University Records
The following are records which are commonly found in DePauw University offices. Each record type is described and the office of record noted. The office of record is that office or department from which a particular record originated. The office of record is responsible for transfer of the records to the Archives after their active status has expired. Other offices which may hold copies of the record may keep them for reference and discard them when no longer needed. For a complete and detailed records retention schedule for your office or department, please contact the Archives at the address or phone number below.
| GEN.001 | Budget Files | Including invoices, purchase orders, account accruals and other routine departmental budget files [Accounting is the office of record] | A | No | A |
| GEN.002 | Maintenance Work Orders | Requests for all physical plant staff work [Physical Plant is the office of record] | A | No | A |
| GEN.003 | Meeting Minutes | Information copies of meeting minutes NOT created by your department | A | No | A |
| GEN.004 | DPU Publications | Including DePauw Magazine; DPU Catalog; faculty, staff and student directories; newsletters and brochures for schools, departments and academic programs, etc. [Publications is the office of record] | A | No | A |
| GEN.005 | Press Releases | DePauw releases to the media [Public Relations is the office of record] | A | No | A |
| GEN.006 | Personal Calendars | Daily appointment and meeting schedules [selected calendars of senior staff are retained in the Archives] | A | Yes | P* (* in some cases -- check with Archives) |
| GEN.007 | Personnel Files | Departmental personnel files [Personnel (for staff) and Provost's Office (for faculty) are the offices of record] | A | No | A |
| GEN.008 | Phone Logs | Phone call message books | A | No | A |
| GEN.009 | Professional Journals | Serial publications of professional organizations [Contact Roy O. West Library for possible transfer] | A | No | A |
| GEN.010 | Timecards and Timesheets | [Accounting (for regular staff) and Financial Aid (for work-study student staff) are the offices of record] | A | No | A |
| GEN.011 | Travel Expenses | Including itineraries, reservations, confirmations, ticket copies, invoices, etc. [Accounting is the offices of record] | A | No | A |
| GEN.012 | Supply and Vendor Catalogs | A | No | A | |
| GEN.013 | Directories | Board of Trustees and Visitors members lists; faculty committees members lists [President's Office is the office of record] | A | No | A |
A = Active (project or activity is ongoing) P = Permanent
* Departmental retention and disposal schedules take precedence over the General Retention Schedule