Indiana University Bloomington Campus

- Office of the Registrar -

Document Archive and Retention List

This document represents a list of record series that were or, in some cases, still are being created by or received at the Office of the Registrar. This schedule was created by administrative staff in the Registrar's Office and provides a true and faithful representation of types of records maintained in the Office of the Registrar and of the designated period of time that the record series are retained.

DOCUMENT

RETENTION

DATES

AAA

 

 

Adult Education Records

Permanent Retention on Microfilm

1917 - 1950

Advanced Placement Results

Permanent Retention

 

1967 - 1974

CCC

 

 

Certification -

  University Division, Statistics

Permanent Retention

1984 - present

 

Correspondence Study File

 

Name changed to Independent Study File in 1974

 

 

Permanent Retention on Microfilm

1922 - 1973

 

 

Correspondence Study -

 High School Extension

 Division

Permanent Retention on Microfilm

1925 - 1960

 

Correspondence Study

Records

 

Permanent Retention

1922 – 1969                        1912-1922

(cardstock)                          (microfilm)

 

 

DDDD

 

 

Deceased File

 

Note:  Deceased File changed to “Alumni & Friends Deceased Lists” in Sept., 1988

Permanent Retention

1973 – 2002 on microfilm

2003 – present digitized

Degree Lists, BL

Permanent Retention

1960 – 1994

Degree Lists, BL, Regional

Permanent Retention

1925 - 1946, 1967 - 1979, 1992 - 1994

 

 

Degree Candidate List, Commencement Program

 

Permanent Retention

Digitized

Degree Cards

 

Permanent Retention

1830-1925 on cardstock

 

Degrees Granted by Indiana University in 101 Years, Departmental Study of 17,404

Degrees

 

Document Title:

Departmental Study of 17,404 Degrees Granted by Indiana University in 101 Years.

Permanent Retention

 

 

 

1830 - 1930

Diploma Official Signature List-System-wide

Permanent

1930 - 2010

 

Diploma Transmittal Card File

Permanent Retention

 

Graduation periods 1975-1999 on microfilm

Duplicate orders and records of late releases 1974-1985 on microfilm

1999-present on database

Diploma Order Forms - for duplicate diplomas

 

1 year then destroyed

Last year

 

 

Drop and Add File

 

 

Permanent Retention

1963 – 2002 microfilm

2003 – present digitized

Drop and Add File - Regional

Permanent Retention on Microfilm

1967 - 1970

EEE

 

 

Enrollment Books

 

Permanent Retention

1969 - 1987

Enrollment, University

Permanent Retention

1972 – 2002 microfilm

2003 – present digitized

 

Enrollment Cards, Drop & Add File, Perm. Records Grade Changes – East Campus

Permanent Retention on Microfilm

1946 - 1976

Enrollment Reports. Historical, IU

Permanent Retention

1978 - 1993

GGG

 

 

Grade Change Authorization File

Permanent Retention

1962 – 2002 microfilm

2003 – present digitized

Grade Change File, IUPUI

Permanent Retention on Microfilm

1970 – 1977

Grade Ledgers, Corrected, BL

Permanent Retention

1941 – 2004

Grade Ledgers, Corrected, Regional

Permanent Retention

1969 – 1989

Grade Ledgers, Regional Corrected

Permanent Retention on Microfiche

1986 – 2004

Grade Rosters, BL, Final

 

Permanent Retention

1860 – 2004

 

Grade Rosters, Final

  Regional

Permanent Retention

1907 - 1979

 

Grades, Corrected, Final  BL

Permanent Retention

1987 – Summer 2004 microfiche

Fall 2004 – present digitized

Grade I à F Document (BL) :

(Final Notification)

Permanent Retention

 

 

Spring 1988 - Summer 2014 w/ BREG

Process assumed by USSS Fall 2014

Graduate Credit Transfer Report Forms

Permanent Retention

 

1965 – 2002 microfilm

2003 – present digitized

Graduates, Official List of

& Honors Recipients List (Annual)

 

Permanent Retention

 

All Campus

1966-67 thru 1971-72

 

Bloomington

1972-73 thru 2000-2001

 

Regional Campuses

1972-73 thru 1998-99

 

Graduates & Degrees

Permanent Retention

1830 - 1930 (list was typed June 1931)

1931-1935

1936-1940

1941-1945

1946-1950

HHH

 

 

Herron Art - Permanent Records

Permanent Retention on Microfilm

1902 - 1967

Historical Records, Complete

 

 

Historical Records, Splits (paper/computer)

 

 

 

 

Permanent Retention

 

 

Permanent Retention of the paper record.

 

 

 

 

1845 - 1965

 

 

1965 - 1979

 

 

I I I

 

 

Independent Study Files

Consists of Independent Study Course Completion Reports, Grade Reports and Lists.

 

(Before 1974 known as Correspondence Study)

Permanent Retention

1974 – 2013

Independent Study was disbanded with last completed coursework accepted May 2013

LLL

 

 

Law Certificates Issued by

  IU School of Law

Permanent Retention

1900 - 1937

Law Ll.B. Degrees:  given in replacement for Benjamin Harrison Law School, Indiana Law School, Indianapolis College of Law, American Central Law School

Permanent Retention on cardstock

1944-1952

 

Merged Schools:

Indiana Law School, 1894-1944;

Benjamin Harrison Law School 1912-1944

    includes:  Indianapolis College of Law, 1898-1936;

    American Central Law School, 1911-1936)

MMM

 

 

Matriculation Cards

Permanent Retention on Microfilm

1902 - 1965

 

Matriculation Cards and Enrollment Cards - IUPUI

Permanent Retention on Microfilm

1915 - 1950

NNN

 

 

Names, Addresses and Occupations of the Graduates of IU

Permanent Retention

1830 -1897

OOO

 

 

Overseas Study Program Grade Document File

Permanent Retention on Microfilm

 

 

 

Overseas Study Registration Cards, 1966 - 1975

 

Overseas Study Grade Document File:

1966-67; 1972-75

 

 

PPP

 

 

 

Permanent History

Master List (of students)

 

Known as Historical Master List of Students since 1989

 

Permanent Retention

1972 – 2002 on microfilm

2003 – present digitized

 

 

 

 

 

Permanent Record Course File - BL

 

 

Permanent Retention on microfilm

 

 

Permanent Retention digital images

Part I Perm. Record Course File, 1968 - 2002

Part II Perm. Record Course file, 1979 - 2002

 

2003 – present

 

Permanent Record Statistical File

 

 

Permanent Retention on microfilm

 

Permanent Retention digital images

 

 

Part 1:  1967 – 1979; Part II:  1979 – 2002

 

2003 – present

 

RRR

 

 

 

Register of Graduates

Permanent Retention

1828 -1919

 

Registration Cards, BL

 

Note: Registration End-of-Semester report replaced the “old” registration cards in 1983.

 

Permanent Retention on microfilm

 

 

“A” copy: 1964 - 1982

 

“B” copy: 1953 - 1983

 

 

 

 

 

 

 

Registration Cards, Regionals

Permanent Retention on Microfilm

1950 - 1983

 

Registration End-of-Semester Report (data from Demographic and Student Section Files)

Permanent Retention

1990  - 2002 on microfilm

2003 – present digitized

 

 

 

Residency Classification Records

Permanent Retention on Microfilm

1974-1989

 

 

SSS

 

 

 

Schedule Adjustment File

 

For 1963-1995 see “Drop and Add file” for more information on this series

 

 

 

 

Permanent Retention

 

 

On Microfilm

Part I:  1995 - 2002

Part II: 1983 – 2002

 

Digitized

2003 – present

 

 

SIDN Change Reports

Permanent Retention

1979 - 1998

 

 

Student Course Directory-BL

Permanent Retention on microfiche, digitized images

1980 - Present

 

 

TTT

 

 

 

Teacher Certification Cards

Permanent Retention on Microfilm

1965 - 1978

 

Transcript Transmittal Forms

 

 

Permanent Retention

1974 – 2002 on microfilm

2003 – 2016 digitized

 

Process assumed by USSS in August 2016

 

 

WWW

 

 

 

Withdrawal From All Subjects File

(W.A.S.)

 

 

Permanent Retention

Either as an independent set of as part of the “Drop/Add File”

1915 – 2002 on microfilm

2003 – present digitized

 

 

 

 

 

 
 

Please be aware that documents not referenced in this directory are subject to the national AACRAO retention schedule. 

 

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