Records Management

RIT’s Records Management Policy C22.0 applies to all RIT employees.

Retention Schedule

This policy is designed to ensure that RIT records are retained for a sufficient period of time, outdated records are destroyed, and the documentation of RIT’s extensive history is preserved. The Office of Legal Affairs is the Responsible Office for this policy

Updated 6/30/2026

Document Name Retention Period Applicable Division/Department Official Repository RIT Archives
Academic advisement files (graduate) 3 years after graduation/7 years after initial registration Academic Affairs Appropriate Academic Department
Academic advisement files (undergraduate) 3 years after graduation/date of last attendance Academic Affairs Appropriate Academic Department
Academic Conduct Committee files (cause findings) Permanent Academic Affairs Appropriate College/Department
Academic Conduct Committee files (no cause findings) 1 year after graduation Academic Affairs Appropriate College/Department
Acceptance letters (enrolled students) 10 years after admission Academic Affairs Registrar
Acceptance letters (non-enrolled students) 2 years after admission Division of Enrollment Management Enrollment Management
Acceptance letters (non-enrolled students) - NTID 2 years after admission NTID Admissions
Access Control Records 6 years Finance and Administration Public Safety
Accident Reports 4 years after report date Finance and Administration Public Safety
Accounts payable ledger, vouchers and attachments 6 years Finance and Administration Controller's Office
Accounts receivable ledger and statements 6 years Finance and Administration Controller's Office
Accreditation Reports and supporting documents Permanent Academic Affairs Provost In RIT Archives
Advanced Placement Records (non-enrolled students) 2 years after application Division of Enrollment Management Enrollment Management
Advanced Placement Records (non-enrolled students) - NTID 2 years after application NTID Admissions
Advanced Placement Records, Applications for Admission or Readmission, correspondence that is relevant, Entrance Exam reports (enrolled students) 10 years after admission Academic Affairs Registrar
Advertising materials, other than catalogs 5 years after compilation Division of Enrollment Management Enrollment Management
Advertising materials, other than catalogs - NTID 5 years after compilation NTID Admissions
Advisory Board minutes, agenda and materials Permanent All Appropriate Advisory Board In RIT Archives
Affirmative Action Plans (including documentation) Permanent Finance and Administration Legal Affairs In RIT Archives
Agenda for Action Permanent Office of the President Office of the President In RIT Archives
Agenda for Action - NTID Permanent NTID NTID Office of the President In RIT Archives
AITU Reports 6 years Office of the President Office of the President
AITU Reports - NTID 6 years NTID NTID Office of the President
Alumni Association Board of Directors meeting agendas, minutes, and materials Permanent University Advancement University Advancement In RIT Archives
Alumni Materials (including contact information, event invitations, calendars, and publications Permanent University Advancement University Advancement In RIT Archives
Annual Conflict of Interest Disclosure Forms (Faculty and Staff) 6 years Finance and Administration Compliance and Ethics
Annual Conflict of Interest Disclosure Forms (Trustees) 6 years Office of the President Secretary of the University
Annual Reports Permanent University Advancement University Advancement In RIT Archives
Annual Tax Payment Records (941) 6 years after returns are filed Finance and Administration Controller's Office
Applications for Admission or Readmission (non-enrolled students) 2 years after application Division of Enrollment Management Enrollment Management
Applications for Admissions or Readmission (non-enrolled students) - NTID 2 years after application NTID Admissions
Auditor management letters Permanent Finance and Administration Controller's Office
Banking Records, including deposit and withdrawal records, bank statements and reconciliation, voided and canceled checks 6 years Finance and Administration Controller's Office
Bids (accepted) 6 years after all obligations end Finance and Administration Procurement Services Office
Bids (rejected) <$100,000 1 year Finance and Administration Procurement Services Office
Bids (rejected) >$100,000 6 years Finance and Administration Procurement Services Office
Billing Records 6 years Finance and Administration Controller's Office
Board of Trustees Resolutions, meeting materials, minutes, and agendas (including Committees) Permanent Office of the President Secretary of the University In RIT Archives
Bond Records (Offering, Funding, and Reimbursement) 6 years after life of bond Finance and Administration Controller's Office
Budget Materials 6 years Finance and Administration Controller's Office
Calendars (electronic and paper) - appointment books, work-related journals, and diaries 6 years All Appropriate Department
Calendars, Appointment - NTID President 6 years NTID NTID Office of the President In RIT Archives
Calendars, Appointment - President 6 years Office of the President Office of the President In RIT Archives
Capital Equipment Records Life of Asset Finance and Administration Controller's Office
Career/Employment Placement Records 6 years after graduation Division of Enrollment Management Enrollment Management
Cash Receipts 6 years Finance and Administration Controller's Office
Certificates of Insurance, Indemnification Agreements, Hold Harmless Agreements, Contracts 6 years after expiration All Appropriate Department
Certification of Graduation Permanent Academic Affairs Registrar
Change of Major Requests 6 years after graduation/date of last attendance Academic Affairs Registrar
Change to Student ID Number Permanent Academic Affairs Registrar
Chart of Accounts Permanent Finance and Administration Controller's Office
Chemical Inventories 6 years Finance and Administration Environmental Health and Safety
CIAR Incident Reports 6 years Student Affairs Student Affairs
Class Roster 1 year after end of quarter Academic Affairs Appropriate College/Department
Clery Act and Uniform Crime Reports 4 years after report date Finance and Administration Public Safety
Coach Certifications and Certificate of Compliance for Staff Members 6 years Student Affairs Intercollegiate Athletics
College Strategic Planning Records Permanent Academic Affairs Appropriate College In RIT Archives
College/Department Office Student Files (maintained in college/department on currently enrolled students) 1 year after graduation Academic Affairs Appropriate College/Department
Commencement Programs Permanent Academic Affairs Registrar In RIT Archives
Committee and Task Force minutes, agenda and materials, including standing and ad hoc committees Permanent All Appropriate Committee In RIT Archives
Complaints and Reports of Harassment or Discrimination 7 years from date of report Finance and Administration Compliance and Ethics
Complimentary Ticket Forms 4 years Student Affairs Intercollegiate Athletics
Conflict of Interest Determinations - Employees 6 years after employment ends Finance and Administration Compliance and Ethics
Conflict of Interest Disclosures - Employees 6 years after employment ends Finance and Administration Compliance and Ethics
Conflict of Interest Management Plans - Employees 6 years after employment ends Finance and Administration Compliance and Ethics
Consent Orders Permanent Finance and Administration Legal Affairs
Consultant contracts/files (expired) 6 years after all obligations end All Appropriate Department
Consultant contracts/files (not retained/hired) 1 year after decision not to retain/hire All Appropriate Department
Contracts and Agreements (not otherwise listed) 6 years after all obligations end All Appropriate Department
Contracts with employees 6 years after all obligations end All Appropriate Department
Correspondence (non-enrolled students) 2 years after application Division of Enrollment Management Enrollment Management
Correspondence (non-enrolled students) - NTID 2 years after application NTID Admissions
Correspondence - relevant student specific correspondence (other than admissions) 1 year after graduation Academic Affairs Appropriate College/Department
Correspondence, General (including emails) 6 years All Appropriate Department
Correspondence, General - NTID President 6 years NTID NTID Office of the President In RIT Archives
Correspondence, General - President 6 years Office of the President Office of the President In RIT Archives
Course Evaluations (Adjunct Faculty) 3 years from end of course Academic Affairs Appropriate College/Department
Course Evaluations (Lecturers) 5 years from date of hire or last promotion Academic Affairs Appropriate College/Department
Course Evaluations (Non-Tenure/Tenure Track Faculty) 3 years after termination of employment Academic Affairs Appropriate College/Department
Course Exams 2 years after end of class or appeal, whichever is greater Academic Affairs Approprate College/Department
Court Orders Permanent Finance and Administration Legal Affairs
Credit/No Credit Approvals (audit, pass/fail, etc.) 1 year after date submitted Academic Affairs Registrar
Crime Reports 4 years after report date Finance and Administration Public Safety
Critical Incident Files 6 years Finance and Administration Global Risk Management Services
Daily Attendance Logs 6 years Student Affairs Margaret's House
Daily Health Checks 6 years Student Affairs Margaret's House
Data Files and Assessment Reports 6 years Student Affairs Appropriate College/Department
Deed of Gift 6 years after RIT no longer has possession of the gift Office of the Provost RIT Libraries
Deeds Permanent Finance and Administration Real Estate Office In RIT Archives
Degree statistics, Enrollment statistics, Grade statistics, and Race/Ethnicity statistics Permanent Academic Affairs Registrar In RIT Archives
Department Heads and Chairs Resumes Permanent Finance and Administration Human Resources In RIT Archives
Departmental Policy and Mission Statements Permanent All Appropriate College/Department In RIT Archives
Depreciation Records Life of Asset Finance and Administration Controller's Office
Description of Program Activities/Lesson Plans 6 years Student Affairs Margaret's House
DHS Records Permanent Finance and Administration Environmental Health and Safety
Direct Loan Counseling Records (Entrance) 6 years Division of Enrollment Management Financial Aid and Scholarships
Direct Loan Counseling Records (Exit) 3 years after loan is repaid, canceled, or assigned to the Department of Education Finance and Administration Student Financial Services
Directories 2 years Finance and Administration Chief Information Officer In RIT Archives
Disability Accommodation Records - Employees 6 years after employment ends Finance and Administration Compliance and Ethics
Disability and Sick Benefit Records 6 years from date of termination of employment Finance and Administration Human Resources
Disability Services Office Student Records 6 years from last date of attendance Student Affairs Disability Services Office
Dismissal for Cause Documentation (Faculty) - Cause Finding Permanent Academic Affairs Provost
Dismissal for Cause Documentation (Faculty) - No Cause Finding 3 years from determination Academic Affairs Provost
Donor Acknowledgments and Correspondence Permanent University Advancement University Advancement
Drop/Add Records 1 year after date submitted Academic Affairs Registrar
EEO Reports Permanent Finance and Administration Legal Affairs
EH&S Incident Records 5 years Finance and Administration Environmental Health and Safety
Elevator Certifications 6 years Finance and Administration Environmental Health and Safety
Employee Background Checks (including Controlled Substance Test Results) 6 years after employment ends Finance and Administration Human Resources
Employee Benefit Plan Documents and All Attached Amendments Permanent Finance and Administration Human Resources
Employee Elections/Referrals 6 years after employment ends Finance and Administration Human Resources
Employee Eligibility for Benefits 6 years after death of eligible employee of beneficiary Finance and Administration Human Resources
Employee Fringe Benefit Payment Records (including determination of value) 6 years Finance and Administration Controller's Office
Employee Medical Documentation (store separate from personnel file) 6 years from termination of employment Finance and Administration Human Resources
Employee Orientation and Training Records, including CPD Semtek Database (training records prior to mid-2006) and CPD Sesssion Folders 3 years after termination of employment Finance and Administration Human Resources
Employee Pay Statements 6 years from date of statement Finance and Administration Human Resources
Employee Reimbursement Records 6 years Finance and Administration Controller's Office
Employee Service Records 6 years after death of eligible employee of beneficiary Finance and Administration Human Resources
Employee W-2 or 1099 6 years Finance and Administration Controller's Office
Employment Applications and Resumes (employees) 6 years after employment ends Finance and Administration Human Resources
Employment Applications and Resumes (non-employees) 3 years Finance and Administration Human Resources
Enrolled Child's Annual Physical Records 3 years after child attains age 18 Student Affairs Margaret's House
Enrolled Child's Emergency Card 3 years after child attains age 18 Student Affairs Margaret's House
Enrolled Child's Immunization Records 3 years after child attains age 18 Student Affairs Margaret's House
Enrollment Agreement 3 years after child attains age 18 Student Affairs Margaret's House
Entrance Exam Reports (non-enrolled students) 2 years after application Division of Enrollment Management Enrollment Management
Entrance Exam Reports (non-enrolled students) - NTID 2 years after application NTID Admissions
Equality in Athletics Disclosure Forms and supporting documents 3 years from date of required disclosure Student Affairs Intercollegiate Athletics
Equipment files and maintenance records 6 years after disposition All Appropriate College/Department
Equipment leases 6 years after disposition All Appropriate College/Department
Evacuation Drill Records 6 years Finance and Administration Environmental Health and Safety
Excise Tax Returns 6 years after returns are filed Finance and Administration Controller's Office
Expense Reports 6 years Finance and Administration Controller's Office
Expired Library Patron Accounts - in arrears Office of the Provost RIT Libraries
Expired Library Patron Accounts - in good standing Office of the Provost RIT Libraries
Eyewash and safety shower activation records 6 years Academic Affairs Appropriate Department
Facility Compliance Records - Uniform Fire Prevention, Building Code, other state requirements 6 years Student Affairs Margaret's House
Facility Use Agreement 6 years All Appropriate Department
Faculty Curriculum Vitae Permanent Academic Affairs Provost In RIT Archives
Faculty Grade Books (including quiz scores, exam scores, and other student grades) 2 years after end of class or appeal, whichever is greater Academic Affairs Appropriate College/Department
Faculty Mid-Tenure Comprehensive Review Documentation 6 years Academic Affairs Office of the Dean of the Appropriate College
Faculty Tenure or Promotion Documentation - Tenure Approved 3 years Academic Affairs Provost
Faculty Tenure or Promotion Documentation - Tenure Denied 3 years from date of term appointment for tenure; 3 years from date of denial for other promotions Academic Affairs Provost
Federal Direct Student Loan Account Reconciliations 6 years Division of Enrollment Management Financial Aid and Scholarships
Federal Direct Student Loan Account Reconciliations (awards, origination, disbursements) 6 years Division of Enrollment Management Financial Aid and Scholarships
Federal Reporting Requirements: welfare benefits and other fringe benefit plans Permanent Finance and Administration Human Resources
Federal Student Aid awards, grants, fellowships, scholarships, loans, work study, and records used to determine eligibility 6 years Division of Enrollment Management Financial Aid and Scholarships
Federal Student Aid records (including program transactions and statements) 6 years Finance and Administration Controller's Office
FERPA Consent Forms Permanent Academic Affairs Registrar
Final Investigation Reports and Exhibits - Employees 6 years after employment ends Finance and Administration Compliance and Ethics
Financial Records, supporting documents, statistical records, and all other records pertinent to an award (Federal awards) 3 years from the date of submission of the final report Finance and Administration Controller's Office
Financial Records, supporting documents, statistical records, and all other records pertinent to an award (New York State awards) 6 years from the date of submission of the final report Finance and Administration Controller's Office
Financial Statements (audited) and work papers 6 years Finance and Administration Controller's Office
Fire Inspection Systems Records and Reports 6 years Finance and Administration Environmental Health and Safety
Fiscal Operations Report/Application for Funding (FISAP) 6 years Division of Enrollment Management Financial Aid and Scholarships
Form 5500 (including supporting documentation) 6 years Finance and Administration Human Resources
Games of Chance Forms and supporting documentation - Raffle/Bingo/Sweepstakes 6 years All Appropriate Department
Gift Records (including original gift agreements, planned gifts, and real estate gifts) Permanent University Advancement University Advancement In RIT Archives
Governance Group minutes, agenda, materials, and Zoom recordings (including Student groups) Permanent All Appropriate Governance Group In RIT Archives
Governance Group Voting Records 6 years All Appropriate Governance Group
Graduate Student Advising Files 1 year after graduation/last date of attendance Academic Affairs Graduate Studies
Grievances (Faculty) - Cause finding 6 years from termination Academic Affairs Provost
Grievances (Faculty) - No Cause finding 3 years from determination Academic Affairs Provost
Grievances (Staff) 6 years from termination Finance and Administration Human Resources
Grievances (Staff) - audio recordings of Grievance Committee Hearings Upon issuance of the Grievance Committee written recommendation Finance and Administration Human Resources
Hazardous Waste Disposal Manifests and Reports 6 years Finance and Administration Environmental Health and Safety
Higher Education Opportunity Program application materials (accepted students) 6 years after last date of contact Diversity and Inclusion HEOP Office
Higher Education Opportunity Program application materials (for prospective applicants) 1 year Diversity and Inclusion HEOP Office
Hold or Encumbrance Authorizations Until released Academic Affairs Registrar
Human Resources Discrimination and Harassment Files 6 years from termination of employee, or 10 years from date of initial complaint, whichever is shorter Finance and Administration Human Resources In RIT Archives
Human Subject Records - Faculty/Staff exempt projects 3 years from submission Office of the Vice President for Research Human Subjects Research
Human Subject Records - Student exempt projects 1 year from submission Office of the Vice President for Research Human Subjects Research
Human Subject Records - Student, Faculty/Staff non-exempt (Expedited and Board Reviewed) 3 years from conclusion of project Office of the Vice President for Research Human Subjects Research
Imputed Income Records 6 years Finance and Administration Controller's Office
Income Tax Returns 6 years after returns are filed Finance and Administration Controller's Office
Indirect Cost Rate Calculations 3 years following end of effective date Finance and Administration Controller's Office
Information Returns (990, 1099, 8282, etc.) 6 years after returns are filed Finance and Administration Controller's Office
Information Returns filed with Federal and State authorities (Census Bureau, Labor Department, Questionnaires, etc.) 6 years after returns are filed Finance and Administration Controller's Office
Institute Policies and Procedures Manual Permanent Office of the Provost Provost In RIT Archives
Institute Publications (catalogs, handbooks, programs, etc.) Permanent Academic Affairs Registrar In RIT Archives
Institute Risk Map Permanent Finance and Administration Compliance and Ethics
Institutional Research, Data & Analytics Internal Analyses 6 years Finance and Administration Institutional Research, Data & Analytics In RIT Archives
Institutional Research, Data & Analytics Reports (internal and external) 3 years Finance and Administration Institutional Research, Data & Analytics In RIT Archives
Insurance Applications (including documentation) 6 years Finance and Administration Global Risk Management Services
Insurance Policies (liability, property, and other policies) Permanent Finance and Administration Global Risk Management Services
Integrated Postsecondary Education Data Systems (IPEDS) Reports 3 years Finance and Administration Institutional Research, Data & Analytics In RIT Archives
Interlibrary Loan Request for Materials 7 years (fiscal year) Office of the Provost RIT Libraries
Internal Audit Reports (all engagement types) Permanent Finance and Administration Institute Audit, Compliance and Advisement
Internal Audits/Reviews/Files and Work Papers (all engagement types) 10 years Finance and Administration Institute Audit, Compliance and Advisement
Internal Human Resources Employee Investigations (Hearing Panel Approach - no violation found) includes notes, reports and documentation 6 years from date of termination of Employee or 10 years from date of initial complaint, whichever is shorter Finance and Administration Human Resources
Internal Human Resources Employee Investigations (Hearing Panel Approach - violation found) includes notes, reports and documentation 6 years from date of termination of Employee Finance and Administration Human Resources
Internal Human Resources Employee Investigations (non-Hearing Panel Approach) includes notes, reports and documentation 6 years from date of termination of Employee Finance and Administration Human Resources
International Student Financial Documents 6 years after graduation Student Affairs International Student Office
Invention Disclosure Forms Permanent Office of the Vice President for Research Intellectual Property Management Office
Investment Consultant Reports 6 years Finance and Administration Controller's Office
Investment Manager Contracts (including correspondence) 6 years after all obligations end Finance and Administration Controller's Office
Investment Performance Reports 6 years Finance and Administration Controller's Office
Invoices 6 years Finance and Administration Controller's Office
IRS exemption determination and related correspondence Permanent Finance and Administration Controller's Office
IRS Form I-9 (store separate from personnel file) 3 years after date of hire or 1 year after end of service, whichever is longer Finance and Administration Human Resources
Journal Entries with backup 6 years Finance and Administration Controller's Office
Judgments Permanent Finance and Administration Legal Affairs
K-12 Federal Grant Documentation, including backup for charges to grant (paper documents required) 7 years after program cycle ends Office of Provost K-12 Program
K-12 Program/Workshop Registration Documentation 6 years Office of Provost K-12 Program
K-12 Program/Workshop Sign-In Sheets 6 years Office of Provost K-12 Program
K-12 State Grant Documentation, including backup for charges to grant (paper documents required) 7 years after program cycle ends Office Provost K-12 Program
Labor Certifications (including recruitment materials and supporting documentation) 5 years from filing of certification Finance and Administration Human Resources
Leave Reporting Documents 4 years Finance and Administration Human Resources
Lecture Series documentation, advertisements, lectures 3 years Academic Affairs Appropriate College/Department In RIT Archives
Letters of Recommendation (graduate) Until date of graduation Division of Enrollment Management Enrollment Management
Letters of Recommendation (graduate) - NTID Until date of graduation NTID Admissions
Letters of Recommendation (non-enrolled students) 2 years after application Division of Enrollment Management Enrollment Management
Letters of Recommendation (non-enrolled students) - NTID 2 years after application NTID Admissions
Letters of Recommendation (undergraduate) Until date of admission Division of Enrollment Management Enrollment Management
Letters of Recommendation (undergraduate) - NTID Until date of admission NTID Admissions
Library Inventory Records of Decommissioned Titles 7 years (fiscal year) Office of the Provost RIT Libraries
Licensing Agreements 6 years from termination of Agreement Office of the Vice President for Research Intellectual Property Management Office
Litigated Claims 6 years after settlement Finance and Administration Legal Affairs
Material Safety Data Sheets 40 years Finance and Administration Environmental Health and Safety
Mediation or Restorative Conferencing Agreements 5 years Student Affairs Student Affairs
Monthly Health and Safety Inspection Reports 6 years Finance and Administration Public Safety
Mortgages, Security Agreements 6 years after all obligations end Finance and Administration Senior VP for Finance and Administration
Motor Vehicle Records 6 years after employment ends Finance and Administration Compliance and Ethics
Name Change Permanent Academic Affairs Registrar
NCAA Drug Testing Consent Forms 6 years from date of test Student Affairs Intercollegiate Athletics
New York State Education Department Surveys, Reports, and Registrations 3 years Finance and Administration Institutional Research, Data & Analytics In RIT Archives
News Content (internal and external) Permanent All University Communications In RIT Archives
Non-Degree Alumni Contact Information Permanent University Advancement University Advancement In RIT Archives
Notary Public (e-Notary only) video and/or audio recordings 10 years All Individual Notary Public
Notary Public Journal of all notarial acts performed (traditional Notary and e-Notary) 10 years All Individual Notary Public
Notice of Appeal - TIX 7 years from date appeal filed Finance and Administration Compliance and Ethics
Notification of Ban from Campus 6 years Finance and Administration Public Safety
OCFS 6000 Packet 6 years after departure Student Affairs Margaret's House
Online Learning Materials 2 years after last use Academic Affairs Online Learning
Original Patents and related work papers Permanent Office of the Vice President for Research Intellectual Property Management Office In RIT Archives
Original Trademark and related paperwork Permanent All Marketing and Communications In RIT Archives
OSHA Illness or Injury Records or Logs 40 years Finance and Administration Environmental Health and Safety
OSHA Safety and Health Training Reports 6 years Finance and Administration Environmental Health and Safety
Outcome Letters 7 years from date of letter Finance and Administration Compliance and Ethics
Overpayment/Repayment of Wages Forms 6 years after termination of employment Finance and Administration Controller's Office
Parking Tickets (paid and unpaid) 6 years Finance and Administration Parking and Transportation Services
Payroll Deduction Authorization Forms 6 years after employment ends Finance and Administration Controller's Office
Payroll Vouchers 3 years Finance and Administration Controller's Office
Performance Appraisals and related documents (faculty) 3 years after termination of employment All Appropriate College/Department
Performance Appraisals and related documents (staff) 3 years after termination of employment All Human Resources
Periodicals and Newsletters (departmental, administrative, and student groups) 2 years All Appropriate College/Department In RIT Archives
Perkins Loan Counseling Records (Entrance and Exit) 6 years Finance and Administration Student Financial Services
Perkins Loan Promissory Notes 3 years after loan repaid, canceled, or assigned to Department of Education Finance and Administration Student Financial Services
Permission to Contact Self Release Form 6 years from completion of form Student Affairs Intercollegiate Athletics
Personnel Files, Appointment Letters and Forms 6 years from date of termination of employment Finance and Administration Human Resources
Photo Release 6 years All Appropriate College/Department
Photos, Videos, Films and DVDs Permanent All Appropriate College/Department In RIT Archives
Pledge Reminders Until Pledge Fulfilled University Advancement University Advancement
Portable Extinguisher Training Records 6 years Finance and Administration Environmental Health and Safety
Post Award Grant and Contract Files, not including financial records (New York State awards) 6 years after close of grant Finance and Administration Controller's Office
Post award Grant and Contract Files, not including financial records - financial records 9 years after end of fiscal year in which transaction occurred Finance and Administration Controller's Office
Post Ward Grant and Contract Files, not including financial records (Federal awards) 3 years after close of grant Finance and Administration Controller's Office
Posters and Flyers (departmental, administrative, and student groups) 2 years All Appropriate College/Department In RIT Archives
Pre-Award Grant and Contract Applications, Proposals and Supporting Documents and corresponding Executed Sponsored Research Grants and Contracts, and Post-Award contract modifications, data files, reports, and project notebooks (federal awards, including federal dollars paid RIT on subcontracts) 3 years after close of grant and contracts Office of the Vice President for Research Sponsored Research Services
Pre-Award Grant and Contract Applications, Proposals and Supporting Documents and corresponding Executed Sponsored Research Grants and Contracts, and Post-Award contract modifications, data files, reports, and project notebooks (New York State, corporate, and private awards) 6 years after close of grant and contract Office of the Vice President for Research Sponsored Research Services
Pre-Award Grant and Contract Applications, Proposals, and Supporting Documents that are not funded or awarded 6 years from submission Office of the Vice President for Research Sponsored Research Services
Presidential Medallion Records Permanent Office of the President Office of the President In RIT Archives
Presidential Medallion Records - NTID Permanent NTID NTID Office of the President In RIT Archives
Presidential Recognition Citations Permanent Office of the President Office of the President In RIT Archives
Presidential Recognition Citations - NTID Permanent NTID NTID Office of the President In RIT Archives
Presidential Speeches and Presentations Permanent Office of the President Office of the President In RIT Archives
Presidential Speeches and Presentations - NTID Permanent NTID NTID Office of the President In RIT Archives
Press Releases 6 years Office of the President University Communications In RIT Archives
Private Grants, Contract Documents and Files 3 years after end of all obligations Finance and Administration Controller's Office
Private Use Records 6 years after life of bond Finance and Administration Controller's Office
Program Participation Agreements Permanent Division of Enrollment Management Financial Aid and Scholarships
Property Damage Reports 4 years after report date Finance and Administration Public Safety
Public Inspection Files 1 year beyond last date H-1B nonimmigrant is employed under labor condition application Finance and Administration Compliance and Ethics
Public Safety Officer Daily Activity Logs 4 years Finance and Administration Public Safety
Purchase Orders (including supporting documentation) 6 years Finance and Administration Procurement Services Office
Quarterly Lab Inspections 6 years Finance and Administration Environmental Health and Safety
Radiation Dose Reports Permanent Finance and Administration Environmental Health and Safety
Radioactive Material Receiving and Inventory Records 6 years Finance and Administration Environmental Health and Safety
Real Property Leases (current and expired) 6 years after all obligations end Finance and Administration Real Estate Office
Record of Payments and Deductions 5 years Finance and Administration Controller's Office
Record of Student Accounts (including charges, cash payments, Federal Student Aid payments, cash disbursements, refunds, returns, and overpayments) 6 years Finance and Administration Student Financial Services
Recruiting Records 6 years Student Affairs Intercollegiate Athletics
Recruitment materials (for individual students) Until date of enrollment Division of Enrollment Management Enrollment Management
Recruitment materials (for individual students) - NTID Until date of enrollment NTID Admissions
Releases - Litigation Matters Permanent Finance and Administration Legal Affairs
Repair Service Documentation 6 years Finance and Administration Digital Den
Request for Proposals 6 years Finance and Administration Procurement Services Office
Residency Certificates Until date of enrollment Student Affairs International Student Office
Residency Classification Forms (non-enrolled students) 3 years after application Division of Enrollment Management Enrollment Management
Residency Classification Forms (non-enrolled students) - NTID 3 years after application NTID Admissions
Resident Advisor Applications/Essays (not selected) 1 year from date of application Student Affairs Residence Life Office
Resident Advisor files including Applications/Essays and Performance Evaluations 2 years from date of last service as RA Student Affairs Residence Life Office
Risk Register Permanent Finance and Administration Compliance and Ethics
RIT Corporate Documents (including By-Laws, Charter, and Licenses) Permanent Office of the President Secretary of the University In RIT Archives
Royalty Records Life of Patent or Trademark, plus 6 years Office of the Vice President for Research Intellectual Property Management Office
Safety Plan Acknowledgement Form 6 years All Appropriate Department
Safety Plan Visitor COVID 19 vaccination status/negative test result documentation 6 years All Appropriate Department
Sales Receipts (computers/devices, software, accessories, photo equipment/accessories, etc.) hard copy and electronic records 6 years Finance and Administration Digital Den
Sales Tax Returns 6 years after returns are filed Finance and Administration Controller's Office
Schedule of Courses Permanent Academic Affairs Registrar In RIT Archives
Scholarships Awarded by Individual Colleges (records of applicants who received the scholarships) 1 year Division of Enrollment Management Appropriate College/Department
Search Committee Records (including committee members' notes) - candidates not hired 3 years Finance and Administration Human Resources
Search Committee Records (including committee members' notes) - hired candidate 6 years after employment ends Finance and Administration Human Resources
Settlements Permanent Finance and Administration Legal Affairs
Slack Communications 6 years All Appropriate Department
Software Licenses and Support Agreements 6 years after all obligations end All Appropriate Department
Sports Camp Documentation 6 years Student Affairs Intercollegiate Athletics
Staff Health Statements 6 years after separation from employement Student Affairs Margaret's House
Statewide Central Register Clearance Forms and related record 6 years after departure Student Affairs Margaret's House
Strategic Planning Records Permanent Office of the President Office of the President In RIT Archives
Strategic Planning Records - NTID Permanent NTID NTID Office of the President In RIT Archives
Student Advising Files 10 years after admission Division of Enrollment Management Enrollment Management
Student Advising Files - NTID 10 years after admission NTID Admissions
Student Athlete Affirmation of Eligibility 6 years from completion of form Student Affairs Intercollegiate Athletics
Student Athlete Statements 6 years from completion of form Student Affairs Intercollegiate Athletics
Student Behavior Consultation Team Files 6 years from case creation Student Affairs Student Affairs
Student Co-op and Employer Information 6 years Academic Affairs Career Services and Cooperative Education Office
Student Conduct and University Appeal Records, including Audio/Visual Recordings for any matter that includes an outcome of suspension or expulsion Permanent Student Affairs Student Conduct Office
Student Conduct and University Appeal Records, including Audio/Visual Recordings unless the outcome includes suspensionor expulsion. Includes all records related to policies D.18, D.19, or C.27(students). 7 years from incident reporting date Student Affairs Student Conduct Office
Student Employee orientation and training materials Permanent Office of Career Services and Cooperative Education Student Employment Office
Student Employee records 6 years after employment ends Office of Career Services and Cooperative Education Student Employment Office
Student Employment Applications and Resumes (employed) 6 years after employment ends Office of Career Services and Cooperative Education Student Employment Office
Student Employment Applications and Resumes (not employed) 3 years Office of Career Services and Cooperative Education Student Employment Office
Student Field Trip Documentation 6 years Student Affairs Appropriate Department
Student files (maintained in college/department on students currently enrolled) 1 year after graduation Academic Affairs Appropriate College/Department
Student Immigration Information (I20, DS2019) 6 years after graduation Student Affairs International Student Office
Student Organization Conduct Records (not responsible) 7 years from incident reporting date Student Affairs Student Conduct Office
Student Organization Conduct Records (responsible findings of Suspension, Loss of Recognition/Disaffiliation, or Expulsion) Permanent Student Affairs Student Conduct Office
Student Organization Conduct Records (responsible findings of Warnings, Probations, and Good Samaritan status) Permanent Student Affairs Student Conduct Office
Student requests for nondislcosure of directory information Permanent Student Affairs Student Affairs
Student Visa Documents 6 years after graduation Student Affairs International Student Office
Student Waivers for Right of Inspection Until graduation/date of last attendance Academic Affairs Registrar
Study Abroad Agreements with supporting documentation 6 years after return Student Affairs Appropriate Department
Subpoenas (Information Subpoenas) received by Payroll Permanent Finance and Administration Controller's Office/Payroll
Subpoenas and Responsive Documentation Permanent Finance and Administration Legal Affairs
Summary Plan Descriptions Permanent Finance and Administration Human Resources
Syllabi (distributed to students) 6 years Academic Affairs Appropriate College/Department
Tax Audit closing letters Permanent Finance and Administration Controller's Office
Third Party Screening 5 years after transaction (OFAC requirement) Finance and Administration Compliance and Ethics
Threat Assessment Team Files 6 years after creation or close of file (whichever is greater) Finance and Administration Global Risk Management Services
Time Cards (including student employees) 3 years Finance and Administration Controller's Office
Title IV Grants (originated through Department of Education Common Origination and Disbursement System) 6 years Division of Enrollment Management Financial Aid and Scholarships
Title IX documentation (Policy C27.0) Employees 7 years from incident reporting date Finance and Administration Human Resources
Training Records - developed and/or sponsored by a specific office/department/division relative to a topic specific to their area of expertise - (including but not limited to presentations, handouts, videos, attendance rosters, completion certificates, etc.) 6 years All Appropriate Department
Training Records - Mandatory Training Policy - (including but not limited to presentations, handouts, videos, attendance rosters, completion certificates, etc.) 6 years Finance and Administration Compliance and Ethics
Transcript Requests 10 years after admission Academic Affairs Registrar
Transcripts - high school (non-enrolled students) 2 years after application Division of Enrollment Management Enrollment Management
Transcripts - high school (non-enrolled students) - NTID 2 years after application NTID Admissions
Transcripts - high school, other college or other academic institution (enrolled students) 10 years after admission Academic Affairs Registrar
Transcripts - RIT Permanent Academic Affairs Registrar
Transfer credit requests/reports 10 years after graduation/date of last attendance Academic Affairs Registrar
Trial Balances 6 years Finance and Administration Controller's Office
Trustee files (information on individual trustees including correspondence) Permanent Office of the President Secretary of the University In RIT Archives
Tuition Fees and Schedules Permanent Finance and Administration Student Financial Services
Unemployment Insurance Claims and Supporting Documents 6 years Finance and Administration Human Resources
Unlitigated Claims 6 years after settlement Finance and Administration Global Risk Management Services
Veteran Administration Certifications 4 years after graduation/date of last attendance Division of Enrollment Management Enrollment Management
Veteran Administration Certifications - NTID 4 years after graduation/date of last attendance NTID Admissions
Video Recordings Used In Academic Classes 2 years after end of class or appeal, whichever is greater All Appropriate Department
Voicemail Message Recordings (V2E) (ACO) 6 years All Appropriate Department
Wage Assignment Orders 5 years after close Finance and Administration Controller's Office
Waitlist Application Registration Form - accepted child 3 years after child attains age 18 Student Affairs Margaret's House
Waitlist Application Registration Form - not accepted 6 years Student Affairs Margaret's House
Wellness Client/Patient Health Records 6 years from last encounter or date of attendance, whichever is greater Student Affairs Wellness
Withdrawal authorization/leave of absence authorization 2 years after graduation/date of last attendance Academic Affairs Registrar
Workers Compensation Claims and Supporting Documents 18 years Finance and Administration Human Resources
Yearbooks Permanent University Advancement University Advancement In RIT Archives
Youth Program - Employee License Event Notification Service (LENS) Certification 6 years All Office of Compliance and Ethics
Youth Program - Participant Code of Conduct Acknowledgement 6 years All Youth Program Sponsoring Department
Youth Program - Participant Information 6 years All Youth Program Sponsoring Department
Youth Program - Participant Registration Form 6 years All Youth Program Sponsoring Department
Youth Program - Releases/Waivers 6 years All Youth Program Sponsoring Department
Youth Program - Student Driver Certification 6 years All Facilities Management Services
Youth Program - Training Completion Documentation/Certification 6 years All Office of Youth Protection and Compliance
Youth Protection - informational materials (guides/brochures) 2 years Academic Affairs Office of Youth Protection and Compliance
Youth Protection Compliance Documentation 6 years Academic Affairs Office of Youth Protection and Compliance
Youth Protection Compliance Policy, including all prior versions/revisions 6 years Academic Affairs Office of Youth Protection and Compliance
Youth Training - Staff Code of Conduct Acknowledgement 6 years All Office of Youth Protection and Compliance
Zoom Recordings - Directly related to a specific Records category (e.g. Bond Records, Contract Negotiations, Interviews, etc.) In accordance with the specific Record Retention Period Identified Department Identified Department
Zoom Recordings - General meetings not specific to any other identified Records category 1 year All Appropriate Department

Custodians

Each division/department/academic unit must designate a records custodian(s) who is responsible for ensuring their personnel are informed of the Records Management Policy and assisting personnel with the division/department/academic unit’s retention management procedures.

Department Custodian VP, Dean, Manager, Supervisor
President’s Office
Office of the President Karen Barrows Bill Sanders
Office of the Secretary Lisa Chase Bill Sanders
Board of Trustees Lisa Chase Bill Sanders
Academic Affairs/Provost
Provost’s Office Pam Spencer Prabu David
Career Services, Co-op and Student Employment Maria Richart Neeraj Buch
CAD Dean’s Office Norma Fleck, Grace Gladney, Teresa Merrit Todd Jokl
CAD Extended Studies/Gallery r Zerbe Sodervick Todd Jokl
CAD Foundations Kris DePalma Todd Jokl
CAD Image Permanence Institute   Todd Jokl
CAD Operations Greg Barnett, Kevin Buck, Mike Dear, Bob Fleck, Brandi Patten, Jay Sullivan Todd Jokl
CAD Printing Applications Laboratory Barb Giordano Todd Jokl
CAD School for American Crafts Angie Carter Todd Jokl
CAD School of Art Fran Chinnock Todd Jokl
CAD School of Design Deb Weatherbee Todd Jokl
CAD School of Film and Animation Mary Barnard Todd Jokl
CAD School of Photographic Arts and Sciences Dona Sterlace, Michelle Washburn Todd Jokl
CAD School of Print Media Marcia Carroll, Lisa DeRomanis Todd Jokl
CAD Student Services Sue Clark, Deb Kingsbury Todd Jokl
SCB Shirley Wright Jacqueline Mozrall
GCCIS Dean’s Office (Administrative) Lauren Shields Matt Huenerfauth
GCCIS Dean’s Office (Financial) Ann Dilal Matt Huenerfauth
GCCIS Dean’s Office (College) Dan Stafford Matt Huenerfauth
GCCIS Computer Science Department   Matt Huenerfauth
GCCIS School of Interactive Games and Media Beth Levecchi Matt Huenerfauth
GCCIS Information Sciences and Techology Rhonda Baker-Smith Matt Huenerfauth
GCCIS Computing Security Liz Zimmerman Matt Huenerfauth
GCCIS Software Engineering Sarah Mittiga Matt Huenerfauth
GCCIS Ph.D. Program Lorrie Jo Tuner Matt Huenerfauth
KGCOE   Doreen Edwards
KGCOE - Computer Engineering Alyssa Andres Doreen Edwards
CET   S. Manian Ramkumar
CHST   Yong Tai Wang
COLA Ann Howard Kelly Norris Martin
COS   Andre Hudson
GIS   Nabil Nasr
SOIS Abby Berner James Hall
RIT Graduate Schoool   Diane Slusarski
RIT Libraries    
RIT Archives    
RIT Global   James Myers
Registrar   Joe Loffredo
ILI   Neil Hair
University Advancement
  Patrick Saeva Phil Castleberry
Access, Engagement, and Success
  Sandra Whitmore Keith Jenkins
Enrollment Management
Financial Aid and Scholarships Rachel Shuman Kathleen Davis
Office of Part-Time and Graduate Enrollment Services Laura Watts Kathleen Davis
Undergraduate Admissions Lo-yi Chung Kathleen Davis
University Publications Brendan Monahan Kathleen Davis
Finance and Administration
Accounting   Milagros Concepcion
Budget Leanne Hill James Watters
Controller   Milagros Concepcion
Payroll   Milagros Concepcion
Procurement Services Office   Milagros Concepcion
RIT Venture Fund   Milagros Concepcion
Student Financial Services   Milagros Concepcion
     
Business Continuity David Stofanak Melinda Ward
Environmental Health & Safety Sarah Klein Melinda Ward
Compliance and Ethics Kat Reid Erika Duthiers
Global Risk Management Valerie Russell Melinda Ward
Information Security Ben Woelk Aldwin Maloto
Institute Audit, Compliance and Advisement Pat Didas Pat Didas
Legal Affairs Marilyn Schleyer Bobby Colón
Public Safety Rod Lezette Melinda Ward
     
Human Resources Ericka Smith-Schubart Jo Ellen Pinkham
     
Bookstore    
Digital Den    
Dining Services Donald LaFlam Kory Samuels
Facilities Management Services Tim Trostle Ray Orr
Housing Operations    
Information Technology Services Geremy Gersh Joan Graham
Information Technology Services Lisa Hupf Joan Graham
Information Technology Services Kelly McLaughlin Joan Graham
Information Technology Services Shawn Plummer Joan Graham
Information Technology Services Rona Skinner Joan Graham
Information Technology Services Matangi Buch Joan Graham
Information Technology Services Rona Skinner Joan Graham
     
Institutional Research, Data and Analytics Nilay Sapio Joan Graham
Parking and Transportation Services   Ray Orr
Hub Print and Postal Services    
Auxiliary Services    
University Arenas/University Gallery Christine Rodgers Melinda Ward
     
RIT Business and Technology Park Marilyn Schleyer James Watters
Real Estate Marilyn Schleyer James Watters
Government and Community Relations
GCR Records Gene Vogler Vanessa Herman
EMS system documents Michelle Lezette; Vanessa Herman
Marketing and Communications
  Daniel Goebert John Trierweiler
  Joseph Bellavia John Trierweiler
NTID
Admissions/Enrollment Management Tate DeCaro and Heather Jeremy Rick Postl
College-wide Financial Records Kate Sweeney Bernard Hurwitz
Division of Academic Affairs Firoza Kavanagh and Jess LeSala Gary Behm
Division of Access Services James Munro Brittany Tayor
Division of College Operations Michelle Childress Erwin Smith
Division of Student and Academic Services Katherine Zuris Alesia Allen
HR and related documents Maria Ocasio Bernard Hurwitz
Outreach, Placement and Special Projects Chaz McFadden Caroline Solomon
Performance Appraisal and Related Documents Nancy Popolizio and Firoza Kavanagh Caroline Solomon and Gary Behm
Student Records Rich Dirmyer Bernard Hurwitz
Research
  Denis Charlesworth Ryne Raffaelle
Student Affairs
VP Office Files Kim Vent Sandy Johnson
EDGE (Academic Success Center is under Academic Affairs) Adrienne Jester, Administrative Coordinator Timothy Gordon
Assessment, Technology and Communications Jodi Boita Jodi Boita
Athletics Bethany Marren, Associate Director Jackie Nicholson
Campus Life Courtney Bringley, Director Center for Campus Life Nicole Boulais
Case Management Megan Jaros, Director Student Case Management and Health Promotion Shelitha Willaims
Center for Leadership and Civic Engagement Kathryn Cilano, Director Nicole Boulais
Recreation and Wellness Programs (RecWell) Dave Stevens, Director Recreation and Welllness Programs Shelitha Willaims
College Restoration Program Adrienne Jester, Administrative Coordinator Timothy Gordon
Counseling and Psychological Services Sara\h Godoy, Director Shelitha Willaims
Office of Disability Services Adrienne Jester, Administrative Coordinator Timothy Gordon
English Language Center Adrienne Jester, Administrative Coordinator Timothy Gordon
Health Promotion Megan Jaros, Director Student Case Management and Health Promotion Shelitha Willaims
International Student Services Adrienne Jester, Administrative Coordinator Timothy Gordon
Margaret's House Jennifer Tills, Director Nicole Boulais
Outdoor Education Dave Stevens, Director Recreation and Welllness Programs Shelitha Willaims
Residence Life Katie Buckley, Associate Director Nicole Boulais
Spectrum Support Programs Adrienne Jester, Administrative Coordinator/Bethany Bradley, Associate Director, SSP Timothy Gordon
Student Conduct and Conflict Resolution Aaron Tomassini, Director Nicole Boulais
Student Health Center Lindsay Phillips, Medical Director Shelitha Willaims
Wellness Education Dave Stevens, Director Recreation and Welllness Programs Shelitha Willaims
Year One Programs Adrienne Jester, Administrative Coordinator Timothy Gordon
Ombuds
  Tammy Brongo Joe Johnston