Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Contracts and Agreements
Description
Documents obligations under contracts and other agreements between units and outside parties, including:
Development and acceptance of contracts and agreements
Monitoring of compliance with contract provisions
Confidential Information Present
Lawyer-client privilege
Office of Record
Units managing contracts
Other Offices
Office of General Counsel
Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.
Creative services contracts (photography, graphic design, writing, commissioned art work, etc.): Keep while active, then transfer to University Archives for review.
Executed contracts and agreements
Supporting materials and reports
Compliance-monitoring documents
Related correspondence and email
Building construction, alterations, and repairs: Keep while active, then transfer to University Archives for review.
Executed contracts and agreements
Supporting materials and reports
Compliance-monitoring documents
Related correspondence and email
Real estate purchase, sale, or lease; easements and rights of way: Keep while active, then transfer to University Archives for review.
Executed contracts and agreements
Supporting materials and reports
Compliance-monitoring documents
Related correspondence and email
Affiliations and partnerships: Keep while active, then transfer to University Archives for review.
Executed contracts and agreements
Supporting materials and reports
Compliance-monitoring documents
Related correspondence and email
All other contracts (vendor agreements, such as hotels, caterers, performers; annual renewals for products, licenses, etc.): Keep 8 years after completion, then destroy. Destroy by shredding or file wiping if confidential information is present.
Contract drafts
Executed contracts and agreements
Supporting materials and reports
Compliance-monitoring documents
Related correspondence and email
Notes
This schedule does not include sponsored projects contracts.
See separate schedule for Donor Gift Agreements.
Effective Date
December 2006
Revision Date
May 2016
Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Disposition schedules are based on the length of time records are needed to meet internal program management needs; satisfy external statutory and regulatory requirements; and to ensure the university has a reliable institutional memory. Questions should be addressed to the ÐÇ¿Õ´«Ã½ Archives at 368-3320 or archives@case.edu.
