CASE.EDU:    HOME | DIRECTORIES | SEARCH
case western reserve university

UNIVERSITY ARCHIVES

 

Case Western Reserve University
Records Disposition Schedule

 

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 CWRU Archives at 368-3320 or archives@case.edu.