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6540 - Retention of Correspondence and Other Files

Last updated: July 01, 1996

PREAMBLE: This section describes a standard record-retention schedule. Specific UI units may have the need to develop different or more specific schedules. For further information, contact the Office of General Counsel (208-885-6125). (ed. 7-05)

A. Internal operational notes, memorandums, and correspondence having only momentary significance need not be kept beyond one year.

B. External and internal correspondence concerning long-range subjects or projects, agreements and contracts, etc., should be kept for at least five years--longer if the subject of the correspondence indicates that such a period is desirable.

C. Minutes of the meetings of the regents, university faculty, constituent and associated faculties, and committees are to be sent on a regular basis to the Department of Special Collections and Archives in the University Library.

D. Documents of probable historical value to a unit should be kept in an appropriate permanent file.

E. Documents of probable historical value to UI should be transferred to the Department of Special Collections and Archives in the University Library.


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