There may be other applicable laws, polices, procedures, or organizational requirements that are not listed in the resources linked below. Please refer to other resources specific to your area which might dictate additional record retention requirements. (If you believe a resource should be listed below that has been missed, please contact us.)
For more on Michigan State University policies, please refer to Board of Trustees Policies and the University Policies website.
| 34 CFR Part 99 - Family Educational Rights and Privacy (FERPA) | FERPA protects the privacy of student education records. See the Office of Accreditation, Assessment, Curriculum, and Compliance's FERPA site for more information. |
| Health Insurance Portability and Accountability Act (HIPAA) | The HIPAA Privacy Rule covers what information is protected and how health information can be disclosed or used. For more, see MSU's HIPAA Compliance page. |
| 34 CFR Part 668.24 - Title IV, HEA Programs | Title IV of the Higher Education Act, establishes retention requirements for records related to financial aid. |
| BOT 302 - Retention of Records and University Archives | Records created, maintained, or received during the course of official business are property of Michigan State University. Additionally, records may not be destroyed without the approval of both the records creator or maintainer, and the University Records Manager. |
| Institutional Data Policy (IDP) | This university-wide policy established the minimum requirements for the appropriate use of data at MSU. This includes, data classification, data storage, and data destruction. (Also see: IDP's FAQ Page) |
| Personnel File Policy | This policy documents what records should be maintained in an employee's personnel file, and what records should be stored separately. For more, please see the FAQ page. |
| Academic Programs Catalog - General Information, Policies, Procedures and Regulations | This guide outlines the minimum retention of student testing records and term papers. |
Relationship Violence and Sexual Misconduct and Title IX Policy | In coordination with federal law, this policy sets the required minimum retention of documentation related to the investigation and grievance process. The retention of these types of records is at least 7 years. For more on Title IX, please see MSU's official site. |
| Clery Act Compliance Policy | This policy outlines the types of information and records which must be created in alignment with federal legislation. To learn more about the requirements under the Clery Act, see MSU's Clery site. |
| Sales and Use Tax-MBP Section 50 | This policy includes the retention of exemption documentation with a retention of 4 years. |
| Academic Hiring Manual - 2.7 Summary of Academic Hiring Procedure For Use by Unit Administrators | This policy requires a minimum retention of hiring and selection records to be 3 years after the date of hire. |
Refer to your individual contract or other applicable regulatory requirements to determine if any retention requirements supersede a federal or state minimum, and to always apply the longest applicable record series as it applies to your records. As a reminder, grant records and research are the property of Michigan State University.
| 21 CFR Part 50 - Protection of Human Subjects (Informed Consent) | Institutional Review Board requirements, including section 56.115 which describes the retention of records. |
| 21 CFR Part 56 - Institutional Review Boards | More Institutional Review Board guidelines for records related to FDA clinical research as found in section 53.115. |
| 9 CFR Part 2 Subpart C - Research Facilities | Research facility requirements for animals, including Institutional Animal Care and Use Committee (IACUC) records. See section 2.35 for recordkeeping requirements. |
| 21 CFR 312 Subpart D - Responsibilities of Sponsors and Investigators | Requirements for research facilities and principle investigators researching investigational new drugs. See section 312.57 for recordkeeping requirements. |
| 21 CFR Part 314 - Applications for FDA Approval to Market a New Drug | Record retention requirements related to FDA new drug applications. |
| 21 CFR Part 800 - Requirements for Specific Medical Devices | For recordkeeping requirements specifically, refer to section 800.55(k). |
| 21 CFR Part 814 - Premarket Approval of Medical Devices | This legislations outlines record retention guidance for medical devices. |
| 21 CFR Part 511 - New Animal Drugs for Investigational Use | Guidelines for record retention related to new drugs for use in animals during investigational testing. |
| 21 CFR Part 514 - New Animal Drug Applications | For more on recordkeeping requirements for new animal drug applications, see section 514.80 which includes a retention of 5 years after application submission. |
| Federal Research Misconduct Policies | Department of Agriculture: *There may be other federal agencies with research misconduct requirements - please refer to your funding agency for more information. |
| Procedures Concerning Allegations of Misconduct in Research and Creative Activities | For more on MSU's procedures regarding research misconduct, see the Research Integrity Office's Research Misconduct site. |
| Human Research Protection Program (HRPP) Manual | For more on recordkeeping, please see Section 4-7-A. |