||5 fiscal years.||Use this for letters of recommendation written for faculty and staff.|
|GS5, Item #89||Student Education Records: Supporting Documents||This record series consists of records relating to the maintenance of the active student record/transcript. The series may include, but is not limited to, correspondence, letters of recommendation, drop/add forms, applications for degree, request for Florida residence affidavit, registration information, applications to change undergraduate classification, change slips, notice of admission, credit by exam notes, transcript verification forms, student petition records, student transcript flag notices, national test scores, and graduation information. See also “ADMISSION RECORDS: REGISTERED STUDENTS” and “STUDENT EDUCATION RECORDS: PERMANENT ACADEMIC FILE.”||5 anniversary years after graduation, transfer or withdrawal provided applicable audits have been released.||Use this for letters of recommendation for students.|
|GS5, Item #34||Course and Department Records: Professor/Department Files||This record series consists of course and program documentation maintained by individual professors, instructors, or program departments. The series may include, but is not limited to, schedules, course outlines, syllabi, policies, plans, instructional materials, evaluation tools, development materials, and other documentation related to each course and program.||2 anniversary years after the end of the semester.|