Record Retention Schedules

The State University of New York (SUNY) Records Retention and Disposition Schedule indicates the minimum length of time that records must be retained. The retention periods apply regardless of the format or media in which the records exist. After the minimum retention period is reached, the records should be disposed unless they still serve a legal, operational or historical purpose.

The retention schedules are organized by subject matter and purpose of the record, with corresponding sub-categories. As a general rule, the SUNY records schedules cover records related to SUNY-specific and academic activities.

The General Retention and Disposition Schedule for NYS Government Records (General Schedule) provides retention and disposition authorizations for records commonly created and maintained by state agencies to support administrative, personnel and fiscal activities.

The General Schedule is organized into sections, and classifies records by determining the subject matter and purpose of the record and applies to records regardless of format or media in which they exist.

UB must follow The Research Foundation of SUNY (RF) records retention schedules for all RF-related documents. RF records should not be filed with the records of any other funding entity. 

• RF Record Retention for Account Expenditure Records 
  Payroll and general journal entries (expenditure transfers), petty cash documents, vendor (accounts payable) payment files, property control system records
• RF Record Retention for Project Administration Records
  Account billing and correspondence files, grant agreements, contracts, subcontracts, leases, consultant agreements, patent records, technology transfer documents
• RF Record Retention for Person-Related Records
  Attendance reports, fellowship files, garnishments, income fund reimbursable files, leave accrual and use records, personnel activity reporting forms, personnel and payroll files, retirement records